Features of HR and Payroll software in India | Roadmap
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The document describes a case study on a company's transition from manual HR and payroll processes to a comprehensive ERP solution provided by Roadmap IT Solutions. The organization's previous in-house ERP system proved inadequate, leading to inefficiencies in managing HR functions, which prompted the need for a robust, integrated system. The newly implemented ERP system automates various HR processes, simplifies payroll management, and enhances data sharing between departments, resulting in improved operational efficiency and decision-making capabilities.
Features of HR and Payroll software in India | Roadmap
- 1. CASESTUDYCASESTUDY Roadmap's HR & Payroll Management Suite No. 5, Republic Street | Reddiarpalayam | Pondicherry - 605 010 | India Phone: +91 413 4207 333 mktg@roadmapit.com Roadmap IT Solutions (P) Ltd. India | Middle East | Africa Integrate Innovate Succeed R
- 2. Brief Company Profile The Organization's Pain Points that led it to Choose Roadmap's Solution for HRM: The company had an in-house ERP system and used Excel and manual processes to handle HR and Payroll functions. The in-house ERP and the other siloed practices were not adequate to integrate all the business units that come together to accomplish the ef icient management of the HR & Payroll activity. In the main of ice, there was a biometric system in place to capture the attendance and the HRD had to manually collect the particulars of employee-absent-days and enter the vast amount of data in the excel sheet, which was formulated to calculate the salary accordingly. The Payroll, thus generated, was forwarded to the Finance Department for the remittance of salary. Separate excel sheets were manually maintained by the respective in-charges/Project Managers to manage the attendance details of the employees who were sent on Deputation (On-site) and the employees who were in other branches. These iles were sent to the HRD on a monthly basis for the purpose of Payroll generation. The company wanted to revamp its HR & Payroll system and had structured an entirely new scenario with the scope for a high-end ESS portal, a dedicated screen to fetch the comprehensive details of employees on Deputation, a fool-proof mechanism to capture employee attendance through system/Mobile App, end to end processing of Payroll by the HRD, etc. Above all, it aspired to have all the relevant units to be appropriately integrated with each other so that the inter-linking facilitated the useful sharing of data between concerned departments to realize the most ef icient and almost automated functionality of the HR and Payroll system. But, the organization could not execute its plan using its in-house ERP system. The global headquarters of the Technology Provider cum Media Doyen is located in Tamil Nadu. The Technology Provider has successfully revolutionized the functioning of a wide range of industries like education, retail, healthcare, and hospitality through ef icient solution accelerators that expedite the deployment of smarter solutions, cutting functional costs by 40%. The company has a team of constantly Out- thinking and Out-doing innovative professionals, who create beautiful engaging products and engineer scalable turnkey solutions for a smarter, faster, and better world. The Media version of the company is involved in manufacturing paper and paper products, Publishing, Printing, and in the reproduction of recorded media activity through two renowned TV channels, one exclusively for News and the other for general information and entertainment.
- 3. Roadmap's answer to the pain points and new requirements of the Company: The comprehensive details of the Employees, who are on Deputation are captured and integrated into the system. This fool proofs all the functions of the HR & Payroll that pertain to the Staffers who are on Deputation. The Deputed staff members are classi ied as the ones that are on Business Visa and the ones that are on Work Permit. Some of the important functions automated by the system are: So, the Group resolved to incorporate a powerful ERP solution that could actuate its blueprint for HR & Payroll Management. In its search for the right digital partner, the company found Roadmap ERP software to be the technologically and economically best- it system with the most amicable answers to address each one of its requirements. When an Employee on Business Visa gets the Work Permit, HRD updates the status in the Master, and his/her salary structure is revised in the currency of the 'country of visit' and automatically converted to onsite salary structure. Forex calculation facilitates the determination of the comprehensive break-up details of the allowance given to the employee. Preset letter formats are loaded into the system, and once the 'country of visit' is selected, the corresponding letter format is selected automatically. 50% 25% 15% 10% 10% a)TotalIntegration: Roadmap's dedicated suite for HR and Payroll Management brought all the HRM related business units within its ambit to accomplish the efficient managementof theHR & Payrollactivity. Roadmap has integrated the biometric system in the Head Office with the server and all the attendance details of employees are automatically fetched by the systemtoenablethegenerationof accuratePayroll.The system enables the HRD to process the Payroll to its entiretyindependentof theFinanceDepartment.
- 4. Roadmap's answer to the pain points and new requirements of the Company: b)MobileApp: Roadmap has furnished Mobile Apps that enable employees to register in-punch, out-punch, Permission, and On-Duty status. To rule out malpractices, the App is designed to capture the date, time, and geo-location of the device in which the entry is made. Further, The SIM card numbers of the mobile phones in which the App is loaded is registered in the ERP system and is paired with the corresponding employees' data to whom each SIM card is assigned. This ensures that double entry in the same mobile could not be done without the approval of the HRD. c)ESSPortal: Roadmap ERP's ESS portal enables the employees of the Company to perform the following activities through the portal: Based on his/her actual salary the employee is given the scope to calculate the TDS and enter the TDS declaration based on the Opening Balance. This is con irmed after the veri ication of the Finance Department. The con irmed amount is automatically deducted at the time of generating the Payroll. Final Declaration is made to the Finance department in the month of February or March along with hard copies. When an employee receives an increment, the employee can appropriately alter the input data to register the details of increment. This is con irmed after the veri ication of the Finance Department. On-site Tour Report can be entered in the ESS for the following: Employees making mid-trip are stipulated to enter the reason for the trip VISA renewal request Deputation extension request if the Project inish date is postponed Once a Project is complete, the date of arrival and the date of reporting to the of ice should be registered in the portal. The report for all the entries can be printed or emailed and is maintained as History in the Employee Master.
- 5. Roadmap's answer to the pain points and new requirements of the Company: Employees, who have availed loan, can view the settlement status of their respective loan through the ESS. The staff can view/print their respective Pay Slip independent of the HRD. An individual employee or a Team can raise On-Duty request. After the request is approved by the HRD, the attendance status of the employee/team will be re lected as 'On-Duty'. Employees can raise leave requests to avail CL and other earned leaves, and make unlimited Permission requests through the portal. They can also view their Leave History. Comp-off details could be entered in the separate low, wherein there is a provision to clearly assign the date to the request details. The portal facilitates the employees to view/edit their respective pro iles and to load pro ile images. Upon editing a pro ile the employee is guided to raise a request to the HRD, and once the HRD approves the changes, it is con irmed. To ensure absolute transparency the ESS portal enables the Staffers to view Company Policies, Late Policies, Leave Policies; and the ESS Portal's User Manual. d) Training and Development: Roadmap gives the scope for both the Head of the Department (HOD) and the concerned employee to raise training requests. Once the training request is approved by the hierarchical trail, processing is done in the system to de ine the schedule and to assign the cost. In the process of training, the attendance of the employee is captured in the system. After the completion of training feedback from the employee is received and maintained in the system. The HOD veri ies the effectiveness of the training by ascertaining the performance level of the employee. If the HOD approves the training to be effective, then the acquired skill is entered in the 'Skill matrix' of the respective employee. If the HOD does not approve the training's effectiveness, then a re- training is advised for the employee concerned. The data regarding the entire training scenario is fetched by the system and history is maintained for reference. e) Business Trip: This aspect of the ERP for the Company helps to ef iciently and effectively manage the local/domestic trips undertaken by its employees to accomplish business-related work. Employees can raise requests for the advance amount required for the business visits using this faculty. For local trips, the solution gives the provision to raise requests for a cab with a mention of the type of cab required and the number of passengers that are to embark on the mission. For cases that would require inter-state travel involving more than 1 day's work, the Product provides the facility to enter accommodation requests also.
- 6. Roadmap's answer to the pain points and new requirements of the Company: No. 5, Republic Street | Reddiyarpalayam | Pondicherry - 605 010 | India Phone: +91 413 420 7333 Email: mktg@roadmapit.com Roadmap IT Solutions (P) Ltd. Integrate Innovate Succeed R Corporate Operational Of ice : Pramuk Aqua Heights, Flat# C-602, 6th Floor, C Block,Electronic City Phase I, Hosur Main Road, Veerasandra Village, Bengaluru 560 100. Ph: +91 9972319933 Regional Of ice-Chennai : II loor, No.43/46,Brindavan Street Extension, West Mambalam,Chennai-600 033, India.. Ph : +91 94425 10123 Regional Of ice-Coimbatore : Old.No.20, New No.39,Vinayagar Koil Street,1st Floor, Krishnasamy Nagar, Ramanathapuram, Coimbatore - 641 045, India. Ph:+91 94425 80742 Regional Of ice-Pune : A/13, Erica, Magarpatta, Hadapsar -411013, Pune, Maharashtra, India. Ph :020-26898155, 91722 62949 Regional Of ice-Vadodara : 23, Upper Ground Floor, Silver Rock Complex , Bhavan's School Circle , Vadodara - 390004 , Gujarat, India. Ph : +91 8300 637 127 Overseas Of ice Middle East : Zaitunah Commercial Center , Of ice Suit # 205; Bld No.7097, Jeddah-23343-3523, KSA. Tele/Fax: +966 12 6133817 Africa : 7 Troon Cresent, Silver Lake Golf Estate, Pretoria, South Africa. Ph: +27 61 080 7322. f)Project-basedWorkflowAllocation: This facility enables the client to assign different reporting patterns for employees working in the Head Of ice and the employees working in customer's sites to process Projects. The hierarchical pattern of the place of work is taken into consideration and the reporting methodology is appropriately de ined in the system to ensure that the protocol is followed in all facets of the business. Implementation Success: The integration of Roadmap ERP's dedicated solution for HRM with the processes of the Human Resources Department of the Technology Provider cum Media Doyen has successfully automated the tedious, time consuming, and error-prone processes of the HRD and has given ample time to the HR professionals to focus on core HR oriented activities like Manpower Planning, Performance Appraisal, tracking career history, Training and Development, etc. Further, it empowers the HR related Stakeholders to make faster and better management decisions by providing crucial information in a timely manner.