TENDER FOR HRMS & PAYROLL PROCESSING SERVICES FOR GOODS AND SERVICES TAX NETWORK (GSTN)

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Tender Ref. No: GSTN/P&C/HRMS/09-2015/P – 15 12th_{October, 2015}

TENDER FOR

HRMS & PAYROLL PROCESSING SERVICES

FOR

GOODS AND SERVICES TAX NETWORK (GSTN)

(Visit us at www: gstn.org.in)

GOODS AND SERVICES TAX NETWORK

Registered Office: Room no 255, North Block, New Delhi 110002 Corporate Office: 223-229, 2ND_{Floor, The Janpath Hotel, New Delhi 110001}

Tel: 23361645, Fax: 23361643 www.gstn.org.in

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Tender for HRMS & Payroll Processing Services 1 | P a g e

SECTION – I

NOTICE INVITING TENDER (NIT)

Dated: 12/10/2015

To,

Sub: Invitation of sealed quotation for HRMS and Payroll processing services for GSTN Office.

1. Goods and Services Tax Network (GSTN) is a Section 25 (not for profit), non-Government, private limited company. It was incorporated on March 28, 2013. The Government of India holds 24.5% equity in GSTN and all States of the Indian Union, including NCT of Delhi and Puducherry, and the Empowered Committee of State Finance Ministers (EC), together hold another 24.5%. Balance 51% equity is with non-Government financial institutions. The Company has been set up primarily to provide IT infrastructure and services to the Central and State Governments, tax payers and other stakeholders for implementation of the Goods and Services Tax (GST).

2. Goods and Service Tax Network (GSTN) invites sealed tenders, from eligible and qualified bidders to provide Human Resource Management Solution (HRMS). The offering shall be on Software as a Service (SaaS) basis, Payroll processing & benefits administration services to GSTN. The Tender Document may be downloaded from GSTN website www.gstn.org.in.

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Key Details

Tender reference number

GSTN/P&C/HRMS/09-2015/P – 15

Name of work HRMS and Payroll processing services Place of availability

of Tender Document.

Web site of GSTN: http://www.gstn.org.in/

Any further amendment to Tender will placed on website only Pre Bid Meeting

details Address will be confirmed on GSTN

website

20th_{October, 2015 at 1200 hrs.}

Clarifications to be submitted as per format in Annexure-3 and

minimum three days in advance of pre-bid meeting. Last date & time for

submission of tender Address will be confirmed on GSTN website 03rd_{November, 2015 at 1500 hrs} Goods and Services Tax Network Room No. 217, 2nd Floor

The Janpath Hotel, Janpath, New Delhi-110001

OR

Goods and Services Tax Network

“East wing, 4th floor, World Mark -1, Aerocity, Delhi.

Place of tender opening Address will be confirmed on GSTN

website

Goods and Services Tax Network Room No. 226, 2nd Floor

OR

“East wing, 4th floor, World Mark -1, Aerocity, Delhi.

Tender Opening details

Technical Bids shall be Opened on 03rd_{November, 2015 at} 1630 hours

Date of opening of Price Bid shall be informed separately to successful bidders after evaluation of technical bid

Earnest Money Deposit (EMD)

Earnest Money Deposit (EMD) : Rs.51,000/-

(Rupees Fifty One Thousand only)

The EMDs shall be in the form of demand draft issued by a nationalized bank, or a Scheduled Bank in India favour of the Goods and Services Tax Network payable at New Delhi. GSTN shall not be liable to pay any interest on the EMD. The EMD of unsuccessful Bidders will be returned by GSTN, The EMD of the successful Bidder to whom a contract is awarded will be returned after the said Bidder provides the Performance Bank Guarantee (PBG). Any bid not accompanied by the EMD shall not be considered.

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Tender for HRMS & Payroll Processing Services 4 | P a g e 3. Tenderer may download the tender enquiry documents from the web site

www.gstn.org.in and submit its tender by utilizing the downloaded document. 4. All prospective Tenderers may attend the Pre-Tender meeting. The venue, date

and time indicated in the Key details above.

5. Tenderers shall ensure that their tenders, complete in all respects, are submitted to Sr. Vice President (P&C), Goods & Service Tax Network; Room No. 217, 2nd Floor, The Janpath Hotel, New Delhi 110001 on or before the closing date and time indicated in the key details, failing which the tenders will be treated as late and rejected.

6. In the event of any of the above mentioned dates being declared as a holiday / closed day for the purchase organisation, the tenders will be received/opened on the next working day at the appointed time.

Envelope details

It must consist of 02 envelopes containing following

Envelope-I ( PART-A)

Shall consist of EMD, Technical Bid and all document pertaining to Qualifying requirement and Shall consist of sign & sealed tender document copy and the documents in check list.

Envelope-II (PART-B)

Price schedule only

All the Two envelope should be sealed in another envelope and indicating TENDER NUMBER, BID OPENING DATE AND TIME

Envelope & Dispatch

The outside of the envelope should clearly indicate the Envelope no I or II, Name of the Bidder and his Address. In addition, the left hand corner of the envelope or container should indicate the Name of the work, TENDER NUMBER, BID OPENING DATE AND TIME.

The Bidder has the option of sending the bid by Speed/Registered Post, in person only. GSTN takes no responsibility for delay, loss or non-receipt of tender documents within the stipulated date & time. Bids submitted by any other mode will not be accepted.

Address for communication Address will be confirmed on GSTN website The SVP (Procurement)

Goods and Services Tax Network Room No. 217, 2nd Floor

[email protected]

Mobile: 9910700774

OR

“East wing, 4th floor, World Mark -1, Aerocity, Delhi

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Tender for HRMS & Payroll Processing Services 5 | P a g e 7. GSTN takes no responsibility for delay, loss or non-receipt of tender documents

sent by post either way.

8. GSTN reserves the right to accept or reject any or all of the tenders in full or in part including the lowest bid without assigning any reasons or incurring any liability thereof.

For & on behalf of Goods and Services Tax Network

Pramod B Somnathe Sr. Vice President (P&C)

Note: As we are planning to shift to our new office, address for pre-bid, bid submission and bid opening will be updated well in advance on GSTN website.

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SECTION – II:

Instructions to Bidders

1. Bid Security (EMD - Earnest Money Deposit):

Bidders shall submit, along with their Bids, EMD (amount specified in the tender notification table), in the form of a Demand Draft drawn from any Scheduled bank in favour of Goods and Services Tax Network (GSTN) payable at New Delhi branch. EMD in any other form will not be accepted.

a. The EMD is interest free.

b. The EMD, for the amount mentioned above, of successful bidder would be returned upon submission of Performance Bank Guarantee. The EMD of all unsuccessful bidders will be refunded by Goods and Services Tax Network (GSTN) at the earliest post signing of agreement and submission of the PBG by the successful bidder. c. The bid submitted without EMD, mentioned above, will be rejected

without providing any further opportunity to the bidder concerned. d. The bidder shall extend the validity of the offer and EMD on request

by Goods and Services Tax Network

e. The EMD may be forfeited, If a bidder withdraws its bid during the period of bid validity

2. Venue & Deadline for submission of proposals

I. Proposals, in its complete form in all respects as specified in the Tender, must be submitted to Goods and Services Tax Network (GSTN) as specified in the Key details Table.

II. Last Date & Time of submission: As given in the Key details Table

III. Goods and Services Tax Network (GSTN) may, in exceptional circumstances and at its discretion, extend the deadline for submission of proposals by issuing an addendum, in which case all rights and obligations of Goods and Services Tax Network (GSTN) and the bidders previously subject to the original deadline will thereafter be subject to the deadline as extended.

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3. Late Bids

Bids received after the due date and time as specified in the Tender Notification Table (including the extended period if any) for any reason whatsoever, shall not be entertained by Goods and Services Tax Network.

4. VALIDITY OF QUOTATION:

Quotation shall remain valid for a period of 180 days from the date of bid

opening.

5. PERFORMANCE BANK GAURANTEE

The Supplier shall submit a Performance Bank Guarantee (PBG) for 10% of the value of PO on a non-judicial stamp paper of appropriate value and from any Scheduled Bank within 21days of receipt of PO. The format for the same shall be provided by GSTN along with PO.

Performance Security should remain valid for a period of 2 months beyond the date of completion of all contractual obligations of the supplier including warranty obligations.

The proceeds of the performance security shall be payable to the GSTN as compensation for any loss resulting from the Supplier’s failure to complete its obligations under the Contract.

If the successful Bidder fails to furnish a Performance Bank Guarantee, then the Earnest Money Deposit shall be liable to be forfeited by the GSTN. The format of Performance Bank Guarantee is attached as Annexure - 8.

6. Spoc (Single Point of Contact)

GSTN shall appoint an Officer-in-charge as the SPOC for this project. He / she shall be single point of contact for all technical directions or decision related to the project.

7. Contract Period

The Contract period would 03 (Three) years from Go-Live. Contract can be further extended on mutual agreement basis.

8. LANGUAGE:

The bid and all related correspondence and documents in relation to the bidding process shall be in English language.

Supporting documents and printed literature furnished by the bidder with the bid may be in any other language provided that they are accompanied

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Tender for HRMS & Payroll Processing Services 8 | P a g e by translations of all the pertinent passages in the English language, duly authenticated and certified by the bidder.

Supporting materials, which are not translated into English, may not be considered. For the purpose of interpretation and evaluation of the bid, the English language translation shall prevail.

9. AGENCY DETAILS:

The Agency to fill in the vendor detail form enclosed with this Tender Document as Annexure–7 and same may be forwarded along with

quotation.

10. ACCEPTANCE OF TERMS & CONDITIONS:

Bidders are requested to submit the sealed and signed copy of this tender document along with quotation as acceptance of all terms & conditions.

11. Goods and Services Tax Network’s Right to terminate the Process

i. Goods and Services Tax Network (GSTN) reserves the right to accept or reject any proposal, and to annul the bidding process and reject all proposals at any time prior to award of agreement, without thereby incurring any liability to the affected bidder or bidders or any obligation to inform the affected bidder or bidders of the grounds for actions taken by Goods and Services Tax Network. ii. GSTN is accepting the bids on a no cost no commitment basis. iii. Goods and Services Tax Network (GSTN) makes no commitments,

express or implied, that this process will result in a business transaction with anyone.

iv. This Tender does not constitute an offer by Goods and Services Tax Network. The bidder’s participation in this process may result in Goods and Services Tax Network (GSTN) selecting the bidder to engage in further discussions and negotiations toward issue of LOA. The commencement of such negotiations does not, however, signify a commitment by Goods and Services Tax Network (GSTN) to issue LOA or to continue negotiations. Goods and Services Tax Network (GSTN) may terminate negotiations at any time without assigning any reason.

12. Acceptance of part / whole bid / modification – Rights there of

I. Goods and Services Tax Network (GSTN) reserves the right to accept or reject wholly or partly bid offer, or modify the technical specifications / quantities / requirements mentioned in this Tender including addition / deletion of any of the item or part thereof after pre-bid, without assigning any reason whatsoever. No correspondence in this regard shall be entertained. Goods and Services Tax Network (GSTN) also reserves the unconditional right to place order on wholly or partly bid quantity to successful bidder.

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SECTION - III

GENERAL INSTRUCTIONS TO BIDDERS

1._{The Bids are to be submitted as per two bid system i.e.}_{Technical bid and}

Financial Bid.

a. The technical bid shall consist of EMD, Technical Bid and all document pertaining to Qualifying requirement and Shall consist of sign & sealed tender document copy and the documents in check list.

b. Financial bid should contain the rates quoted for the services to be provided as per instructions given in the bid document, and in prescribed price schedule.

2. All entries in the Bid form should be legible and filled clearly. Any overwriting or correction which is unavoidable has to be signed by the authorized signatory.

3. Each page of the Bid document and papers submitted along with, should be numbered, signed and stamped by the authorized signatory as a token of acceptance of the terms and conditions laid down by GSTN.

4. The bidder shall quote for all the items of Financial Bid (Annexure-2) failing which the bid shall be considered nonresponsive, incomplete and bid will be summarily rejected.

5. Bid incomplete in any way will be rejected out rightly. Similarly conditional Bids will also be rejected out rightly.

6. Pre-Qualification and Technical Bids will be scrutinized, by the evaluation committee as constituted by GSTN to check all requisite and relevant documents and their authenticity. The Bidders who’s Technical Bids are accepted will be informed about the date and time of opening the Financial Bids.

7. In case the successful Bidder declines the offer of Contract, for whatsoever reason(s), his EMD will be forfeited.

8. Confidentiality: All drawing or technical particulars supplied by GSTN to the Supplier are to be kept confidentially and no part of it should be shared with anyone other than the authorized persons, without express written permission from GSTN.

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Tender for HRMS & Payroll Processing Services 10 | P a g e 9. Force Majeure :

a. Definition

i. For the purposes of this Purchase order, “Force Majeure” means an event which is beyond the reasonable control of a Party, is not foreseeable, is unavoidable and not brought about by or at the instance of the Party claiming to be affected by such events and which has caused the non-performance or delay in performance, and which makes a Party’s performance of its obligations hereunder impossible or so impractical as reasonably to be considered impossible in the circumstances, and includes, but is not limited to, war, riots, civil disorder, earthquake, fire, explosion, storm, flood or other extreme adverse weather conditions, strikes, lockouts or other industrial action, confiscation or any other action by Government agencies.

ii. Force Majeure shall not include insufficiency of funds or inability to make any payment required hereunder.

b. Measures to be Taken

i. A Party affected by an event of Force Majeure shall continue to perform its obligations under the Purchase order as far as is reasonably practical, and shall take all reasonable measures to minimize the consequences of any event of Force Majeure.

ii. A Party affected by an event of Force Majeure shall notify the other Party of such event as soon as possible, and in any case not later than fourteen (14) days following the occurrence of such event, providing evidence of the nature and cause of such event, and shall similarly give written notice of the restoration of normal conditions as soon as possible.

iii. Any period within which a Party shall, pursuant to this Purchase order, complete any action or task, shall be extended for a period equal to the time during which such Party was unable to perform such action as a result of Force Majeure.

iv. In the case of disagreement between the Parties as to the existence or extent of Force Majeure, the matter shall be settled according to arbitration clause of this Purchase order.

10. Arbitration:

a. Any unresolved dispute or difference whatsoever arising between the parties to this Purchase order out of or relating to the construction,

meaning, scope, operation or effect of this Purchase order or the validity of the breach thereof shall be referred to a sole Arbitrator to be appointed by mutual consent of both the parties herein. The Arbitration proceedings will be held at New Delhi, India.

b. The parties agree that any decision for Award of any Arbitral Tribunal pursuant to this clause shall be a domestic award and final, conclusive and binding upon the parties and any person affected by it. The parties also agree that any arbitration award rendered pursuant to this clause may be enforced by any court of competent jurisdiction.

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Tender for HRMS & Payroll Processing Services 11 | P a g e c. During any period of arbitration, there shall be no suspension of this

Purchase order. 11. Termination :

a. GSTN may terminate the Contract upon written notice to the Contractor in the event that:

i. The Contractor fails to deliver the products and implement the solution or perform the Works within the timelines specified in the Contract. ii. The Contractor commits a material breach of the Contract and fails to

cure such default(s) to GSTN ’s satisfaction, in line with the terms of Contract, within 30 (thirty days) after receipt of notice of breach.

iii. There has been breach of the SLAs in such manner that the ceiling for Price Reduction in relation to such breaches has already been exhausted.

iv. Serious discrepancy in the quality of service is observed.

v. Serious discrepancy is observed in the quality of manpower deployed by the Contractor.

vi. The Contractor becomes insolvent or bankrupt, assigns all or a substantial part of its business or assets for the benefit of creditors, permits the appointment of a receiver for its business or assets, becomes subject to any legal proceeding relating to insolvency or the protection of creditors rights or otherwise ceases to conduct business in the normal course; provided that this right to termination shall not apply if the other party is ordered to be wound up by the court for the purpose of a bona fide reconstruction or amalgamation.

vii. In the event of termination hereunder, GSTN will pay to the Contractor all fees as specified in the Scope of Work and expenses for Works completed and accepted by GSTN up to the termination date.

viii. The Contractor may terminate the Contract upon written notice to the GSTN in the event that GSTN commits a material breach of the Contract and fails to cure such default to Contractor’s reasonable satisfaction, in line with the terms of Contract, within 30 (thirty days) after receipt of such notice of breach and Contractor serving a Notice of Termination with clear 90 days’ notice period thereafter.

12. Termination without cause

a. GSTN may, at its option, terminate whole or any part of the Works or the Contract forthwith without citing any cause at any time by giving no less than three months’ (3) prior written notice to the Contractor and make payment as per clause (g) above.

13. Tendering Expense

The tenderer shall bear all costs and expenditure incurred and/or to be incurred by it in connection with its tender including preparation, mailing and submission of its tender and for subsequent processing the same. GSTN will, in no case be responsible or liable for any such cost, expenditure etc regardless of the conduct or outcome of the tendering process.

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Tender for HRMS & Payroll Processing Services 12 | P a g e 14. Alteration and Withdrawal of Tender

The tenderer, after submitting its tender, is permitted to alter / modify its tender so long as such alterations / modifications are received duly signed, sealed and marked like the original tender, within the deadline for submission of tenders. Alterations / modifications to tenders received after the prescribed deadline will not be considered.

No tender should be withdrawn after the deadline for submission of tender and before expiry of the tender validity period. If a tenderer withdraws the tender during this period, it will result in forfeiture of the earnest money furnished by the tenderer in its tender.

15. Contacting GSTN

From the time of submission of tender to the time of awarding the contract, if a tenderer needs to contact GSTN for any reason relating to this tender enquiry and / or its tender, it should do so only in writing.

In case a tenderer attempts to influence GSTN in GSTN’s decision on scrutiny, comparison & evaluation of tenders and awarding the contract, the tender of the tenderer shall be liable for rejection in addition to appropriate administrative actions being taken against that tenderer, as deemed fit by GSTN.

16. Disqualification

The proposal is liable to be disqualified in the following cases or in case bidder fails to meet the bidding requirements as indicated in this tender:

a) Proposal not submitted in accordance with the procedure and formats prescribed in this document or treated as non-conforming proposal.

b) During validity of the proposal, or its extended period, if any, the bidder increases its quoted prices.

c) The bidder’s proposal is conditional and has deviations from the terms and conditions of tender.

d) Proposal is received in incomplete form. e) Proposal is received after due date and time.

f) Proposal is not accompanied by all the requisite documents.

g) Information submitted in technical bid is found to be misrepresented, incorrect or false, accidentally, unwittingly or otherwise, at any time during the processing of the contract (no matter at what stage) or during the tenure of the contract including the extension period if any.

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Tender for HRMS & Payroll Processing Services 13 | P a g e i) Bidder tries to influence the proposal evaluation process by

unlawful/corrupt/fraudulent means at any point of time during the bid process.

j) In case any one party submits multiple proposals or if common interests are found in two or more bidders, the bidders are likely to be disqualified, unless additional proposals/ bidders are withdrawn upon notice immediately.

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Section – III

Scope of Services

1. The company believes that human capital should be managed professionally, hire, train and nurture good talents, reward them as per industry and create a better work life balance within the organization. This is very much required for the effective utilization of manpower and optimum performance for the growth of the organization.

The company is looking for a good HRMS Application for automation of all HR activities which should be informative, interactive, innovative, flexible, technology driven, easy to use, accessible on the move, process and system oriented for giving peace of mind to employees allowing them to concentrate maximum on their core areas.

2. GSTN is soliciting proposals from firms having experience in providing Human Resource Management Solution (HRMS) and Payroll processing & benefits administration services through Software as a Service (SaaS) environment.

The service should have following features:

1) The cloud service, including compute, data stores, backups, logs, DR sites etc., must reside and operate within India.

2) Is fully operated and maintained by the vendor.

3) Staff maintaining GSTN instance must be maintained and operated by Indian Citizens.

4) The Configuration parameters, data stores, Logs related to GSTN must remain within Data centres and must not move out of data centres, in any format/manner whatsoever, without express written permission from GSTN. 5) Provides web based self-service to all employees of GSTN.

6) The proposed software must be web based and should work on popular web browsers like Windows Internet Explorer 6.0 & above, Mozilla Firefox, Goggle Chrome and any other equivalent browsers.

7) The solution shall be highly scalable and flexible in accommodating expansions to the other branches of GSTN in future.

8) Is exclusively delivered via a vendor-hosted solution.

9) Is accessible via the internet without need of any specific client application on the workstations accessing the solution.

10) Vendor must also operate a help desk that will be available to GSTN personnel between 9:00 AM – 6:00 PM Monday to Friday.

11) 2 ways integration with Tally (Financial accounting system implemented at GSTN) for pay-outs to be made and receipt of information about pay-outs made.

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Tender for HRMS & Payroll Processing Services 15 | P a g e 3. Attributes of SaaS, as defined by GSTN for this procurement and project include the

following (to be provided at no additional cost):

A. No hardware or commodity software upgrade charges, i.e., no infrastructure replenishment

a. Charges or fees is included in the annual costs

B. No hardware (i.e., servers, disk arrays, etc.) on site at GSTN a. No costs for changes that are mandated by tax tables, IRS

regulations, DOL regulations, etc. C. Robust backup service is provided

D. Robust Disaster Recovery Plan and Services are provided.

E. Monthly service management reports are provided related to transactions, service levels, system uptime, member web access, web page hits

F. Monthly service management meetings are held to discuss performance, enhancements, needs

G. Defects are addressed promptly and permanently

H. Internal security and network vulnerability audits and analysis are conducted no less frequently than every 6 months by the SaaS provider – and results shared with GSTN

I. GSTN may (if felt necessary) conduct its own security and network vulnerability audits and analysis no less frequently than every 6 months J. Secured solution with complete confidentiality of GSTN data

K. The system should be customizable to meet GSTN’s requirements in present and future

L. Internet based access the vendor’s site with reasonable bandwidth consumption

M. Activities managed from the SaaS vendor’s central locations rather than at each customer's site (i.e., at client 1, at client 2, at client 3, etc.), enabling customers to access applications remotely via the Web

N. Centralized feature updating, patch updations which eliminates the need for GSTN to download patches and upgrades.

O. Services to transition to another SaaS provider are defined, described, and priced as part of the proposal

P. The solution shall have customizable workflows (atleast 2 approval levels) for workflow based approval systems

4. Detailed functional scope of HRMS is provided below:

A. Study and understand the Existing Systems, Policies, Procedures, Rules &

Structures

B. Submission of Implementation Plan and Sign off C. Master file Setup, configure, Implement

Organization Management System Employee Management System Attendance Management System Leave Management System Payroll Management System

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Tender for HRMS & Payroll Processing Services 16 | P a g e Performance Management System

Learning and Development System

Employee Life Cycle Management System Reimbursement Management [e-Pay] System Travel Management System

E-Separation – Exit Management System Query Management System

Manager’s Self Service System Employee’s Self Service System

HR Analytics – Dashboard – MIS – Reports HR Budgets – Cost Monitoring – Analysis HR Intranet

D. Knowledge Transfer [Module-wise Training] & FAQs – User Guide on each

Modules

E. Benefit Administration – Provident Fund F. Payroll Processing and Taxation Services

G. Integration with Financial accounting system at GSTN

A. Understand the Existing Systems – Policies , Procedures, Rules & Structures

Study and understand the existing systems, policies, procedures, rules and structures already in force. This will include action-wise processes applicable for recruitment, training, appraisal, payroll, leave, attendance, exit etc. with approval matrix as applicable. Gap analysis has to be done and necessary suggestion or recommendation has to be provided as and when required wherever applicable for the smooth running of the proposed HRMS System.

B. Submission of the Implementation Plan and Sign off

Project Implementation Plan has to be finalized within 5 working days from the project start date. The plan has to include phase-wise activity to be completed within the specified time frame, expected deliverables, project team identified from both side with their roles and responsibilities and man days to be utilized for the entire project. Project plan sign off from both parties are mandatory for better clarity, successful implementation and smooth running of the project.

C. Master Setup - configure - Implement -

Module-wise Details

1. Organization Management System

Organizational structure is important for any growing company. It defines the scope of acceptable behavior within an organization, its lines of business, authority and accountability, and to some extent the organization's relationship with its external environment. More specifically, it shows the pattern or arrangement of jobs and groups of jobs within an organization and it is more than an organizational chart.

HRMS - Organization Structure Master setup, configuration of various structures and sub structures will cover the following activities with expected deliverables as listed below :

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Scope of Activities Deliverables

• Discussion and Understanding of various types of structures existing and expected in future

• Master Setup for the Structure • Understand the LOBs / Sub-Layers • Function and Sub-Functions

• Divisions and Units

• Job Roles and Responsibilities • Job Description for each Roles • Reporting Relationships

• Span of control-managers to subordinates

• Final Review – Approval • New Org. Structure Roll out

Fully Configured Organisation Structure in HRMS deployed with following details completed and running successfully :

Organization Structure in HRMS Functional Structures in HRMS Job Roles of each Function HRMS

Reporting Relationships Span Control for each Roles Organisation Structure – Final Roll out of Final Org. Structure

2. Employee Management System

Employee management encompasses all aspects of managing the complete employee information [personal and professional], life-cycle and supports the business with key insights for decision making. Managing Employees in a systematic manner will improve operational efficiency. HR Management System helps in automating entire processes, making key data more visible to support better decision-making. It is a complete approach designed to make employees as productive as possible.

Employee Management System Master setup, configuration and implementation will cover the following activities with expected deliverables as listed below :

• Setup Masters

• Employee Information – Personal and Business

• Education Details • Family Details • Employment Details • Contact Details

• Training History Details • Compensation Details • Bank Accounts Details

• Awards and Recognition Details • Nomination Details

• Promotion Details • Transfer Details • Skill Set Details • Language Details • Employee Directory

Fully Configured Employee Management System in HRMS deployed with following details completed and running successfully :

Employee Information Page with Image

All information on single page Employee Personal – Official Details

Family Details of employee Employment Details of employees

Contact details of employees Compensation Details

Bank Account Details Training History Details Nomination Details

Awards and Recognition Details Transfer - Promotion Details Skill Sets – Languages Details

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Tender for HRMS & Payroll Processing Services 18 | P a g e Employee Directory [Active & Non active]

3. Attendance Management System

Time and Attendance Systems is required to record daily attendance of

employees. This will help the management to track the daily or periodical attendances, daily in and out timings, absentees, late comers, early goers etc. It is expected to enable GSTN to have full control of all employees working hours. It is expected to help control manpower costs by reducing over-payments, which are often caused by transcription error, interpretation error and intentional error. Manual processes are also eliminated as well as the staff needed to maintain them.

Attendance Management System Master Setup, configuration and implementation will cover the following activities with expected deliverables as listed below :

• Setup Attendance Masters • Attendance Setting – Rules • Set Working Times

• Set location-wise Holidays • Set Weekly Offs

• Activate Modes of Attendance Data Collection

• Attendance Diary View • Attendance Regularization • Manager’s Approval

• Manual Attendance Updation • Attendance Data Upload • Auto Link with Payroll • Loss of Pay[LOP]

• Auto Mail Communication • Attendance History

• Attendance Register - Muster • Attendance Reports

Fully Configured Attendance Management System in HRMS deployed with following details completed and running successfully :

Set Rules – Working Time Set State-wise Holidays and weekly offs

Set Loss of Pay [LOP] Logic Activation of Attendance Diary Auto Communication through Mail

Linkage with Payroll Loss of Pay [LOP] Attendance History View Linkage with Leave System Attendance Reports and MIS Integration with other systems Integration with Official email system

4. Leave Management System

Leave Management System enables eligible employees to apply for leave online, view leave balances and track all leave information from one central place. Employees' leave transactions are accurately tracked and leave balances are automatically updated. Accumulated leave balanced can automatically be carry forwarded to next year as per applicable leave rules of the company.

Leave Management System Master setup, configuration and implementation will cover the following activities with expected deliverables as listed below :

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• Setup Leave Master • Create Type of Leaves

• Set Leave Rules as per policy • Auto Credit of Eligible Leaves • Apply Leave – On-Line • Manager’s Approval • View Leave Balances • View Leave Status

• View Sub-Ordinates Leave Status • Apply for Leave Encashment • Integrate with Payroll

• Leave Accumulation – Carry forward • Integration with Diary

• Auto Mail communication

Fully Configured Leave Management

System in HRMS deployed with following details completed and running successfully :

Create Various applicable leave types

Set Leave Rules as per policy Clubbing of Leave rules Leave Encashment Rules Apply Leave

Manager’s Approval Integrate with set Holidays Integrate with Attendance System

Auto Communication through Mail

Linkage with Payroll

Leave History – Status View Integration with other systems Integration with Official email system

5. Payroll Management System

The Payroll Management System deals with the financial aspects of employee's salary, allowances, deductions, gross pay, net pay etc. and generation of pay-slips for a specific period. Payroll Management system should manage employee Information Efficiently, defines the emoluments, various compensation structure, allowance and deductions etc as applicable to the company.

Payroll Management System Master setup, configuration and implementation will cover the following activities with expected deliverables as listed below :

• Set up Payroll Masters • Payroll Settings

• Create Pay Structures • Create Salary Pay Elements • Create CTC Structures • Create Statutory Master • Set up Payroll Preferences • New Joinees Updation with CTC • CTC Changes tracking

• Payroll Control Check • Earnings and Deduction • Arrear Salary Processing • Annual Increments

• Annual Bonus – PLI Payments • Periodical Incentives or Commission • Additional One Time Payments • Hold Salary and Stop Salary • Income Tax Declaration

Fully Configured Payroll Management System in HRMS deployed with following details completed and running successfully :

Applicable Pay Structures & Pay Elements

Create CTC Structures – Grade-Band wise

Create Statutory Masters

New Joinees Updation with CTC CTC Changes tracking

Payroll Control Check Earnings and Deduction Arrear Salary Processing Annual Increments Integration Annual Bonus – PLI Payments Periodical Incentives or

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Tender for HRMS & Payroll Processing Services 20 | P a g e • Income Tax Slab Setting

• Income Tax Computation • Income Tax with Payroll

• Income Tax Proof Collection – On-Line • Pre-Payroll Process Check-List

• Pay Sheet Comparison with previous months

• Payroll Cost-wise summary for Funding • Payroll Report – Bank-wise for salary

credit

• Activation of Pay Slip in ESS

• Activation of Tax Computation in ESS • Income Tax Quarterly Return [e-TDS] • Income Tax Annual Return [Form 24] • Income Tax Form 16 with Digital

Signature

• Statutory Reports of PF – ESIC – LWF – PT

• Payroll Journal Voucher for Accounting • Integration with Accounting or other

Systems

• Cost Analysis on Payroll • YTD Cost summary on Payroll • Product-Function-location-wise Cost

summary

• Integration with Annual HR Budget and Comparison

Additional One Time Payments Hold Salary and Stop Salary Income Tax Slab Setting Income Tax Declaration - Computation

Income Tax with Payroll Income Tax Proof Collection – On-Line

Pre-Payroll Process Check-List Pay Sheet Comparison with previous months

Payroll Cost-wise summary for Funding

Payroll Report – Bank-wise for salary credit

Activation of Pay Slip in ESS Activation of Tax Computation in ESS

Activation of PF statement in ESS

Income Tax Quarterly Return [e-TDS]

Income Tax Annual Return [Form 24]

Income Tax Form 16 with Digital Signature

Statutory Reports of PF – ESIC – LWF – PT

Payroll Journal Voucher for Accounting

Integration with Accounting or other Systems

Cost Analysis on Payroll YTD Cost summary on Payroll Product-Function-location-wise Cost summary

Integration with HR Budget and Comparison

6. Recruitment and On-Boarding System

The main purpose of the Recruitment is to staff the organization with sufficient employees to meet the organization goals. To ensure this, it is important that company is getting the right kind of talents with required skill set within the time line in a systematic way. A recruitment management system (RMS), also known as an e-recruitment or online recruitment system, is a multi-component software tool designed to automate and facilitate the processes involved in finding, attracting, assessing, interviewing and hiring new personnel.

Recruitment and On-Boarding System Master setup, configuration and implementation will cover the following activities with expected deliverables as listed below :

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• Setup Recruitment Master • Manpower Requisition :

Job Roles – Positions – Skills Role-wise Job Description Create Manpower Requisition Approval of Manpower

Requisition • Sourcing :

Publish Vacancy

Sourcing Modes – IJP – Intranet – Career Page – Social Sites – Job Sites – Consultants Role-wise Job Description Short-listing

• Manage Interview :

Interview Panel Selection Schedule Interview

Interview Call Intimation to the candidates

Interview Feedback • Fitment and Selection :

Reference Check

Fitment of Grade and CTC Approval of offer

Issue Offer Letter – On-Line Offer – Acceptance On-Line • On-Boarding :

Activate Joining Kit on Offer Acceptance

Candidate to fill up the data on-line

On-Confirmation of Joining Date, Send request for E-mail, Work Station, PC or Laptop, ID Card, Intimation to Admin for access etc.

On Joining – Review Joining Kit Get Approval from the Manager Generate Joining Kit with 15

pages

Fill up the balance details and Sign

Attach scan image of relevant documents

• Induction :

Release Mandatory Induction Kit

Fully Configured Recruitment and On-Boarding System in HRMS deployed with following details completed and running successfully :

Manpower Requisition Sourcing of Candidates Manage Interview Fitment and Selection On-Boarding

Induction

Reports and Analytics Periodical Reports on

Requests and closure done with TAT

Pending Requests

Function – Location-wise Reports

Grade – Cost-wise reports Recruitments against

Attrition

Recruitments against new manpower requests

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7. Performance Management System

A performance management process intended to drive the achievement of key business results is typically designed to ensure that individual, group and enterprise goals and expectations are clearly defined, focused on key priorities, and well connected to the drivers of results. This is to establish guidelines to appraise and continuously monitor the performance of employees based on the profile of the company and the agreed performance objectives. To help maintain or improve employee job performance through the use of objective setting, appraisal, coaching and feedback.

Performance Management System Master setup, configuration and implementation will cover the following activities with expected deliverables as listed below :

• Setup PMS Masters • Strategic Goals Setting

• Cascade of Strategic Goals to Functional Level

• Individual Goal Setting • Performance Review • Feedback

• Performance Rating / Ranking • Bell Curve - Normalization

• Linkage with Competency Framework • Training Need Identification

• Under-Performance Management • Data Analytics

Fully Configured Performance Management System in HRMS deployed with following details completed and running successfully :

Updation of Corporate Goals Updation – Cascading to Functional Goals

Review of Function-wise Roles Role based Individual Goal Setting

Customized Appraisal Forms Review and development of appraisal cycle with detailed process steps

Establishment of link between performance and annual increment, bonus payout, promotion, transfer and career development

Provide guidance on managing poor performers, including developing of templates (e.g.

using Performance

Improvement Plan)

Training Need Identification based on competency assessment

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8. Learning and Development System

Training and development refers to the practice of providing training, workshops, coaching, mentoring, or other learning opportunities to employees to inspire, challenge, and motivate them to perform the functions of their position to the best of their ability. Training is a learning process that involves the acquisition of knowledge; sharpen of skills, concepts, rules, or changing attitudes and behaviors to enhance the performance of employees.

Development, on the other hand, helps the individual to handle future responsibilities, with less emphasis on present job assignments.

Learning and Development System Master setup, configuration and implementation will cover the following activities with expected deliverables as listed below :

• Setup T&D Masters • Plan Budget Setting Link to Strategy Modes of Delivery • Analyze Need Analysis

Target Audience Analysis Task and Topics Analysis Outcome Expectations • Design

Learning Objectives - Technology Selection

Sequencing - Media Selection Delivery Strategy - Evaluation

Strategy

Budget Setting - Link to Strategy Modes of Delivery • Develop Content Development Domain-wise courseware Assessment by Manager • Implement Installation

Target Audience-wise activation monitoring

Managing Learners Activities Modes of Delivery

• Evaluate

Reaction : Internal and external

Basic configuration of Learning

Development system in HRMS deployed with following details completed and running successfully : • Plan • Analyze • Design • Develop • Implement • Evaluate • Administration

• Linkage with Performance System • Training Cost Summary – Project-wise • Training Cost – Function-wise

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Tender for HRMS & Payroll Processing Services 24 | P a g e Learning changes expected and

observed Results • Administration

Training History Maintenance Training Nominations and

Attendance

Training cost Recordings Training Support

Training Checklist

9. Employee Life Cycle Management System

The employee life cycle is a human resources model that identifies stages in employees’ Careers to help or guide their management and optimize associated processes. The life cycle activities include recruitment [Hiring], On-Boarding, Confirmation, Transfer, Promotion, Deputation and Separation.

Employee Life Cycle Management System Master setup, configuration and implementation will cover the following activities with expected deliverables as listed below :

Automation of the following activities in line with the

applicable policies and process : • Recruitment [Hiring - based on

Recruitment System] Add New Employees

Link – Map with roles and cost centers

Update reporting matrix • On-Boarding

Send Joining Kit – On-Line Collect and verify data Get scan copies of the

attachments

Store digital documents systematically

Track completion status Induction Kit roll out • Confirmation

Activate Appraisal Form

Get the form filled by employee Appraisal by the Managers Issue Confirmation Letter • Transfer

Employee Requested Transfer Business Requirement Transfer Approval from Function and HR Change in Role – Grade –

Designation

Change in Compensation & Benefits

Fully Configured Employee Life cycle Management system in HRMS deployed with following details completed and running successfully :

• Recruitment [Hiring - based on Recruitment System]

• On-Boarding

• Confirmation

• Transfer

• Annual Increment – Bonus – Promotion

• Depuration • Separation

• Action History Updation in current Employment

• Work flow based communication on each action

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Tender for HRMS & Payroll Processing Services 25 | P a g e • Annual Increment – Bonus – Promotion

Increment – Annual Appraisal based

Increment – Revision as per Govt. Rules

Bonus – Annual Appraisal based Bonus – Statutory based

Promotion – Annual Appraisal based

Promotion – Business Requirement based • Depuration

Based on Deputation Request – Approval

• Separation

Base on Activation of e-Separation

Approval of Resignation No Dues Collection On-Line Full and Final Settlements Issuance of Relieving Letter

10. Reimbursement Management [e-Pay] System

Reimbursement System automates end to end employee payment process as per the policy applicable. These reimbursement payments are CTC or employee benefits related and business related expenditures.

Reimbursement Management System Master setup, configuration and implementation will cover the following activities with expected deliverables as listed below :

• Setup Reimbursement Masters • Create Type of Reimbursements • Set Payment frequency

• Set Payment Limits as per eligibility • Linkage with Travel for Travel

Reimbursements

• Linkage with Payroll for CTC related reimbursements [LTA / Medical / Dress All. etc

• Linkage with Income Tax wherever applicable

• Select type of claim – fill up the details and submit

• Approval by the Managers as per matrix set

• Linkage with Bank Accounts

[Reimbursement A/c by default, if not available then SB A/c]

• Integration with Finance System for

Fully Configured Reimbursement System in HRMS deployed with following details completed and running successfully :

• Activate Reimbursement System • Submit Claim on-line for [as per

applicability]:

Medical Reimbursements Relocation Expenses

Leave Travel Assistance – LTA Fuel and Maintenance

Driver Allowance

Car Alternative Allowance Business Conveyance Dress Code Reimbursement Suitcase Allowance

Travel Reimbursements • Attach scan copy of the bills / proof

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Tender for HRMS & Payroll Processing Services 26 | P a g e Fast Payments and Accounting.

• Auto tracking of travel expenses spent by the Co., recovery from salary if not settled within the specified period as per the applicable policy.

• Prorated settlements with full and final for resigned employees.

• Manager’s approval

• 2 way mail communication on action based

• Auto settlement of un-settled salary related reimbursement along with March salary as taxable amount [if applicable].

• Activation of CTC related

reimbursements status with eligible – claimed so far – balance in ESS • Periodical Reports – Function /

Location / Grade / type of claim base

11. Travel Management System

Travel Management System automates the complete processes of Travel [Local Travel / Domestic Travel / International Travel] for Ticket Booking [Train / Air], Hotel Booking and Vehicle booking if applicable as per policy. Employees will be able to submit their travel requests on-line and approval by the managers on-line. On approval the requests will automatically be forwarded to the Travel Administrator or Travel Desk or Agency for bookings :

Travel Management System Master setup, configuration and implementation will cover the following activities with expected deliverables as listed below :

• Setup Travel Master

• Set Travel Rules and Eligibility as per Policy

• Set Grade-wise Limit as per policy • Submit Travel Request On-Line • View Status of the Existing Travel

Requests

• Travel Request Approval by Managers • Configure default locations as

applicable

• Submit Ticket booking Requests • Submit Accommodation booking

requests

• Submit Vehicle booking requests • View Travel History

• View Travel Dashboard with Pending – In Progress - Cancelled & Settled Status

Fully Configured Travel Management System in HRMS deployed with following details completed and running successfully :

Activation of Travel Module Set Travel Rules and Eligibility as per policy

Set Grade-wise limit as per policy Submit Travel Request for :

Ticket Booking – Train / Air Hotel / Guest House

Accommodation Car Booking

Combination of above 3 / all View status existing Travel Requests

• Travel Request Approval by Managers

• View Travel History

View Travel Dashboard with Pending – In Progress - Cancelled & Settled Status

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12. e-Separation – Exit Management System

Exit Management System automates the complete separation processes from resignation to settlements, Approval from Function and HR, Collecting No Dues clearance from applicable departments and issuance of relieving letters :

e-Separation - Exit Management System Master setup, configuration and implementation will cover the following activities with expected deliverables as listed below :

• e-Separation Master Setup • Set up Exit Policy Rules • Activate on-line Submission of

Resignation

• Auto forwarding of Separation FAQs • Acceptance / Rejection by Managers

and HR

• Activation of No Dues Clearance Form • Track the status of resignation

• Pro-rated calculation of Leave and other benefits

• Collection of Income Tax Proofs • Get Exit Feedback on-line • Full and final processing

• F&F Statement Sharing with employee • On confirmation – Process for payment • Collect future contact details with

personal e-mail

• Provide PF / SA settlements Forms if applicable

Fully Configured Exit Management System in HRMS deployed with following details completed and running successfully :

• Activation of e-Separation Module • Activate on-line Submission of

Resignation

• Auto forwarding of Separation FAQs • Acceptance / Rejection by Managers

and HR

• Activation of No Dues Clearance Form • Track the status of resignation

• Pro-rated calculation of Leave and benefits

• Collection of Income Tax Proofs • Get Exit Feedback on-line • Full and final processing

• F&F Statement Sharing with employee • On confirmation – Process for payment • Collect future contact details

• Provide PF / SA settlements Forms • Attrition Reports

13. Query Management System

Query Management System automates the end to end process for Query Resolution, starting form submission of queries, work flow intimation, assign resolution owner based on the query group and sub-group, maintain TAT for resolution, auto escalation if not closed, employee to close the query if satisfied with the resolution provided.

Query group ranging from Recruitment related, performance related, payroll related, training related, attendance related, leave related, annual increment related etc.. with group items in each group and resolution owners assigned based on the sub-group for each items.

Query Management System Master setup, configuration and implementation will cover the following activities with expected deliverables as listed below :

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• QMS Master Setup

• Create Query Groups and Sub-groups • Set up Query Resolution Owners • Setup Turn Around Time for each

sub-group

• Frequent mail alert on pending queries • Auto escalation of queries to higher

levels

• Alternate Query Resolution owner • Periodical Reports on queries and

Review

• Action Plan on Repeated queries

Fully Configured Query Management System in HRMS deployed with following details completed and running successfully :

• Activation of Query Management Module

• Create Query Groups and Sub-groups • Set up Query Resolution Owners • Setup Turn Around Time for each

sub-group

• Frequent mail alert on pending queries • Auto escalation of queries to higher

levels

• Alternate Query Resolution owner • Periodical Reports on queries and

Review

• Action Plan on Repeated queries • Graphical View of Query closed and

pending

• Query Group-wise periodical Dashboard

14. Manager’s Self Service - MSS

Manager’s Self Service enables the Managers to take action on the pending requests submitted by their sub-ordinates for various types of requests ranging from Attendance Regularization, Leave Applications, Travel Requests, Reimbursement Claims Requests, Manpower Requests, Performance System Requests, e-Separation Requests and Training Requests etc. available in a single screen. The system also allows them to view their sub-ordinates attendance & Leaves status, contact details and various MIS Reports.

Manager’s Self Service – MSS activation will cover the following activities with expected deliverables as listed below :

• Activation of the following Requests on MSS : Activate Attendance Regularization Leave Applications Travel Requests Reimbursement Claims Manpower Requests

Performance System Requests Training Requests

E-Separation Requests • Approval of Pending Requests by

Managers

• Work Flow based mail communication

Manager’s Self Service activated in HRMS with the following details completed and running successfully : • Activation of Manager’s Self Service

– MSS

• Activation of the following Requests on MSS : Activate Attendance Regularization Leave Applications Travel Requests Reimbursement Claims Manpower Requests

E-Separation Requests • Approval of Pending Requests by

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Tender for HRMS & Payroll Processing Services 29 | P a g e • View of sub-ordinates Attendance and

Leave

• View of sub-ordinates Performance Forms

• View of various MIS Reports

Managers

• Work Flow based mail communication • View of Sub-ordinates Attendance,

Leaves and Performance Appraisal forms

• View of various MIS Reports

15. Employee’s Self Service – ESS

Employees Self Service enables the Employees to access the various employee related information and submit various types of requests ranging from Attendance Regularization, Leave Applications, Travel Requests, Reimbursement Claims Requests, Manpower Requests, Performance System Requests, e-Separation Requests and Training Requests etc. available in a single screen. Employees will be able to view their Pay Slip, Income Tax Computation, YTD Pay Slip, CTC Sheet, Tax Declaration Form, Provident Fund Statement, Reimbursements and Benefits Status etc.

Employees Self Service – ESS activation will cover the following activities with expected deliverables as listed below :

• Activation of the following Requests on ESS : Activate Attendance Regularization Leave Applications Travel Requests Reimbursement Claims Manpower Requests

E-Separation Requests

• View of Pay Slip, Tax Computation and CTC

• View of Tax Declaration, PF Statement, Reimbursements and Benefits Status • Work Flow based mail communication

Employees Self Service activated in HRMS with the following details completed and running successfully : • Activation of ESS with following

Requests : Activate Attendance Regularization Leave Applications Travel Requests Reimbursement Claims Manpower Requests

E-Separation Requests

• View of Pay Slip, Tax Computation and CTC

• View of Tax Declaration, PF Statement, Reimbursements and Benefits Status

• Work Flow based mail communication

16. HR Analytics – Dashboard – MIS Reports

HR Analytics Reports will be activated with various types of reports on Employee Information, Attendance, Leave, Payroll, Recruitment, On-Boarding, Income Tax, Performance System, Training & Development, Reimbursement, Travel, QMS etc. A user defined tool will be enabled for taking various reports as per their choice of category and fields. In addition List View Reports, Summary Reports with Graphics and Analytical Reports will also be available on each module for better and apt information to help the management for timely decision making.

HR Analytics activation will cover the following information or reports with expected deliverables as listed below :

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• Activation of User Defined Report Tool for making various reports by the user as per the requirement

• Activation of List View Reports and Dashboards on the following modules :

Employee Information Attendance and Leave Payroll and Income Tax Recruitment and On-Boarding Performance Appraisal System Training and Development Reimbursement System Travel System

Query Management System Exit Management System • Activation HR Analytics with Graphics • Periodical Cost-wise Reports on

Payroll Cost, function – grade – location-wise

• Periodical Cost Comparison Report

HR Analytics module activated in HRMS with the following details completed and running successfully : • Activation of User Defined Report Tool • Activation of List View Reports and

Dashboards on the following modules : Employee Information

Attendance and Leave Payroll and Income Tax Recruitment and On-Boarding Performance Appraisal System Training and Development Reimbursement System Travel System

Query Management System Exit Management System • Activation HR Analytics with Graphics • Periodical Cost-wise Reports on

Payroll Cost, function – grade – location-wise

• Periodical Cost Comparison Report

17. HR Budgets – Cost Monitoring – Analysis

HR Budget is prepared every year for strong control on the cost and review periodically to ensure all actual expenditures are happening within the budget. Frequent review and action plan if required needs to be taken to ensure that all expenditure are happening as per the estimated budgets. HR Budget will cover Manpower Cost, Expected Manpower Increase cost, Off-Roll Staff cost, Recruitment Expenditure, Job Sites Subscription cost, Employee Benefits Cost, Medical Benefit Renewal Cost, Travel Expenditures, Term Life – GPA – Mediclaim Insurance Cost current and expected, Systems and application cost if any, HR Events cost [Sports events, Town Halls, Leadership programs, HR Meets etc.] Training & Development Cost, On-Boarding Cost, Books and Periodical cost, Club Memberships cost, Vendors Payments for Compliance, PF, ESIC, Payroll, PT etc. HR budget should be in line with the approved business plan.

HR Budgets – Cost Monitoring – Analysis module implementation will cover the following information or reports with expected deliverables as listed below :

TENDER FOR HRMS & PAYROLL PROCESSING SERVICES FOR GOODS AND SERVICES TAX NETWORK (GSTN)

TENDER FOR

HRMS & PAYROLL PROCESSING SERVICES

FOR

GOODS AND SERVICES TAX NETWORK (GSTN)

Table of contents

SECTION – I

NOTICE INVITING TENDER (NIT)

Key Details

SECTION – II:

Instructions to Bidders

SECTION - III

GENERAL INSTRUCTIONS TO BIDDERS

Section – III

Scope of Services