FUNCTIONAL REQUIREMENT SPECIFICATIONS HUMAN CAPITAL MANAGEMENT (HCM)
15.0 TDS REQUIREMENTS FOR PAYROLL PROCESSING
15.1 Ability to capture tax , registration details for suppliers & customers
15.2 Ability to calculate TDS for payment to contractors / subcontractors, rent, professional fees, etc.
15.3 Ability to support transactions like TDS on prepayment, invoices, work contract tax on pre-payment, other TDS taxes
15.4 Ability to record multiple level of TDS rates 15.5 Ability to define tax year for TDS
15.6 Ability to allow accumulations for Tax deduction at source 15.7 Ability to support multiple tax line items in one invoice 15.8 Ability to support calculation alternatives like gross, net, etc.
15.9 Ability to handle TDS adjustments on clearing of down payments & Provisions 15.10 Ability to record TDS payment due dates
Project: IMPLEMENTATION AND MAINTENANCE OF SAP ERP SYSTEM
15.11 Ability to integrate Challan update & account clearing 15.12 Ability to generate & print TDS certificate
15.13 Ability to calculate provisional Tax TDS surcharge, on services 15.14 Ability to record TDS certificate from contractors
15.15 Ability to record various annual returns like section 139, etc.
15.16 Ability to generate monthly & annual TDS reports 15.17 Ability to facilitate TDS deductions by customers
15.18 Ability to maintain certificates for concessional rates of TDS 15.19 Ability to support tax deduction at source on Prepayments
15.20 Ability to record adjustments of proportionate TDS on prepayments while applying prepayment supported
15.21 Ability to cancel previous TDS invoice automatically on cancellation of original invoice, if the original TDS advice was not paid to IT authorities
15.22 Ability to generate consolidated TDS certificate
15.23 Ability to control multiple copies of printed TDS certificate
15.24 Ability to generate credit memo for TDS certificate received from the Customer 15.25 Ability to generate alerts for users in case of due date of deposit of TDS based on
user defined rules
15.26 Ability to generate statement of due date, date of actual deposit, details of penalty/
interest for late payment of TDS
15.27 Ability to track TDS receivables (integrated with Accounts) Ability to handle query system
15.28 Ability to support parallel books for maintaining fixed asset and computation of depreciation as required by tax laws
15.29 Ability to record details of payment of loans made by cash, cheque and Drafts
Project: IMPLEMENTATION AND MAINTENANCE OF SAP ERP SYSTEM 15.30 Ability to support legal requirements such as VAT, Education Cess, works contract
tax, service Tax and all other taxes and duties as per the governing regulations.
15.31 Ability to maintain various components of each tax types clearly identified by user defined tax codes
15.32 Flexibility to change the tax rates for various states 15.33 Ability to record Quarterly return as per section 192, 194J 15.34 Ability to define tax year for TDS
15.35 Generation of Bank Statements: Configuring Data Medium Exchange for generation of bank statements
15.36 Payroll Accounting: Configuring posting to FI including 15.36.1 Posting to expense accounts
15.36.2 Posting to balance sheet accounts 15.36.3 Posting to vendor accounts
15.37 MIS reporting: MIS reports including wage type statement, flexible wage type report, payroll schedules
16.0 EMPLOYEE PAYMENT & ACCOUNTING
16.1 Ability to capture variable data of recovery/income from various sources for the purpose of Payroll
16.2 Ability to adjust the bills against the advances
16.3 Ability to capture variable data like pay advance, Festival Advance, TA advance, medical, LTC
16.4 Ability to account all employee income and recoveries and preparation of various Schedules
16.5 Ability to prepare statutory returns and certificates
16.6 Ability to maintain the employee-wise sub-ledger for advances & receivables
16.7 Ability to prepare bank payment vouchers for payment of salary to employees and forwarding the same to cash section
Project: IMPLEMENTATION AND MAINTENANCE OF SAP ERP SYSTEM
16.8 Ability to capture element-wise, account-code wise salary element details
16.9 Ability to Generate Final Settlement Sheet, Loan Sheet, VR Compensation Sheet for the purpose of processing final settlement dues.
16.10 Ability to Generate checklist, Voucher related to final settlement dues of retiring employees
16.11 Ability to make monthly payment related to various VR schemes
16.12 Ability to capture Address and Bank details, TA Bill of retiring employees 16.13 Ability to capture Bill submitted to track medical claim
16.14 Ability to check eligibility criteria for House-building/ Vehicle /PF-Nonrefundable/
PF-Refundable Loan
16.15 Ability to calculate various Loan Amount and its EMI as per company's policy for recovery
16.16 Ability to produce TDS certificate for employees 16.17 Ability to show & print Employees pay-slip at users end
16.18 Support Statutory Compliance with Labor Laws viz. Wages Act, Factories Act, etc 16.19 Ability to timely prepare and submit various statutory returns like TDS, Professional
Tax and receive acknowledgement electronically 16.20 Ability to generate Employee Pay-slip
16.21 Ability to generate Wages analysis
16.22 Ability to generate TA/LTC/LLTC Advance and Final payment 16.23 Ability to generate Manpower Statement
16.24 Ability to generate OT & Absenteeism Report 16.25 Ability to generate All Loans & Advances Ledger.
16.26 Ability to generate Non-refundable and Refundable Loan statement 16.27 Ability to prepare Festival Loan statement
16.28 Ability to prepare Final settlement voucher
Project: IMPLEMENTATION AND MAINTENANCE OF SAP ERP SYSTEM
16.29 Ability to prepare Income Tax salary certificate (Form 16) and Form 12B(A) 16.30 Ability to prepare Loan recovery list
16.31 Ability to prepare Monthly various return as per the proforma of the Act
16.32 Ability to prepare Yearly individual PF & Pension contribution statement with opening
& closing Balance
16.33 Ability to prepare Monthly dues & payments statement as per proforma 16.34 Ability to prepare monthly dispatched challans
16.35 Ability to prepare Daily report of Medical / LTC / LLTC / TA advances
16.36 Ability to prepare Daily report of all types of bills processed for pay bill & cash
16.37 At any point of generation of report of advance (TA / LTC / LLTC) and its correlation with Accounts (Trial Balance) employee
16.38 Ability to prepare report on LTC / TA paid to employee quarterly etc. For LTC :- Type-wise (LLTC/LTC and Exe and Non-Exe), Block wise, separate case on roll case 16.39 Ability to prepare Refer bill payment report age-wise, party-wise
16.40 Ability to prepare Air party bill payment report - party-wise, Air lines wise
16.41 Ability to prepare Quarterly I.T. return to I.T. authority
17.0 HUMAN RESOURCE - REQUIREMENT
17.1 General Features
17.1.1 Ability to capture and maintain comprehensive personnel data for each employee based on the employment contract
17.1.1.1 Permanent employee 17.1.1.2 Deputation employee 17.1.1.3 Contract employee
17.1.2 Ability to keep job roles by position in database
Project: IMPLEMENTATION AND MAINTENANCE OF SAP ERP SYSTEM 17.1.3 Ability to collect all personnel data in centralized databases to reduce redundant work
and information
17.1.4 Ability to provide authorization to owner unit to call up and review their personnel data on line directly
17.1.5 Ability to keep personnel data in text and graphic
17.1.6 Ability to prevent non-authorized person to access personnel information 17.1.7 Ability to change the rights to access personnel information
17.1.8 Ability to record details of Record Retention Schedule for records of administration division
17.1.9 Ability to define Manager Self Service (MSS) & Employee Self Service (ESS) capability 17.1.10 Ability to record details of industrial relations , court cases
17.1.11 Ability to record details related to various returns (like property returns)
17.1.12 Ability to maintain employee master data covering all relevant fields and information details like employee number, date of joining, employee name, his family details, nomination details, salary details etc.
17.1.13 System should have capability to generate unique identification number (employee ID) for each employee in the corporation
17.1.14 Ability to automatically monitor dates for HR processes (for ex. Date of increment, date of joining from leave, date of performance review, date to be sent for training etc.)
17.1.15 System should be able to maintain service file documents with all the personal details of the employee
17.1.16 System should be able to generate and maintain employee turnover data and any other reports it may be Require for official purposes
17.1.17 All facilities record like travel/ transportation, allowance/ conveyance etc.
17.1.18 Accessibility from both the regional offices as well as at the central level 17.1.19 Supports generation of pre-defined and query based MIS reporting
17.1.20 Generation and availability of employee related details like PF Pension contributions balance, LTC, Medical records, and details of Advances etc.
Project: IMPLEMENTATION AND MAINTENANCE OF SAP ERP SYSTEM
17.2 Main Functions
17.2.1 Ability to record & capture personnel details, but not limited:
17.2.1.1 Employee ID 17.2.1.2 Employee Data
17.2.1.3 Addresses: Current / Permanent / e-mail / Contact Nos.
17.2.1.4 Family data 17.2.1.5 Education data 17.2.1.6 Employment Data 17.2.1.7 Employee Benefits 17.2.1.8 Organization Data 17.2.1.9 Training Data 17.2.1.10 Qualification Data
17.2.1.11 Annual Confidential Report (ACR) Data 17.2.1.12 Payroll Data
17.2.1.13 Employee Photo 17.2.1.14 Disciplinary Action 17.2.1.15 Co-curriculum 17.2.1.16 Legal Disputes/Action 17.2.1.17 Health checkup details
17.2.2 Ability to provide no restriction for the addition of new fields
17.2.3 Ability to retain historical data from the day employee hired and all records should be date sensitive
17.2.4 Ability to identify employee by name, part of name, employee number, Employee ID, job position etc.
Project: IMPLEMENTATION AND MAINTENANCE OF SAP ERP SYSTEM
17.2.5 Ability to generate letter via a word processing application when any employee event occurs e.g. confirmation, promotion, transfer, etc.
17.2.6 Ability to upload announcement letter or departmental instruction to system and automatically update employee status in HR database
17.2.7 Ability to have a user-friendly reporting/query tools that can extract data and produced in various reporting format
17.2.8 Ability to allow employees to update their own personal data 17.2.9 Ability to allow employees to check balance & apply leave
17.2.10 Ability to allow employees to view their own master data via intranet/internet.
Possible transactions are:
17.2.11 Enroll training courses, view training history and inquire on training courses available 17.2.12 View monthly pay slip
17.2.13 Ability to change master data record by authorized person e.g. change education data, change department/ division
17.2.14 Ability to maintain personnel data in many records (Mass Change and Fast Entry) 17.2.15 Ability to prevent users from viewing or changing other employees certain
information contained in their own records
17.2.16 Ability to internally integrate personnel data e.g. to accounts
17.2.17 Ability to warn and monitor special date e.g. probation, promotion, resignation, etc.&
compilation of deputation period retirement
17.2.18 Should be able to handle NOC Application, NDC Application, LTC, Advances, PF Advance, PF Withdrawal
17.2.19 Supports functionality to capture salary related information, Different pay scales based on the different Classes and Grades, Supports maintenance of staff wise perks related information based on classes and Grades Supports monthly generation of Annual increments due list
17.3 Recruitment
17.3.1 System should support selection & recruitment process for direct recruitment into the organization for regular employees from open market and have Required
Project: IMPLEMENTATION AND MAINTENANCE OF SAP ERP SYSTEM intake of need based employees on deputation into the organization. For direct recruitment through open market and deputation (cover the processes like):
17.3.1.1 Assessment of vacancies 17.3.1.2 Notification of vacancies 17.3.1.3 Screening of application 17.3.1.4 Sending call letters 17.3.1.5 Process of selection 17.3.1.6 Verification of originals
17.3.1.7 Conduction of medical test for the employee 17.3.1.8 Sending offer of appointment
17.3.1.9 Applications received
17.3.2 Ability to record and capture the following applicant details, but should not limited to:
17.3.2.1 Applicant Data
17.3.2.2 Current address / Permanent address / Contact number / e-mail address 17.3.2.3 Previous Employment Data
17.3.2.4 Training Data 17.3.2.5 Qualification Data 17.3.2.6 Applicant Photo 17.3.2.7 Resume
17.3.2.8 Examination score and interview score
17.3.3 Ability to create a new record for the applicant and all relevant items shall be automatically updated
17.3.4 Ability for application data be electronically captured and stored for easy retrieval and reporting
Project: IMPLEMENTATION AND MAINTENANCE OF SAP ERP SYSTEM 17.3.5 All documents related to the recruitment and process to be linked to the document
management system for cataloguing, archiving and storing for easy retrieval and report generation as and when required
17.3.6 Ability to store and view scanned documents in the system e.g. certification, Identification ID, etc.
17.3.7 Ability to generate a list of internal candidates suitable for a new or existing position based upon qualifications and job requirements with access control
17.3.8 Ability to generate a letter of offer from within the system or via a word processing application link.
17.3.9 Ability to notify relevant department heads or managers of the new record via workflow and email/ intranet
17.3.10 Ability to transfer applicant data to personnel data when he/she is hired without reentry personnel data
17.3.11 Ability to record medical checkup result when he/she is hired in personnel data 17.3.12 Ability to notify relevant personnel in OTPC before completion of tenure period ( 6
months) for deputation post
17.3.13 System should support eligibility criteria for all grades both for deputation and direct recruitment as per roaster
17.3.14 Ability to define positions for internal (recruitment/ promotions) or external recruitment
17.3.15 System should support departmental indents/ Requisitions for Vacancies and openings
17.3.16 Ability to draw recruitment schedule in accordance with the Requirement plan
17.3.17 System should automatically suggest a shortlist of candidate for vacant position matching in the areas of best fit
17.3.18 Ability to receive on-line responses
17.3.19 System should have facility to maintain various types of tests and maintain a question/answer database of each type of test (functional, psychometric, analytical etc.) to be administered as part of the selection process
17.3.20 System should have provision for generation of system driven regret letters and/or offer / appointment letters through both manual as well as electronic modes.
Project: IMPLEMENTATION AND MAINTENANCE OF SAP ERP SYSTEM
17.4 Promotion
17.4.1 Ability to provide all relevant data for promotion process, but should not limited to:
17.4.2 Employee data 17.4.3 ACR data
17.4.4 Personal development plan
17.4.5 Evaluation, current and previous work experience 17.4.6 Training and academic achievements
17.4.7 Salary
17.4.8 Disciplinary Action
17.4.9 Ability to set/ update promotion criteria online by competent authority of OTPC on-line
17.4.10 Ability to generate promotion from within the system or via a word processing application link
17.4.11 Ability to automatically warn and monitor the vacant position in OTPC with the qualification needs for that position
17.4.12 Ability to match with manpower plan and automatically generate list of key employees who have the potential for promotion by department/ division
17.4.13 Ability to match the job requirements of the post with the skills, knowledge, abilities, experience and qualifications of the employee
17.4.14 Ability to trigger training prerequisites (if any) required for the position highlighted for an automatic link to the Training module
17.4.15 Ability to track and report current position and promotion position by department/
division
17.4.16 Ability to generate a letter of offer from within the system or via a word processing application link
17.4.17 Ability to notify relevant department heads or managers of the new record via workflow and email/ intranet
Project: IMPLEMENTATION AND MAINTENANCE OF SAP ERP SYSTEM
17.5 Transfer
17.5.1 Ability to record and capture all transfers whether it is management or employee initiated
17.5.2 Ability to identify job vacancies or need for the transfer purposes
17.5.3 Ability to capture, record and monitor employee transfers by Department, Location wise
17.5.4 Ability to track and report current position and transferability position by department/
Location wise
17.5.5 Ability to produce necessary letters e.g. transfer order etc.
17.5.6 Ability to notify relevant department heads or managers of the new record via workflow and email/ intranet
17.5.7 Ability to facilitate automation of entire transfer process and related work flow 17.5.8 System should be able to maintain the complete history of the employee transfer
since his/ her recruitment
17.5.9 System should be able to record transfer order detail/ deferred/ cancelled/ modified and follow up for implementation.
17.5.10 Ability to provide to the employees preference forms online for filling it up including choice of posting
17.6 Resignation
17.6.1 Ability to capture all resignations and perform the appropriate calculations of benefits to be given to the employee based on the OTPC resignation policies
17.6.2 Ability to automatically generate necessary letters e.g. resignation acceptance letter, etc. after all the necessary conditions met.
17.6.3 Ability to notify relevant department heads or managers of the new record via workflow and email/ intranet
17.6.4 Ability to withhold payment of salary depending on the conditions of resignation e.g.
various clearances required etc.
17.6.5 Ability to prorate the payment of salary and other allowances given based on the resignation date
Project: IMPLEMENTATION AND MAINTENANCE OF SAP ERP SYSTEM
17.6.6 Ability to capture and monitor the position vacated
17.6.7 Ability to maintain all employee historical data for rehiring or other purposes 17.7 Retirement / Termination
17.7.1 Ability to generate listing on employee who are going to retire before 6 months 17.7.2 Ability to generate necessary letters or retirement memo
17.7.3 Ability to generate necessary forms required 17.7.4 Ability to capture all retirement events
17.7.5 Ability to record and maintain listed of personal data who apply for early retirement program
17.7.6 Ability to restrict authorization in applying retirement/ termination receiving form 17.7.7 Ability to generate bank transfer report in details
17.7.8 Ability to generate termination letters on demand
17.7.9 Ability to notify all relevant persons via workflow and email/ intranet
17.7.10 System should be able to initiate the process of making payment of retirement benefits and sanctioned pension as per rule
17.7.11 System should be able to calculate leave encashment at the time of retirement based on applicable rules
17.8 Performance Appraisal / Annual Confidential Report (ACR)
17.8.1 Ability to capture performance appraisal forms / data, which shall provide the input for employee evaluation and training, and development needs
17.8.2 Provision for On-line appraisal (self-appraisal, reporting officer appraisal) is required or data capture and mandate to mention manager appraisal for the performance evaluation
17.8.3 System should be able to generate triggers to submit Performance report in time 17.8.4 Ability to generate reminders for those appraisal forms that have not been returned
by the appraiser
17.8.5 Ability to generate a listing of outstanding employee appraisal
Project: IMPLEMENTATION AND MAINTENANCE OF SAP ERP SYSTEM
17.8.6 Ability to integrate with other modules like training, personnel administration &
personnel development modules
17.8.7 System should provide an appraisal summary report to get a glimpse of all the appraisals done for an employee over a period of time/ for all the employees over a period of time
17.8.8 Ability to generate necessary reports e.g. performance listing, evaluation report etc.
17.8.9 Identification / modification of KRAs for each function/ functionary on an on-going basis
17.8.10 Appraisal Template:
17.8.11 Two appraisals template will be defined containing the following:
17.8.11.1 Section to capture KPAs and KPIs 17.8.11.2 Competency Attributes
17.8.11.3 Behavioral Attributes 17.8.11.4 Potential Appraisal 17.8.11.5 Development Needs
17.8.12 Appraisal template to be linked with OTPC APR policy.
17.8.13 Initiation of documents for objective Setting: Provision for administrator to initiate the appraisal process at the start of appraisal year
17.8.14 Objective Setting: Involving appraise and immediate supervisor with e-dialogue through workflows
17.8.15 Initiation of Mid-Year Appraisal: Provision for administrator to initiate the appraisal process at the middle of appraisal year
17.8.16 Mid-Year Appraisal: Involving appraise and immediate Supervisor Provision for administrator to check the status of appraisals
17.8.17 Initiation of Year End Appraisal: Provision for administrator to initiate the appraisal process at the end of appraisal year
17.8.18 Year End Appraisal: Involving appraise / immediate Supervisor / Reviewing Authority and Accepting Authority Provision for administrator to check the status of appraisals
Project: IMPLEMENTATION AND MAINTENANCE OF SAP ERP SYSTEM
17.8.19 Input for Normalization: Report program to get department wise, Grade wise ratings 17.8.20 Normalization of Appraisal Ratings: Program to update normalized ratings into SAP 17.8.21 Feedback to Employees: Communication to employees on final Rating
17.8.22 Employee Self Service: Enabling Appraisal process on Employee Self Service
18.0 ORGANIZATIONAL MANAGEMENT
18.1 Ability to produce organization charts (e.g. by HQ, departments type etc.) 18.2 Ability to produce management organization charts
18.3 Ability to support flexible reorganization when organization charts changed 18.4 Ability to simulate changing organization structure by "What-if" scenarios 18.5 Ability to automatically transfer unit to changing department.
18.6 Ability to set criteria for manpower planning
18.7 Systems should be able to suggest name and designation of the existing employee who can be properly utilized for the vacancy created based on employee master data
18.7 Systems should be able to suggest name and designation of the existing employee who can be properly utilized for the vacancy created based on employee master data