Streamlining HRMS processes through a product deployment

Transcription

1 Streamlining HRMS processes through a product deployment a large Indian Public Sector Bank Copyright

2 ABOUT THE CLIENT ` Client is one of the Oldest Joint Stock Bank of the Country. It is one of the largest Public sector banks with over 23,000 employees across more than 2500 branches situated all over India BUSINESS DRIVERS FOR THE INITIATIVE Payroll processing bottlenecks: HR and payroll operations of the client were decentralized. The HR operations were being managed by the zonal offices, 48 in number, covering all branch employees listed under respective zones. Each zonal office was using a different payroll package. Some zones were maintaining and processing payroll using MS excel. With the complex rules and procedures mandated for public sector banks, it was becoming impossible to process payroll accurately and in time. Hampered policy implementation: Despite framing many policies for manpower development, the absence of comprehensive employee data, both current and historical, at a centralized location, implementation of policies were hampered. Need for a solution with the right fit: The client was on the lookout for a vendor with on-theground experience in implementing payroll solutions and capabilities to envisage and architect a solution along the lines of their expansion plans. A product that best fitted their scaling requirements was a compelling need. OPERATIONAL BOTTLENECKS Flawed benefits-handling mechanism: Branch-based benefits like City Compensation Allowance (CCA), Project Area allowances, Hill & Fuel Allowances and Special area allowances were not effectively handled in case of employee transferred from benefit branch to non- benefit branch or vice-versa this also led to wrong payments, post payroll reconciliation and supplementary payment issues. The transfer data of employees or other changes on employee payroll data were either not communicated to Zonal offices or delayed resulting in wrong calculation of payroll and payments to the employees. Delayed processing time: Branches were required to transfer the salary data to central processing system, so there were processes independent to the branches and subsequent completion processes from the central processing system. This scenario led to multiple manual loops and verification processes. This cumbersome exercise was not only time consuming but also triggered data inaccuracies. Ineffective handling of complex rules: Lack of support to manage complex rules of accommodation often resulted in wrong HRA calculation and incorrect assessment of House Rent Recovery (HRR) and Furniture Rent Recovery (FRR). Consequently, supplementary payments and reconciliation became a practice. Leave Management: Leave policies were different for each employee group, leaves record maintenance were very difficult because of the rules and the number of leave types involved. This resulted in maintenance of incorrect leave records, inviting disputes on leave balance. During transfers, the leave balances also needed to be sent to the transferred branch. There was no integrated system to manage and handle staff welfare system, leave concession fare and other reimbursements, causing delays in employee claims and reimbursements. ENVISAGED SOLUTION Copyright

3 EXILANT had a robust payroll product easi HRMS a comprehensive HR system from the easi suite of products, which catered to requirements of companies spanning diverse geographies and sizes. EXILANT was backed by its credibility of successfully implementing personnel package for public sector and government organizations. This helped EXILANT put together a product and implementation roadmap to cover the entire HR, payroll and related admin functions required by the bank in a timeframe in conjunction with the Bank s expansion plans. SOLUTION HIGHLIGHTS Easy pay slip access: Earlier each zonal office was generating pay-slips for all the branches under its jurisdiction and sending it to individual branches for distribution causing considerable delay. With easi s implementation, branches were given facility to take the print out of pay-slips. A self-service facility where employees can generate pay-slips for previous 3 months was also provided. Expediting revisions: While payroll implementation was in progress, a salary structure revision was announced by the banking authority. The configurable design of salary components and rule-based payroll component computation engine enabled EXILANT to roll-out the new salary structure without altering the target completion date. Interfacing with core banking solution: EXILANT developed bank-specific interfaces for their core banking and other third party applications for data retrieval and processing. For all the touch points where employee payment was required to be made, easi-hrms established interface with Bancs24, the core banking solution at client facilities. Product training: Extensive training was offered for power users ( department heads) and IT personnel on the product usage IMPLEMENTATION HIGHLIGHTS Approach: The implementation was thoroughly planned and well executed in steps from a centralized approach to begin with and graduating in to a de-centralized implementation approach. All locations/branches/regional data were collected at an organizational level and executed in the payroll within a span of 7 months. The effective coverage was close to 2800 branches. Subsequently, solutions were rolled out at the Zonal level and then at the regional level thus taking combining islands of operations at different levels. Execution: The solution was deployed at the bank data center at Mumbai. EXILANT provided data templates for collecting employee master data and payroll data from all zonal offices. The data was validated and sanitized before migrating to easi-hrms database. Payroll was rolled out across all zones in 4 months in a phased manner. Pre-UAT, UAT and production go-live timelines: A 12-member project team was constituted to execute the project in a phased manner. EXILANT worked closely with a 3rd party vendor to design, build, deploy and test the product through various stages. Copyright

4 The below table provides a snapshot of the timelines adhered to from inception to closure of the project. SL NO. ALB HRMS MODULES Module Description Pre - UAT (Dates) U A T (Dates) Moved for Production Planned Actual Planned Actual Planned Actual 1 Generic Features / Generic Requirements JULY-2010 JAN-2011 Employee Information master /Additional 2 Employee Information JULY-2010 JAN Payroll JULY-2010 JAN Income tax & PT MAY-2011 JUNE Leave management MAY-2011 JUN-2011 JUNE Training JULY 2011 JULY 2011 APR-2012 APR-2012 APR-2012 MAY Promotion, career planning SEP-2011 OCT-2011 APR-2012 MAY Performance appraisal MAR-2011 MAR Management of Transfers & Posting JULY 2011 JULY 2011 OCT-2011 OCT-2011 APR-2012 APR Management of LFC, Medical JULY 2011 JULY 2011 APR-2012 APR-2012 AUG Scholarship MAY-2011 OCT-2011 APR-2012 APR PF Terminal benefit management FEB-2011 JUNE-2011 JUNE Pension Management FEB-2011 JUNE-2011 JUNE Gratuity management FEB-2011 JUNE-2011 JUNE Man power planning JULY 2011 JULY 2011 OCT-2011 OCT-2011 APR-2012 APR-2012 Management of Industrial relationship, 16 disciplinary actions (DAIR) AUG-2011 AUG-2011 OCT-2011 OCT-2011 APR-2012 APR CVC Related matters AUG-2011 AUG-2011 OCT-2011 OCT-2011 APR-2012 APR Resources & project management JULY 2011 JULY 2011 APR-2012 APR-2012 AUG Executive information, decision making tools AUG-2011 APR-2012 APR Issue of no objection certificates(noc) FEB 2011 JUNE Staff welfare scheme JULY 2011 JULY 2011 OCT-2011 APR-2012 APR Management of power of attorney(poa) FEB-2011 JUNE-2011 JUNE Uniform & leveries FEB-2011 JUNE-2011 Self Service Leave NOV-2011 NOV-2011 APR APR APR Employee Request OCT-2010 OCT-2010 APR APR Down Load ( Payslip, Statistic forms) Assets and Liabilities OCT-2010 OCT-2010 APR APR MAY-2011 Support from near-site location for entire production environment: EXILANT assembled an agile support team to provide 24 x 7 production support from a near-site location to provide fastest turnaround on fixes. When implemented completely, the bank is expecting to have employee data from recruitment to separation to be available in easi-hrms database which will enable the bank to implement the HR policies effectively. Copyright

5 SOLUTION MAP ` FIG: THE SOLUTION MAP REPRESENTS THE MODULE-WISE BREAK DOWN OF PRODUCT FEATURES THAT WERE IMPLEMENTED AT CLIENT BANK IN PHASES PRODUCT FEATURES Easi-HRMS has rule engine and flexible and simple way of rule building functionalities and architect of the product removes the complexity of the branch based benefits by configuring at the branch level and building the rule with addition pay edcodes mapping. This eliminates the major issue of non- payable of the branch specific benefits or rates applicable for the payroll calculations. Easi-HRMS is extended with Data security and role based access to the branch users to make the respective changes to branch specific employee related data changes example Accommodation change, other deductions changes, transfer entries. This enables the branch to make changes in the system on timely basis which intern avoided the discrepancy in payroll. And also the using the feature the branch are allowed to verify their transfer vouchers, trickle feed which is the file used for salary credit with CBS system in real time. Allowed to generate branch specific reports and salary slips of their branch. This majorly removed the hassles of Copyright

6 sending hard copies of reports from zonal to branch by courier / postal intern there is time and cost saving are the additional benefits. Easi-HRMS provides a generic Trickle Feed module to eliminate the manual activity in processing and preparing the transfer vouchers manually. Provides comprehensive account mapping facilities for user to configure at different levels, which enables in creating proper TF to credit salaries, recoveries and debit other wages account in CBS Easi-HRMS provides employee accommodation entries and changes in the accommodation during transfers and change type of accommodation with results in HRA, HRR and FRR which eases and the Easi-HRMS payroll process take care of the calculation for HRA related components and avoided the reconciliation and supplementary payments Leave module in Easi-HRMS suits Banking leave policies. Handles all kinds of complexities and rules to make the life simpler of HR departments in maintaining the leave records and approvals are made in system using built in workflow in Easi-HRMS. Effective solution and module available in Easi-HRMS to cater PF Department functions to ease their activities like pooling data from Payroll PF subscriptions, maintenance of PF loans provided to employees and its records in detail. The way Pension module in Easi-HRMS reduces the delay in processing the Pension files and the calculations are instant and accurate. This module also handles the monthly payout for the pensioners. Performance appraisal process for officers, which were earlier entirely paper based, was implemented with one of the highest fulfillment percentages. ROI REALIZATION FOR CLIENT Reduction of payroll preparation time Payroll export to almost all payroll systems Hassle-free calculation of HRA components Automatic data validation and speedy retrieval of information Minimum payroll related queries post processing. Archiving of Payroll data for statistical analysis Prompt disbursal of employee benefits Import/Export employee data and timecard information with other applications eliminating duplication of data entry Compliance with statutory requirements with a full audit trail WHY WAS EXILANT THE RIGHT CHOICE? EXILANT brings to the fore several years of on-the-ground implementation experience in payroll systems. The functional expertise combined with the quick turnaround in incorporating changes in the project and high predictability of cost made EXILANT the right choice for the client. EXILANT s credibility is backed by proven success in various implementations. To name a few o SaaS-based payroll systems for marine services companies in Singapore, o Multi-location rollout of an HRMS application for one of the world s largest railways o Several payroll solutions for one of the largest consumer electronics in the world. Copyright