HRMS MODULE
Notification Module
The Notification Module serves as the primary communication hub within the HRMS. It provides real-time updates and critical information tailored to your specific role and access levels.
Overview
The notification system ensures you never miss important actions or updates. The content of your notification feed is dynamic, meaning you will only see alerts related to the modules you are authorized to access (e.g., Leave, Overtime, or Asset Registration).
Key Features
Instant Updates: Receive real-time alerts for pending approvals, system updates, or status changes.
Role-Based Filtering: Your notification list is automatically filtered based on your permissions. For example, a Manager will see “Approval Requests,” while an Employee might see “Request Status Updates.”
Centralized Tracking: Keep track of all historical activities and communications in one place to ensure no task is overlooked.
How it Works
Access: Locate the Notification menu item from the main HRMS dashboard.
View: Click to open the list of recent updates.
Action: Clicking on a specific notification will often redirect you to the relevant module (like Leave Request or Overtime Approval) to take immediate action.
Self Service Module
The Self Service module is an employee-centric portal designed to streamline personal data management. It empowers users to maintain their own records, reducing administrative delays and ensuring data accuracy.
Overview
Through the Employee Detail Form, staff can view and manage their professional profile. This module acts as the bridge between the employee and the HR database, allowing for direct updates to personal information.
Key Features
Profile Management: Access and update personal details such as contact information, emergency contacts, and residential addresses.
Employee Detail Form: A user-friendly interface used to input core data into the system.
Autonomy: Enables employees to handle their own requests and profile maintenance without constant HR intervention.
Admin Control & Access
Note: Visibility and functionality within this module are strictly controlled by the System Administrator.
Permission-Based: You will only see specific sections or have “Edit” capabilities if the Admin has granted you the necessary rights.
Restricted Fields: Certain sensitive fields may be “View Only” depending on the access level assigned to your profile by the Administrator.
How to Use
Navigate: Select Self Service from the main HRMS menu.
Update: Open the Employee Detail Form to make changes.
Submit: Save your changes; depending on system settings, some updates may require a secondary approval before they appear live on your profile.
Over Time (OT)
The Over Time module allows employees to record and submit additional working hours for compensation or tracking.
Employee View: Over Time Request
This section is for employees who have worked beyond their standard shift.
Request Entry: Log the specific date, start time, and end time of your overtime session.
Reasoning: Provide a brief description of the tasks performed to justify the additional hours.
Submission: Once submitted, the request enters a “Pending” state until reviewed by a supervisor.
Manager/Admin View: Over Time Approval
This section is visible only to users with Approval Rights.
Review Queue: View a list of all pending OT requests from subordinates.
Verification: Compare the requested hours against biometric attendance logs (if integrated).
Action: Approve the request for payroll processing or Reject/Return it with comments for more information.
Over Time Approval
The Over Time Approval module is a management tool used to review, verify, and finalize additional hours submitted by employees. This ensures that all overtime costs are justified and accurate before they reach the payroll stage.
Overview
This module provides a centralized queue of all pending overtime requests. As an authorized approver, you have the responsibility to ensure that the work performed aligns with company needs and attendance records.
Key Features
Approval Queue: A dedicated workspace to see all incoming OT requests from your department or team.
Request Verification: Review the specific dates, times, and reasons provided by the employee for the extra work.
Role-Based Authority: Only users assigned Admin or Managerial rights by the system administrator will see this module in their HRMS menu.
Decision Audit Trail: Every approval or rejection is logged, creating a clear history for HR and payroll auditing.
How to Process Approvals
Access: Click the Over Time Approval card or menu item.
Review Submissions: Examine the “Review and approve employee overtime submissions” list. Check for accuracy and timeliness.
Validate: Cross-reference the request with the employee’s Biometric Attendance if necessary.
Finalize: * Approve: Confirm the hours for payroll processing.
Reject/Return: If information is missing or the hours are incorrect, send it back with a comment for the employee to rectify.
Leave Module
The Leave module manages the lifecycle of time-off requests. It provides a structured way for employees to apply for absences and for administrators to manage company-wide attendance efficiently.
Leave Request (Employee View)
This sub-module is designed for simplicity, allowing employees to manage their own time off without manual paperwork.
Submission: Submit a leave request in a few simple steps by selecting the leave type (e.g., Annual, Sick, Casual) and the date range.
Tracking: Monitor the status of your applications. You can view Pending requests awaiting a manager’s decision and a history of Approved applications.
Balance Overview: (If applicable) View your remaining leave balance before submitting a new request to ensure eligibility.
Leave Approval (Admin/Manager View)
This section is visible only to users with HRMS Administrative rights or managerial permissions.
Efficient Review: Access a centralized dashboard to review employee leave requests.
Actionable Decisions: Approve or reject applications with the ability to view “complete details,” such as the reason for leave and how it impacts departmental coverage.
Administrative Overrides: Users with full HRMS rights can also initiate or apply for leaves on behalf of other employees if required by company policy.
Pro-Tip: The visibility of the “Leave Approval” card depends entirely on the Rights assigned to your profile by the system admin. If you are a supervisor but cannot see this card, please contact the IT department.
Attendance Module
This module provides a comprehensive view of employee timekeeping, ranging from raw biometric logs to high-level management overviews.
Attendance Management
Purpose: Allows administrators to easily track and manage overall employee attendance.
Utility: Ensures that all records are accurate for payroll processing and legal compliance.
Daily Attendance
Real-Time Monitoring: Provides an instant view of day-to-day attendance details.
Activity Tracking: Used to monitor specific check-in and check-out activities for the current day.
Biometric Attendance
Data Integration: Provides access to attendance data specifically captured through biometric devices.
Security: Ensures that time records are tamper-proof and highly accurate by using physical verification.
Biometric Device Attendance
Hardware Oversight: Allows users to view raw attendance data received directly from connected biometric hardware.
Sync Tracking: Used to monitor real-time syncing status and device-wise logs to ensure the hardware is communicating correctly with the HRMS.
Leave Sandwich Form
Automated Cleanup: This specialized tool allows administrators to convert unexcused absences into official leave with a single action.
Data Integrity: Helps maintain clean and accurate attendance records by resolving gaps in the timeline.
Employee Attendance Module
The Employee Attendance module provides a detailed, searchable log of work shifts. It is the primary tool for verifying time-logs, shift adherence, and overall attendance status for specific periods.
Overview
This module features a comprehensive filter and grid system. Depending on your assigned Admin or HR rights, you can use this to audit your own records or search across the entire workforce to ensure operational consistency.
Key Search Features
To view records, users must interact with the following parameters as shown in the interface:
Employee Selection: A dropdown or search field to select a specific individual or “ALL” employees (typically an Admin-only right).
Date Range (From/To): Define the specific window you wish to audit (e.g., a single week or a full monthly payroll cycle).
Search/Actions: Execute the search to populate the data grid or use the “Actions” button to export/manage the results.
Understanding the Attendance Grid
Once the search is performed, the system displays a column-based breakdown of the workday:
Check In / Check Out: The exact timestamps recorded by the system (often via biometric sync).
Shift Start / Shift End: The official scheduled hours the employee was expected to work.
Status: A quick-glance indicator of the record (e.g., Present, Late, or Absent).
Dept: Identifies the department associated with the record for easier organizational sorting.
Admin vs. User Rights
Important: While a standard employee may only see their own name in the “Employees” filter, a user with HRMS Administrative rights can toggle between departments and individuals to resolve attendance disputes or verify shift patterns.
Overtime Module
The Overtime module is a dual-purpose tool used for reporting and verifying extra work hours. Access to the approval functions is strictly governed by the HR or Admin rights assigned to a user’s profile.
Overtime (Employee/User View)
This is the standard interface available to employees who are eligible to claim extra hours.
Submission: Allows the user to log additional hours worked beyond their shift.
Tracking: Provides a real-time status update on whether their submitted hours are “Pending,” “Approved,” or “Rejected.”
Overtime Approval Form (Admin/HR View)
This specific form is a restricted administrative tool. It is only visible if the System Admin or HR has granted the specific “Approval Authority” to the user.
Specific Employee Oversight: Much like Asset Registration, this allows an Admin or HR manager to pull up the record of a specific employee to review their claims.
Verification & Validation: The Admin uses this form to ensure the overtime hours claimed align with the company’s budget and the employee’s actual attendance logs.
Final Authorization: Only through this form can overtime be officially moved into the “Approved” status for payroll processing.
Asset Registration Module
The Asset Registration module is a secure administrative tool used to catalog company property and maintain an organized inventory list. Access to this module is typically reserved for Admin and HR users to ensure data integrity and security.
Overview
Through the Asset Registration Form, authorized users can add new items into the HRMS database, allowing for a clear record of all physical resources owned by the company.
The Asset Registration Form
When adding a new asset to the system, the following mandatory fields must be completed:
Item Name: Enter the full official name of the asset (e.g., “Dell Latitude Laptop” or “Office Chair”).
Short Name: Provide a brief identifier or internal code for quick reference within the system.
Category: Use the dropdown menu to classify the asset (e.g., IT Equipment, Furniture, Vehicles).
Status: Toggle whether the asset is currently active or available for assignment.
Key Features
Centralized List: View all registered company property in the Asset Registration List.
Secure Entry: Only users with specific HRMS rights can create or modify these records, preventing unauthorized changes to company inventory.
Actionable Data: Use the “Register Asset” button to open the creation form and the “Create” button to finalize the entry into the database.
Arrear Module
The Arrear module provides a centralized workspace for managing and auditing back-pay records. This screen is designed for high-volume administrative tasks, allowing HR or Admin users to track all pending and processed arrears in one list.
The Arrear List View
Upon entering this module, the user is presented with a comprehensive list of all previously added arrear records. This grid allows the Admin to search, filter, and verify existing entries before they are finalized for payroll.
Management Actions (Top Right Corner)
To add new records to the list, the interface provides two primary action buttons in the top right corner:
Add Manually (+): * Used for individual corrections.
Clicking this opens a form to enter details for a specific employee, such as the arrear amount and the reason for the adjustment.
Upload List: * Used for bulk processing.
This allows the Admin to import a pre-prepared file (like an Excel or CSV sheet) to add multiple records across the organization simultaneously.
Security & Access
Admin/HR Rights: Because this module directly impacts salary disbursements, the buttons and the list itself are only visible to users with authorized HRMS rights.
Data Verification: The list view serves as a final check-point to ensure that manually added items and uploaded lists are accurate before the payroll cycle runs.
Reports Module
The Reports module provides critical data insights by consolidating HR and payroll activities into readable formats. It is designed for analysis, auditing, and organizational oversight.
Transactional Reports
Transactional reports allow authorized users to view detailed history and activity logs. This section is essential for tracking specific actions, such as payroll changes, attendance trends, or leave history, across a defined period.
How to Generate a Transactional Report
When you click on the Transactional Reports card, a detailed search interface appears. To generate a report, follow these steps:
Filter by Department/Employee: * Department Name: Select a specific department to view collective data for that group.
Employee Name: Use the search icon to pick a single employee for an individual audit.
Set the Date Range: * Input the From Date and To Date to define the timeframe for the data you wish to analyze.
Define Status: * Toggle between Yes/No status to filter active or inactive records.
Select Report Type: * Use the Select Report dropdown menu to choose the specific template (e.g., Leave Report, Overtime Report, or Attendance Report).
Execute: * Click the Play/Generate icon at the bottom right to pull the data based on your selected filters.
Key Benefits
Audit Readiness: Easily access transaction history for internal or external auditing.
Data Accuracy: Narrow down vast amounts of HRMS data into specific, actionable information using precise filters.
Administrative Oversight: Provides Managers and HR with the “big picture” of company operations.
Payroll Module
The Payroll module is the financial heart of the HRMS. It automates complex salary calculations by integrating data from attendance, leave, and overtime modules to ensure accurate and timely disbursements.
Process Payroll
This sub-module is used by administrators to initiate the monthly salary cycle.
Accurate Calculations: The system runs monthly payroll by applying predefined rules to current attendance and overtime data.
Salary Generation: It automatically generates individual salary records for the entire workforce based on their specific pay grades and deductions.
Payroll List
This section serves as a centralized archive for all financial cycles.
Centralized View: Users with administrative rights can view all processed payroll cycles in a single location.
Management & Verification: It allows for the easy review, verification, and management of historical payroll records to ensure long-term financial accuracy.
Gratuity/Leave Encashment
This specialized tool handles end-of-service and annual financial benefits.
Instant Computation: The system instantly calculates gratuity and leave encashment amounts based on employee tenure and company policy.
Automated Final Settlements: It automates complex end-of-service financial computations, reducing the risk of manual error during employee offboarding.
Admin Rights Note: Similar to the Arrear and Asset modules, the Payroll section is strictly restricted. Only users explicitly granted Payroll Admin or HR Executive rights can access these tools to ensure sensitive financial data remains secure.
Payments Module
The Payments module is a comprehensive financial ledger used to manage all outgoing funds to employees. It ensures that salaries, loans, and end-of-service benefits are disbursed correctly and that all recoveries are tracked.
Payroll Payments
Disbursement Management: This section is used to manage and track the actual payment of monthly salaries to employees.
Status Tracking: Admins can monitor the lifecycle of salary payments, distinguishing between Processed and Pending disbursements to ensure everyone is paid on time.
Advance Payments
Request Management: Record and manage specific employee requests for salary advances.
Recovery Tracking: The system automatically tracks outstanding advance balances and monitors the recovery process through subsequent payroll cycles.
Loan Payment
Installment Processing: Easily process and track monthly loan installments for employees.
History & Deductions: Maintains a complete, transparent history of all loan records and the corresponding deductions made from an employee’s salary.
Other Deductions
Miscellaneous Records: Use this section to record any one-time or recurring deductions that fall outside standard payroll rules.
Salary Adjustments: Ensures that monthly salary adjustments are accurate and accounted for before final payment.
Gratuity Leave Payments
End-of-Service Payouts: A dedicated sub-module to manage the final payouts for gratuity and leave encashment.
Benefit Tracking: Allows HR and Finance to track all processed end-of-service benefits to ensure compliance with company policy and labor laws.
Administration Module
The Administration module is used to set up the organizational structure, payroll rules, and leave policies. It is divided into three critical setup areas:
Payroll Setup
This section defines the financial rules for the entire company.
Allowances & Deductions: Define various salary components and their rates.
Tax & Payroll Configuration: Establish tax structures, payroll cycles, and specific deduction rates.
Work Calendar: Set global parameters for Weekends, Working Days, and any necessary Employee Tax Adjustments.
Leave Setup
Administrators use this area to manage time-off policies.
Policies: Define Leave Types, Attendance Types, and Gazetted Holidays.
Balances & Hierarchy: Manage initial Leave Balances and set the Authorization Levels that determine who approves requests in the system.
Employees Setup
This area is used to build the foundational data for the workforce.
Organizational Structure: Define Departments, Designations, and work Shifts.
Staff Management: Manage core Employee records, assign Grades, and define Benefit Terms & Conditions.
Career Lifecycle: Process official Employee Increments & Promotions to update their status and pay scales automatically.