Human Resource Management System

Client : Mangalore Electricity Supply Company

Docu ment Name: Soft ware Requir ements Specifi cation Docum ent

Vers ion : 1.0

Type

Human, Resource Management System

Date

21-Jun-2011

Venu e

Corporate Office , MESCOM , Mangalore

Tim e

3:00 PM4:00 PM

Table of Contents
1 Integration with other sub-systems 4 2 Search 4 3 Organization Hierarchy 4 3.1.1 Option to create various offices 3.1.2 Option to create various Locations 3.1.3 Option to create various departments 3.1.4 Option to create various designations 4 Service Records 4 4.1.1 All the fields from the Service Register has to be entered 5 Leave 5 6 Home Travel Concession and Leave Travel Concession 5 7 Training 6 8 Deputation IN/OUT 6 9 Promotions 6 10 Transfers and Joining 7 11 Department Inquiry, Disciplinary Actions CCDA Rules, Conduct Regulations 7 12 Payroll 7 13 Declaration of Assets and Liabilities Statements 8 14 Salary Stop 8

4 4 4 4 5

15 16 17 18 19 20 21 22 23 24 25 26

Pension and PF Management 8 Family Benefit Fund 8 Annual/Additional Increments, Pay Revisions 9 Loans and Advances 9 Pay Attachments/Court Orders 10 Loans and Advances from approved financial institutions Nominations/Family Details 10 Accounting Data Interchange 10 Application for Foreign Tour 10 MIS Reports 10 Generation and Printing of Various Office orders 12 Reports 13 26.1.1 Bank-wise statements 26.1.2 KEB UNION 26.1.3 SC/ST contribution 26.1.4 Monthly Income tax deductions 26.1.5 Professional Tax 26.1.6 Engineer Association contribution 26.1.7 Society Contribution

10

13 13 14 14 15 15 16

1.

Integration with other sub-systems

The software must provide an XML based data interchange capability for exchanging information to other software systems. WEB Services based approach must be used for exchanging the information.

2.

Search
The software should allow successful search of the employee database using multiple search criteria.

3.

Organization Hierarchy
Reporting relationship of employees must be modelled into the software. The software will build entire organization hierarchy. This hierarchy can be seen through a browser in similar way as we see the file system hierarchy in explorer.

1. Option

to 2. Option to 3. Option to 4. Option to

4.

create create create create

various various various various

offices Locations departments designations

Service Records
The software must implement the entire career history of employees right from reference to appointment, designation, Cadre, time scale, his personal details and qualifications, posting details and terms and conditions of appointment (probationary period) etc. This will be a single point of view of employee in an organization and all others like transfer, leave, promotion, demotion, training, higher education, suspensions, re-instatements can be accessed from here. This will allow cadre wise seniority list preparation. Service Register will incorporate the entry of free lighting scheme, benefits availed and periodical changes with respect to RR #. Service Record shall include Deputation of employees/Officers and Departmental exams.

1. All

the fields from the Service Register has to be entered

5.

Leave
The software should calculate the various types of leaves, maintenance of leave account. The software must implement the leave approval process. The approval process is a

function of type of leave and designation within organization. Software should also model leave escalation process i.e. after filing a leave, if it does not get approved or rejected, how the application will move upward in the organization hierarchy for disposal. An entire history of leave must be maintained within the software. The software should allow en-cashment of earned leave. This encashment has eligibility criteria. Software must implement the eligibility criteria for this. These rules are different for officers and employees, previous and also there are restrictions of number of days for each category.
6.

Home Travel Concession and Leave Travel Concession

There are eligibility conditions for Home Travel Concessions (HTC) and Leave Travel Concessions (LTC). An employee who has put in not less that one year continuous service is entitled for HTC once in a black period of two calendar years and LTC is admissible to an employee only once during the entire service those who has completed a continuous service of not less than 10 years. Implementing the software requires studying these eligibility criteria for each of the ranks and implementing and engine to configure this. Check-lists like features must be implemented as part of this system for required document proofs for eligibility. The second parts of these sub-systems are approval of home and leave travel concessions. This depends on designation of the employee within the organization.

7.

Training
A training management system must be built as part of this. The required features here are publication of training calendar, enrolment of employees into the training, approval of training (approval chain will be required) and participation. There will be mandatory training requirements for few categories of people. These requirements may be the name of course, number of days or both. Software should implement the above mentioned features.

8.

Deputation IN/OUT
For deputation IN the software must implement the process followed at MESCOM. This might be generating letters to different organizations through which deputations are accepted, interview schedule and selection. This might require maintaining a database

of organizations from which deputations are accepted. For deputation OUT there is an approval criteria. The software should implement these criteria. Software should implement the internal deputation rules (for a specific temporary period) and the necessary reimbursement of expenses.
9.

Promotions
Software should implement both time bound and merit based promotion rules. These promotion rules are function of category of employee like SC/ST and the designation of the employee. The promotion has its own approval process. This approval process is a function of designation and category of employee. The transaction always involves change of designation.

10.

Transfers and Joining

Transfer may involve movement of employee from one organizational unit to another e.g. from one division to another division, from one department in same division to another department in the same division, from one department in one division to another department in another division. Transfer rules must be implemented as part of this software. This transaction may

come before or after promotion. This sub-system organizational hierarchy.

interfaces with service records and position) In fresh

Joining process involves that the position is empty (there is a sanctioned and transfer transaction has already been executed for the joiner recruitment cases the transfer transaction should not employee. have executed.

For transfers in the interest of organization, employees will be provided with certain benefits like transfer grant, joining time, advance pay and special travelling allowance and transfer of his personal belongings. Crediting of joining time will be credited to leave accounts and period shall be included.
11.

non availed portion of Compulsory waiting

vice- versa.

Department Inquiry, Disciplinary Actions CCDA Rules, Conduct Regulations

Charge-sheet, Show cause notice, explanation, formation of enquiry commission (Internal or external) and findings. Software should record the penalties. These events are either through complaints or routine audits.

This status of departmental enquiry will be reflected in the relevant HR transactions like promotion, transfer, deputation out, training. Pay revision etc. There should be a facility to upload the scanned document as part of this transaction.

12.

Payroll
The software should generate the payroll for employees. Allowances and deductions must be configured for each of the employees. Applicable allowances and deductions (mandatory as well as optional) might be different depending on the designation of the employees. The pay slips, deduction statements should automatically be created and should available on employee self-service portal. The software should maintain the entire earning history of the employee. MIS reports for consolidated deductions should be available and it should facilitate for drawing cheques. Professional taxes as per the government norms must be deducted at remitted to concerned tax office. Form -16 should automatically be generated as part of the payroll application.

13.

Declaration of Assets and Liabilities Statements

Software must support declaration for all group A and B officers assets and liabilities once in a year. This should be linked to payroll generation and payroll might not be generated without this clearance for subsequent months.

14.

Salary Stop
Software should provide a mechanism to stop salary for a particular employee. This must flow through a authorization process.

15.

Pension and PF Management

For employees not covered under pension establishment, PF Contribution from the employee and from the MESCOM will be sent by division and establishment offices to MESCOM corporate office. Software should facilitate generation and transmission of these. At MESCOM they will be consolidated. Software should automate this process. Those who are appointed after 01.04.2010 the scheme of new definary benefit pension scheme may be added in the HR management system.

16.

Family Benefit Fund

A certain amount will be dedicated from employees across MESCOM each month towards contribution to family benefit fund. Compensation will be paid out of this fund

at fixed amount to the families of the deceased employees. In case of retirement, employee is entitled to contributions actually made along with interest.
17.

Annual/Additional Increments, Pay Revisions

On completion of satisfactory service for one year, every employee is entitled for an increment with some terms and conditions. In case of leave without allowance, increment will be postponed (notional or actual) for leave period. These rules should be enforced automatically. There will be an approval chain for sanction for annual increment. Additional increments will be given for passing certain departmental examinations and acquiring higher qualifications during the service. Career advance increment for those who have put 25/30 and 27/32 years of service, special increment for promoting small family norms and achieving national and international sports events. Double wages and shift allowance shall be included. The software should also implement the pay commission orders

18.

Loans and Advances

Software should also implement the loan recovery process for this. This process requires employee declaring the deductions he/she is going to do for the loan. We will assume a fixed interest rate for this type of loan recovery. Festival advance given by MESCOM will be recovered in ten equal instalments by way of adjustments. Software support is required to maintain employees wise accounts showing festival advance drawn and festival advance recoveries. Summary reports should be generated and should be used as reconciliation with accounts. MESCOM also deducts loan of behalf of employees co-operative societies and remit to respective co-operative societies. MESCOM has a rule that prior authorization is required for available any financial institution loan.

19.

Pay Attachments/Court Orders

MESCOM will deduct and remit to the concerned authorities/financial institutions/ court.

20.

Loans and Advances from approved financial institutions

MESCOM will deduct and remit to the concerned financial institutions.

21.

Nominations/Family Details
The implemented software should have a mechanism to capture the family details as well as nominations.

22.

Accounting Data Interchange

The software should support data interchange with accounting software into various heads. These data must be available in XML format for further integration.

23.

Application for Foreign Tour

Online application and their processing and communication of sanction letter and NoObjection Certificate. Authorization rules must be implemented for that.

24.

MIS Reports
to be

As part of implementation of HR ERP Software, following MIS Reports need implemented. The list will be finalized at TO BE PROCESS.
1. 2. a.

Qualification and cadre wise employees detail List of employees entitled for annual increment month wise List of employs retiring on superannuation Report should be generated for future dates, between two dates 3. Seniority list of employees in the prescribed format 4. Leave Accounts for various kinds of leave a. Future Training Schedule/Calendar for departmental/outside training (Query between two dates) 5. Participant Register 6. Training attendance register 7. History of training undergone by a particular employee 8. Job rotation register with respect to portfolio. 9. Vacancy Reports 10. Incumbency Reports 11. Nominations details of employees 12. Salary Register Separate roll for separate branches. 13. Attendance Register 14. Salary Stops cadre wise (zone, circle, division, subdivision etc). These reports must categorize this reports based on various reasons. 15. PF Deduction Register 16. PF transfer register to REC corporate office, Project office wise 17. Family benefit contribution remittance register 18. Family benefits refunds for deceased cases 19. Family benefits refunds for retirement cases 20. Leave encashment register 21. Loans deduction register 22. Reconciliation reports regarding various kinds of loan, their adjustments and recovery 23. Deduction statement in respect of pay attachments 24. Deductions statement in respect of approved financial institutions 25. Deduction statement in respect of insurance premiums to concerned insurance agencies

26. 27. 28. 29. 30. 31. 32. 33. 34. 35. 36. 37. 38. 39. 40. 41. 42. 43. 44. 45. 46. 47. 48. 49. 50. 51. 52. 25.

Deduction statement for professional tax Deductions and remittance to labour welfare. Automatic printing of challan for payment of professional tax PF deduction for temporary employees and remittance to PF authorities of government Income tax challan printing Income tax deduction statement. Pending complaints against employee Active enquiry commissions Routine audits complaints (pending, resolved) Pending departmental enquiries Employees not furnishing nomination details Officers not submitted asset/liabilities declaration Offices/employees on deputation out Offices/employees on deputation in Deputation period getting over in future date Internal deputation report Sanction of reimbursement of expenses Officers/employees due for promotion Officers/employees promoted within a certain time period Pending approvals for promotion Report with multiple selection on multiple criteria Category, time period, department, office People transferred between a certain period Report with multiple selection criteria (department, office, between two dates) People joined as a result of transfers within certain time period People joined as a result of fresh recruitment Joining report with multiple selection criteria (fresh recruitment/transfer, department, office, between two dates) Relieving report of the employee.

Generation and Printing of Various Office orders

The below mentioned orders should get printed in the REC formats. These orders should also be available from self service portals. Sanction of increments Sanction of leave (full pay leave, half-pay leave, earned leave, extra-ordinary injury leave, study leave, special casual leave 3. Sanction of leave encashment 4. Sanction of advances 5. Sanction of conveyance allowance 6. Relieve Report 7. Suspension orders 8. Dismissal orders 9. Withholding of annual increments 10. Sanction of quarter allotments 11. Sanction of physical handicap allowance 12. Recovery excess expenditure
1. 2.

leave,

26. 1.

Reports

Bank-wise statements 2. KEB UNION

3. SC/ST

contribution

4. Monthly

Income tax deductions

5. Professional

Tax

6. Engineer

Association contribution

7. Society

Contribution