HR e-Connect

Human Resource Electronic Connect

• Last Update: 15 Aug 2014
• By: ValleSoft Team
• Webiste: http://www.vallesoft.com
• Email: support@vallesoft.com

Thank you for using the HR e-Connect. If you have any questions that are beyond the scope of this application, please feel free to send on the email OR call +91 11 46073938.

Apart from this doc there is a support with examples and also the code is commented for your convenience.

Introduction

An Electronic Human Resource Management System (HR e-Connect) is a software or online solution for the data entry, data tracking, and data information needs of the Human Resources, payroll management, and accounting functions within a business.

Human beings are also considered to be resources because it is the ability of humans that helps to change the gifts of nature into valuable resources.

While taking into account human beings as resources, the following things have to be kept in mind:

• The quality
• The size of the population
• "The people that staff and operate an organization"; as contrasted with the financial and material resources of an organization.

With the increase in Business complexity and competition, employee management has become increasingly more complicated and difficult. Employees expect more from their companies and companies expect more from employees. To achieve the maximum in each case, a proper system is required to manage employee expectations as well as their output.

Management of employees requires timely payroll management, succession planning, recruitment of the right employees, and management of employees everyday needs like Leave approval, Expense Claims management, and Payslip management. To enable a company to get the maximum out of its employees, it needs to review their performance, their attendance, and their career progression.

Concept of HR e-Connect

• HR e-Connect is a system designed to supply information required for effective management of an organization.
• Any organization is managed by taking various decisions at its various decisions at the Various level of its management hierarchy is needed to take these decisions.
• Therefore, designing of an effective Human Resource Management System is vital for the efficient working of an Organization.

HR e-Connect - Why it is needed?

• Storing information and data for each individual employee.
• Providing a basis for planning, decision making, controlling and other human resource functions.
• Meeting daily transactional requirement such as marking absent and present and granting leave.
• To make the desired information available in the right form to the right person and at the right time.

Modules

Following are the modules that are covered in HR e-Connect:

1. Administrator
2. Utilities
3. Recruitments
4. Employee Services
5. Payroll
6. Attendance
7. Leave/Tour
8. Salary/Deduction
9. EPF
10. Appraisal
11. MIS

Administrator

In the very first module i.e. Administrator, following actions can be performed:

1. New Login: New user logins can be created who can use HR e-Connect software. While creating new login, different roles can be assigned to the new user and type of user is also defined in this section.
2. Project Type: New project types with their project codes can be defined in this section.
3. Sub Project Type: Same as project type, sub project types with their respective sub project codes can be defined.
4. Project Profile: In this section, complete information of the project will be entered.
   • Under Project Information tab, you can select Zonal office & project Type. In addition to this, you can set the status of the project i.e. Active/Inactive.
   • Under Contact Information tab, you can enter the complete contact information of project like address, state, city, phone number, etc.
5. Project Facilities: In this section, you can define different project facilities to the projects that were defined above.
   • Under Facilities Information tab, complete information regarding the project facilities can be entered. You can select weekly offs, extra weekly offs, and lots more...
   • Under Contact information tab, information regarding the incharge of that assigned project facility can be entered.
6. Process Status: This section describes the working status of all the running projects.

Utilities

In this module, several master data will be entered. Master data related to (1) Employee and (2) Others will be entered.
Following master data will be entered related to employee:

1. Category
2. Grade
3. Designation
4. Pay Scale
5. Leave Type
6. Leave Entitlement
7. Status
8. Blood Group

1. Year Master
2. Country
3. State
4. City
5. Recruitment Firm
6. Bank Master
7. Event/Calendar
8. Reminders
9. Qualification
10. Specialization
11. Circulars
12. Thought of the day

Recruitments

In this module, you can:

• Appoint an employee, by entering employment information, employment period, personal information, Pay Allowance information, leave information, etc.
  
  - Provision to add different types of allowances is given like:
  I. Medical Allowance
  II. Transport Allowance
  III. Conveyance Allowance
  IV. Nursing Allowance
  V. CCA Allowance
  VI. Education Allowance
  VII. Special Allowance
  VIII. Hill Allowance
  IX. Medical Reimbursement.
  
  - On the basis of above mentioned allowances, basic salary and other criterias, Annual Pay Amount, HRA, DP, EPF Deduction will get caclulated automatically.
  
  
• Define Job Openings, by filling General Details, Purpose of Job, Key Result Areas, Qualifications and Experience, Competencies and Other information. Also, you can set the deadline date and closed date, so that system will remove that particular job after passing through that closed date.
• View the list of incoming Resume in the software.
• View the list of shorlisted resumeout of total incoming resume under Selected Resume tab.

Employee Services

This module is known as the core of HR e-Connect. Several actions can be performed in this module.

1. You can enter the personal information of employee, under Personal Information tab. Also, you can view the complete employee list, where you can view the code, employee name, type, under which project that employee is assigned, employee's date of joining, his/her designation, status of employee (confirmed, contract, probation, trainee)
• You can also view whether the profile of the employee is active/inactive.
• You can view the whole profile of any employee
• You can easily modify the profile of employee.
2. You can generate employee's PF Code under Generate PF Code.
3. You can easily place/transfer any employee to any project anywhere under Placement/Transfer tab.
4. You can send mass emails to several employees under Mass Mailing tab.
5. There is a tab named Resignation/Termination, under which following actions can be performed:
• Under Request sub-tab, you can resignate, terminate any employee by entering his leave details, Last working date, type of exit (Resignation,Termination,Death), his/her No Dues Clearance Details.
• Under List sub-tab, you can view the list of employees who have already left the organization, his/her status - whether left or still in-process. Along with this, you can modify the resignation/termination details.
• NOC Status sub-tab will let you know the exact status of employee's NOC approval, i.e. who have approved and who are still left to approve.
6. On single click on Auto Synchronize tab will synchronize all the data from HR e-Connect to www.soscvindia.org
7. Under Retirement tab, you can easily view the list of retired employees.
8. There are different ways, by which you can get reports under Reports tab.
• You can get reports on the basis of employee list, where you can enter employee's data and search or have advance search.
• On the basis of Zone wise, employee list can be search and you can eaisly get reports.
• On the basis of Data of Birth of employee, list can be searched and hence reports can be generated.
• There is also a way to get employee statistics report by filling any of the criteria like zonal office, project name, designation, grade, etc. Along with this, there is an option of getting the same report into MS-Excel.

Pay Roll

Under this module, actions such as Pay/Allowance, Deduction/Recovery, Increment Process can be done. All the actions can be easily done under their respctive sub tabs.

1. Under Pay/Allowance sub tab, you can view the profile of each employee's pay/allowance. Also, provision to modify the record is also given on single click of Action button.
   • After clicking Action button, in the first tab, i.e. Employee; you can view the details of employee and you can select payscale, functional year and can enter applicable period as well.
   • The second tab, named as Allowances can also be called the calculator of Pay/Allowance under which you have to select HRA, DA, EPF, enter several allowance you wish to give to employee. Some of the allowances are as follows: Medical, Transport, Conveyance, Hill, Medical Reimbursement, Education, Special Allowance, Nursing, CCA Allowance, etc.
   • After entering all the above listed details, annual pay amount of employee will get calculated.
2. Under Deduction/Recovery sub tab, you can view the profile of each employee's deduction/recovery. Also, provision to modify the record is also given on single click of Action button.
   • After clicking Action button, in the first tab, i.e. Employee/Allowance; you can view the details of employee and the only thing that you can modify under this sub tab is applicable period.
   • In the second tab, i.e. Salary/Advance, you can enter the advance salary of the employee and its applicable period.
   • Then comes TDS Deduction in the third tab, you have to enter the TDS Deduction and its applicable period.
   • In the fourth tab, named as PF/PF Ref. Loan, you have to enter P.F Refundable Loan EMI of the employee and its applicable period.
   • In the last tab, i.e. Other Deduction, you can enter several other deductions like Voluntary, Staff Welfare, Professional Tax, LIC, Date Membership EPS, ESIC, Other Deductions.
   • After entering all the above listed details, Total Deduction and Net Salary of employee will get calculated.
3. Under Increment Process sub tab, before performing any action for increment, you have to search the record of employee.
   • After searching the record, Increment Details of employee will come. Such as Pay Scale, Basic, GP, EA, Spl, TA, CA, Medical Allowance, CCA, FA, etc.
   • After viewing all the inrement details of the employee you can further start the process of increment easily.
4. Apart from this, you can get detailed reports of employee on the basis of Pay/Allowance Wise and Basic Salary Wise.

Attendance

In the Attendance module, there are two ways by which you can enter the attendance of employees:

1. Manual
   • In Manual option, you can enter the attendance of Single employee or directly Multiple employees.
   • There is an option to add Compensatory Offs of each employee under Add Comp. Off sub tab.
   • There is also an option to add movement details of each employee under Movement Details sub tab.
2. Upload CSV
   • Under this option, there is a standard format defined for csv file. You can easily download the format under this sub tab.
   • After downloading the format and filling the attendance in the CSV file, you have to upload the file here, enter the date on which you are uploading and selecting the attendance file name. After filling the details just move on to next sub tab, i.e. Import Data.
   • Under Import Data sub tab, you have to select the Zonal Office, Name of the project, Project Facilities, Attendance File and Applicable period.
   • After filling all the details, simply click on Submit Record Button. Hence, Attendance of the employees that were filled in CSV file which you wished to upload will get uploaded.

• For this, you have to go into Auto Synchronize sub tab.
• Select Zonal Office, Project Name, Project Facilities and enter the applicable period you wish to synchronize the attendance into HR e-Connect.
• After selecting all the above listed details, click on Save Record button.
• Therefore, attendance which was saved in the database of www.soscvindia.in will get synchronized into HR e-Connect.

Leave/Tour

Under this module, several actions can be performed related to leaves and tours.

1. Leave Entitlement: Under this sub tab, you can easily add leave entitlement days of each employees corresponding to different leaves defined for every employee.
2. Manual Apply: Under Manual Apply sub tab, you can view the detailed current leave status of each employee and manually enter the leave period, leave type etc. of that employee.
3. Approved List: Under this sub tab, you can view the list of Leaves, Movements, Tour/Training of each employee.
4. Tour Details: Under this sub tab, you can view the details of tours of each employee. Also, you can add other tours as well of each employee easily under this sub tab.

Salary/Deduction

Under this module, you can create salary, perform deduction process and lots more. For this, there are 2 ways you can perform salary and deductions, salary, and deductions.

1. Multiple Employees
2. Single Employees

• Settlement: Under this sub tab, you can view the list of those employees who have resigned, terminated or expired etc.
  
  I. On clicking the Action Button corresponding to single employee, you can fix all the settlements easily.
  II. You can view that employees' leave status.
  III. You can enter gratuity, pension.
  IV. You can fix the salary, and recalculate the salary as well.
  V. You can fix the deductions.
  VI. You can fix Arrears that was given to that employee.
  VII. At last, you have to select to whom the settlements has to get approved, i.e. HR Verification and Reporting Manager under Approval sub tab.
  
  
• Pay Arrear: Under this sub tab, you can add arrears of each employee based on the month you have selected from the list of employees.
• Manual Correction: Under this sub tab, you can easily manually modify the salary of each employee corresponding to the month you have selected from the list of employees.
• Salary Slip: Under this sub tab, you can take printout of salary slips of employees whose salary/deductions has been done. Along with this, provision to export the salary slip into PDF is also given.
• Category Monthy Payroll: Under this sub tab, you can easily generate reportof category wise monthly payroll. Before generating report you have to select Zonal Office, Project Name, Project Facilities, employee type, select the type you want to show in the report (ALL, Monthly, Seperate), select the month of salary you want to generate report.

EPF

In this module, you can generate report for Employees' EPF. Statement can be generated in 2 ways:

1. With Date of Birth
2. Without Date of Birth

• Date of Birth of employee in the statement will come if you have generated the report with Date of Birth option, otherwise date of birth will not come if you have selected without date of birth option.
• In both the options, there is provision to generate the report in MS-excel also.