Video: Part (2 /3) – Sysfore’s HR & Payroll Solution for Openbravo, Webinar on 6 Mar 2012 .


bjbjq I am going to take you through a live
demo of the solution, we have various modules in the HR solution, we have the initial SET
UP which is primarily used as part of the configuration, then we have the employee information,
we have the leave management, time management, import data and the standard open bravo analysis
module. Now let s look at briefly what are the mandatory information which is required
as part of the initial configuration of the solution. We have defined the scenarios which
can actually handle from very small businesses to larger organizations or, and you know organizations
with hundreds of thousands of users, so for somebody who is actually working in a manufacturing
industry, we have the options to define shifts, so somebody who is not doing manufacturing
can use this simple setups of defining your holidays & what needs to be improved in the
payroll, so that s the basic setup as far as that, and we also have an HR & Payroll
here, this can be different from the financial year for certain regions. For example India
has a calendar year for HR starting from January to December & the financial year is from April
to March. So, the solution actually handles these kind of different financial years which
is relevant for the HR & Payroll solution. Now, moving on to a very important functionality
we have something called as A grade. This is primarily used to associate a group of
employees with the same salary slabs. This helps especially the larger organizations
who have lot of employees to easily allocate a group of employees under particular pay
grade, and you don t need to individually go and edit the employee salary slabs, you
are only doing the pay grade updates. Moving on to work shift, based on the organizational
working hours you can define different shifts, you can actually have a evening shift, you
can actually have a morning shift, or you can actually have a regular shift where your
executive and people come and operate. We have another functionality called shift rotation
where we define the shift rotation to map the working days of the week to the respective
work. So if you look at it I have regular shift and in the regular shift I can actually
have different days defined. Ok, so, moving on, we ll move on to employee records; so
these employee records are the most important information which we are trying to configure
as part of the HR setup. So let me try to take you to a particular employee record.
If you see the employee information here, we actually have lot of information where
we capture email address, phone numbers, we also capture the image of the employee and
you see there is lot of substance below where you have personal information which is, some
of this maybe relevant for some organizations, some of this maybe an overkill, but the point
what we are trying to say is these are all information which is relevant and these can
be customized if not required and we have different addresses, we have jobs where we
define your what are the work shifts which the user work, who is his project manager
or the reporting manager, what team does he work and what team he really belongs to. Similarly,
we have experience where you can keep track of the skill set of an employee and what organizations
he had worked before. You also have qualification in terms of education qualification or other
certification; you can record all of them. We also link the bank information of a particular
employee. This will be used when the payroll is being processed, automatically the wire
transfer information will actually have this bank account which has been set up. Also you
have the leave information where you can see how much leave he has availed and how much
he has actually enchased. So, these are all based on what you have actually setup, some
of these are master record, so you can actually configure these. Moving on to leave management,
this module is primarily used to completely manage the employees leave request, approvals
and rejections in an organization. To set up this, we definitely need to have the leave
opening balances, as part of your initial configuration you will define the leave opening
balances of an employee because you would have actually recorded it in a spread sheet
or maybe another system, you upgrade all those information into this; and similarly we have
another good feature which is leave adjustment. This is a facility provided to managers to
update leaves in case of any discrepancies, say for example due to some data entry he
would have wrongly updated some information, or when you uploaded the information you missed
out certain information, so these can be adjusted. Or a manager forgot to update the approved
leave, so lot of scenarios where, actually come, where you have to do the leave adjustments.
If you look at the leave requisition we have a very simple leave requisition, so you can
actually request for a leave, chose the type and from what date to what date, and what
title. So when the person requests for leave and doesn t have a login, the HR manager is
logging all these information, you still can actually have the alerts defined, the leave
is rejected or approved. So based on the roles we can actually approve or reject a particular
leave. Okay, moving on we will briefly discuss about time management. The time management
module is basically used to record the time, or clock in and out of an employee in an organization
and different organizations use biometric devices or smart cards. Now in those cases
also those data can be imported into the system and then we use the functionality called process
the attendance to, process the leave for a particular period. So that way whatever data
you ve seen uploaded can be reviewed and then submitted. So we have this employee data which
is imported and we process it; this can be from external devices. Moving to importing
feature, we have import data. This is required as part of the initial setup where you already
have all your employees records maintained, and you want to import all those data in to
the system. So we use the import employee and import attendance functionality, so import
attendance is used whenever you want to complete your payroll and import employees is initially
used to load the employees in bulk as part of your initial configuration. Now let me
login as another user, may be as HR Manager, so payroll management also has different modules,
payroll initial set up, salary set up and process, salary payments and again the standard
analysis module. Now, let me straight away get into pay additions and deductions. It
s mandatory that, you know, we need to define what are the various additions and deductions,
because that constitutes your salary components. So I am just showing example of different
pay additions, travel allowance or general allowances, house rent allowances. Similarly
I will show you the pay deductions also. So the pay deductions are deductions at the source
when you compute the salary, you may actually retain for paid insurance, or for provident
fund, or for professional tax or things like that. So this varies with regions. Now the
flexibility is given to add your specific kind of deductions and also, if you see the
bottom part, we have option to map it to our particular chart of accounts entry. So this
helps while in posting you actually can ensure that this is the respective accounting element
in your chart of accounts. Now we have defined the pay additions and deductions, let s just
associate that to particular pay grade. Now this is where I told you we can actually have
as an organization different pay additions and deductions but for a particular employee
you may actually have certain additions and certain deductions based on your thoughts
(quotes). So you can see that I am actually showing you a manager and a business analyst
as a Pay Grade, and you can see the additions and deductions for those employees. So these
are all computed based on the settings what we have defined. Now let me show you how an
employee salary will be set up now, now that we have associated the pay grade. Now let
s take an employee, you can actually see that in his screen also you can see the pay additions,
pay deductions. So once the salary component is defined we associate that to a pay grade
and automatically it is applicable to a particular employee. So that s what we do through the
employee salary setup. Moving on we also have certain flexibility where, if for some reason
you don t want to process the salary of an employee for a particular month, you can see
in this screen we have an option to uncheck the particular field so that the salary will
not be processed for that particular month and similarly if the employee has resigned
or he is serving the notice period then it automatically falls into the full and final
settlement category. So those things also can be handled from there. So you can see
the process salary and notice period are two different ways of excluding the employee from
a particular payroll processing period. Now I will quickly show you what we have in loans,
now if you see this employee, this employee has a loan and he has the car loan which has
been agreed and run tenure of the schedule of repayment is already defined. So based
on this every month in the salary a particular amount will be deducted, so this is an automatic
process. Now I will show you in the loan setup, you can see these, we have defined various
loans and you can also see the loan schedules of each of the employee who is defined. So
in loan schedule module you can actually see all the employees who have actually taken
loans and their respective loan amounts. Now let s quickly run through salary processing.
So I am going to do a payroll processing, you see that I have already processed for
a couple of months, as that for October November, and now I am actually going to do a payroll
processing, so automatically the next available month will be listed out and it shows I am
going to do the processing for December. So these are all standard Open bravo functionalities
which we have provided. Now I have just processed the payroll; now I am going to post the payroll;
if you see, you can see that for December the payroll process, the journal entries are
all created. Now I will show you so you can see that December payroll is also processed,
and I am going to show how that will actually appear for a particular employee. So if you
look at the screen you can see that we have the details of the salary page with all the
relevant breakup, so the declarations, deductions, if there is any loss of pay amount, all these
things can be reviewed and this can be exported into a spread sheet and maybe if want to do
further you can do that; so I just processed for the month of December. Now let me show
you what we see as a finance person. Now I m just logging out from the manager screen
and I am logging in as a finance manager. So finance manager obviously has full rights
to the finance module. So let me show you the journal entries which are already created;
so if you see here, all the details for the month of December is automatically generated
and I can actually process this further. I can complete it and then I can process dispatch.
So this will complete the accounting entries within the system. So let me quickly summarize,
we are just going to see some of the reports and then we will start our Q&A session. So
it is very important to understand that we have a completely integrated solution where
the HR, the Payroll and the finance modules are working in sync. Also I want to, while
I m actually going to show you the report, I want to tell you that we also have another
critical feature for any HR system which is actually the historical information, so if
you want to know what was the pay grade of a particular employee 2 years before, or who
was his reporting manager, or what was is salary; all these things are maintained. So
we use the standard Openbravo audit trail functionality which is integrated in to it,
so we can actually track to the minute level. So, as we are speaking, I will show you the
payroll which we have generated for the month of December and we ll take a particular employee.
I hope you are able to see the pay slip which is generated. You can actually see the various
earnings and deductions or the additions and deductions are all shown and based on that
it s actually calculated, and the best part is this can be configured to be automatically
emailed or if you further don t want to do that you can actually do it after the verification
is done, and then send it off. So, I will just show you another, maybe another one or
two reports quickly. I will show you an attendance dimensional report. Attendance dimensional
report shows the various leaves what is actually taken and this can be used, so this can be
collectively taken for all the employees or for one employee or for the selected list
of employees. So similarly we also have lot of other reports. So let me take these in
the questions end session, I think we are running out of time. I am through with the
detailed walk-through of the application and now I will hand over to John. John we can
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