9th April. 2019

HRMates HRMS

CORE HRLOGINInbuilt credentials management or Active Directory, Google integration or a combination, Work on behalf using Login As

TERMS OF EMPLOYMENTSetup terms for employee as per Department, Get documents uploaded by employee against the terms of employment

DASHBOARDGreetings, Notifications, Holidays, Leave Summary, Projects, Help Desk Request, KRA/KPI

About HRMates HRMS

CORE HREMPLOYEE CATEGORIESPermanent, Contract, Consultant, Casual, Intern, Freelancer, Expat

EMPLOYEE PROFILEPersonal and Contact Info, Present Address History, Official Accommodation Records, Family, Academics, Past Employment, Certifications, Training, Control Employee Editing, Approval Workflow for certifications etc.

EMPLOYEE LIFE CYCLEJoining to Exit Stages, Notice Period, Reference Checks, On-boarding Workflow, Departments, Designations, Locations, Transfers, Letters, Responsibility Management, Employee Document Management, Disciplinary Actions, Separation Workflow for Resignation Termination Retirement Abandonment and Bereavement

About HRMates HRMS

CORE HREMPLOYEE LEAVE MANAGEMENTRule based configuration of entitlements, Leave Period, Entitlements, Expiring Entitlements, Leave Summary, Carry Forwards, Rule based Days calculation, Holiday Calendars, Leave Approval Workflow, Leave Cancellation Workflow, Responsibility Delegation, Team Leave, Leave Encashment with approval process, Leave Adjustments, Compensatory Leave, Short Leave

SHIFT MANAGEMENTShift Master data allows default timings, week off and Special Timings, Default Shift for Company and Locations, Assign Shift to Employees, Create Monthly Rosters, Approval Workflow, Shift Exchange under Approval , Adhoc Shift Changes, Attendance linked to Shift Timings and Weekly Offs, Break Time

ATTENDANCE MANAGEMENTAttendance Integrated with Leave and Holidays, Attendance from Biometric, Mobile, Web Checkin, Manual or Upload, Mobile Based Attendance and Tracking, Attendance Regularization Workflow, Overtime calculation with optional prior or post approval , See at work Team Members, Missing Attendance Notification to Employee and HR, Adhoc Shift Timing and Holiday, Attendance Check for Salary Generation, Short Attendance Leave Policy and Workflow, Rule based Employee Grouping for Distributed Management, Alerts for Employees Missing in Bio-metric Machine or Punches not received.

About HRMates HRMS

CORE HRTRAVEL DESKCreate Trip by Employee or Admin, Trip Approval Process, Ticketing Process, Advance Payment Process, Ticket Cancellation Process, Trip Cancellation Process, Trip Expenses, Trip Expense Approval Process, Final Settlement, Travel Expense Ledger

EMPLOYEE ASSET MANAGEMENTCreate Asset Types, Add Assets, Issue, Return, Retire, Adjust Asset loss from Employee Salary

HELP DESKCreate Help Desks and Admins. Employees raise Requests, Discussion Control for Employee and Admin to discuss about the request. Help Desk Admin Panel

ORGANISATIONAL STRUCTUREUp to 10 Levels Hierarchy, Org Chart, Use Org Structure in Workflows

WORKFLOWSLeave Approval, Attendance Regularization, Roster, Performance Management, Training, Employee Probation PIP Resignation Exit, Hiring, Help Desk, Employee Data Upload, Expense Approval, Timesheet Approval, Employee Asset Management

About HRMates HRMS

CORE HREMAIL EMPLOYEESSelect Employees based on Department Location etc. Send email to selected employees.

SECURITY, AUDITSecure Access using https, Features to prevent malicious use. Permission Based Access, Audit Record for all Actions performed on System

HR ANALYTICSHead Count, Demographics, Attrition Analysis

REPORTINGStandard Informative Reports, Custom Reports, User Input to filter Report Data, MIS Reports

About HRMates HRMS

PAYROLLPROCESSINGGenerate Payroll or Upload generated Payroll, Approval Workflow, Part Salary, Split Salary, Delay, Upload Components, Fully Customizable Payroll architecture, Ready Templates for India, Malaysia, Sri Lanka and other countries, Statutory Compliance's, Advances, Variable Pay with Incentive Calculations, Tax Declaration form with Approvals and Stages, Reimbursements with Approval Workflow, Reimbursements carry forward, Ad-hoc Reimbursements, Salary Slips, Rule based Employee Grouping for Distributed Management

CONTRACT EMPLOYEE INVOICINGGenerate and Distribute Invoices to be submitted by Contract Employees. Invoice based on Salary Master and days worked.

TAX DECLARATIONTax Declaration form Auto Generated when Employee Crosses taxation Limit during financial year, Approval Process, During Year Employee can update the form, Second Level Compliance Process 2 months before end of Financial Year

LOAN APPLICATIONSelf Service Portal for Employees to Apply for Loan, System Validation of Loan Eligibility, Loan Approval Process, Bank Loan Payment on behalf of Employee

About HRMates HRMS

TALENT MANAGEMENTEMPLOYEE PERFORMANCE MANAGEMENTTemplate based Setup allowing Multiple PMS Workflows, Goals, Cascading Goals, Review Cycles and final Appraisal, Areas, KRAs, KPIs, Custom Columns, Calculators, Get Data from Attendance Employee Data etc. Guidelines, Achievements, Strengths, Areas of Improvement, Major Contributions, Create Performance Improvement Plan for non-performers, Create Performance Potential Matrix and Talent Review Form, Easy Monitoring.

EMPLOYEE DATA MANAGEMENTUpload and Share Data with employees related to sales, production etc., Setup Scheduled Data upload, Setup up Employee View of Data, Use Data in Payroll, PMS etc.

TRAININGTraining Need Identification, TNI Workflow, Scheduling, Pre Post Test, Learning Index, Feedback, Effectiveness Index, Training Material Repository

About HRMates HRMS

Projects and Timesheets

PROJECT MANAGEMENT & TIME SHEETSCreate Projects, Tasks and link to Clients, Assign Tasks to Employee Groups, Set Expected Hours, Employees Log Actual Hours, Close Tasks and Projects, Client wise reports

About HRMates HRMS

BUDGETING AND VACANCIESBUDGETINGCreate and Approve annual Budgets Unit and Designation wise, Budget Change Process during year

VACANCIES MANAGEMENTCreate and Approve Vacancies within the Budget during year, Maintain Job Description with Skills required, Publish Vacancies to website, Publish for Employee Referral, Create Candidate Evaluation Form and Workflow, Customize Candidate Application Form

About HRMates HRMS

HIRINGHIRING MANAGEMENTMaintain Candidate Database, Upload Resumes, Process Candidate as per Vacancy Evaluation Form, Identify Duplicate Resumes, Maintain Interview Questionnaire, Letter of Intent, Offer letter, Joining Process and Reference Check, Search PDF

TEST MANAGEMENTMaintain Subject wise Question Bank, Create Online Tests with number of questions and time allowed, Download Test Paper as PDF and enter marks obtained manually

About HRMates HRMS

EMPLOYEE ENGAGEMENTGREETINGSAutomated Personal Birthday & Anniversary Greetings, Holiday Greetings, Joining, Farewell Greetings, Send Personal Messages

ANNOUNCEMENTSCompany Announcements with image or videos

SURVEYSAnonymous Surveys, Normal Surveys

REWARDS and RECOGNITIONReward Programs, Points, Calculator to Convert to Monetary Value, Auto Calculation from other modules like Suggestions Portal, Star Officer, Well Done, Voluntarism, MP Sheet, CAPA Employee Data Etc.,

About HRMates HRMS

EMPLOYEE ENGAGEMENTSUGGESTION PORTALSuggestion entry and Approval Workflow, Use suggestions data in Rewards and Recognition, Kaizen Workflow

MAINTENANCE PREVENTIONMP Sheet Submission, Approval

KNOWLEDGE MANAGEMENT PORTALCentral Portal for capturing Knowledge Related to Work. Submission of Knowledge Piece by Employees and Approval. Use of Submission in Reward and Recognition Program.

CORRECTIVE AND PREVENTIVE ACTIONSCentral Portal for capturing Corrective and Preventive. Submission of CAPA by Employees and Approval.

About HRMates HRMS

EMPLOYEE ENGAGEMENTPOLICY MANUALSShare all Policy Manual of the Organization

DOCUMENT SHARINGShare Commonly used templates and documents with group of employees

REMINDERSDaily Reminder for Pending Tasks

About HRMates HRMS

INDUSTRY SPECIFIC FEATURES

MANUFACTURINGLine Balancing, Employee Data, Roster Management, R&R, MP Sheet, Suggestion Portal, CAPA

RETAILEmployee Data, Mobile Attendance, Expense Management

HOSPITALSRoster Management, R&R , Suggestion Portal , CAPA

IT ServicesTime Sheets

About HRMates HRMS

Dashboard

Dashboard

- Leave Authorization Requests- Leave Cancellation Requests- Regularization Request- Timesheet Approval- Roster Approval- Shift Exchange Approval- Certification Approval- Passport Visa Expiry- Profile Change Requests- Contract Expiry- Probation Completion- Employee Resignation Acceptance- Employee Exit Clearance- Employee Exit Feedback

Over 30 notifications will be generated through HRMS for information and actions that need to be performed by employees as follows:

- Travel- Salary Approval- Reference Check- Asset Acknowledgement- Missing Attendance- Extra Attendance- Goal Setting Approval- Appraisal Completion- Training Need Identification - Training Approval- Training Participation Requests- Training Feedback

NOTE: Notifications are received by employees as configured based on the company policies.

- Surveys- Knowledge Portal Approval- CAPA Approval- MP Sheet Approval- Star Officer Approval- Well Done Approval

My Profile

• Personal Information

• Identity Details

• Family Details

• Employee Contact – Present Address– Permanent Address– Emergency Contact

• Employee Academics

• Employee Career– Past Employments

• Employee Skills– Skills– Languages– Certifications

• Custom Employee Fields– Company Accommodation– Domicile– Social Category– And more

My Employment

• Basic Information• Employee Status• Employee Category• Account Numbers• Designation• Department• Shifts• Location• Grades• Career Bands• Disciplinary Actions• Reporting• HR Coordinators• Assets• Org Structure• Costing Company

My Attendance

• Attendance Received From– Bio Metric– Mobile App– Manual– Web Checkin– Custom Interface to other System

• Process Driven Regularization

My Leave

• Leave Policy Configuration• Process Driven Leave Approvals• Holiday List• Team Leave• Auto Leave from Attendance

My Salary

• Configurable Components• CTC• Salary• Loans• Tax Declarations

My Team

• Shows your – Team members– Their presence– Their profile, Leave planner and

Attendance.

• The Color Code indicates as– On Duty

– Attendance not Monitored or Out of Shift

– Absent

My Travel

• Create Travel Request• Request Advance• Add Travel Plan• Approval Process for Travel Plan and Advance

– Based on Travel Purpose and Number of Days• Accountant Processes Advance• Travel Admin Processes Bookings• Employee Adds Expenses

– Travel Expenses– Incidental Expenses– Sundry Expenses– Boarding Lodging Expenses– Conveyance Expenses

• Employee Submits the Sheet for Approval• Expense Approval Workflow, Approver can change the

Claim• Final Settlement done by Accountant and Sheet Closes• Cancellation of Entire Trip or Individual Booking kicks off

Booking Cancellation Process

My Evaluation

• Evaluations done my me• Self PMS• Manager PMS• HOD PMS• Probation Evaluation

Knowledge Management

• Index by Community• My Topics• Search• Best Practices

• Social

Suggestion

• Make Suggestion– By Employees– By Vendors

• Approval Process• Connected to R&R• Kaizen Workflow

CAPA

• Create and Submit Sheet• Approval Process• Connected to R&R

MP Sheet

• Create and Submit Sheet• Approval Process• Connected to R&R

Documents

• Company Documents Repository

• Folders and Sub Folders• Can Publish to

– Associates– Officers

My Helpdesk

• Category• Sub Category• Auto Escalation

My Timesheet

Structure• Clients

– Projects• Tasks

– Employees– Expected Hours

• Project Manager• Project Code

Operation• HRMates Automatically Creates Weekly

Timesheet for all employees involved in tasks.

• Employees add Hours and remarks for each task on daily basis and mark task completed when done.

• Employee submits the time sheet for approval.

Management• Reports• Over and under hours• Multiple Approvals• Auto Escalation• Reminder Emails

Performance Management

PMS consists of 3 Phases• Multiple Templates mapped to

– Officers– Associates

• Manage and Monitor all Aspects of PMS

Performance Management

PMS consists of 03 Phases• Goal Setting Phase

– Finance– Customer– IBP– Learning & Growth– Safety Excellence

• Continuous Phase– Additional Assignments– Strengths– Areas of Improvement– Self Improvement Initiatives

• Final Appraisal– Auto Ratings Calculation

• Talent Review

Reward and Recognition

• Configurable system to map reward points to Employee Actions

– Suggestions & Kaizen

– Knowledge Submission

– CAPA Submission

– MP Sheet Submission

– Star Officer

– Well Done

– Volunteerism

– Others

• Publish Top Performers• See Team Rewards

Volunteerism Management

• Manager Volunteer Work done by Employees

• Use this data in Rewards and Recognition

Training Management

• Allows the organization to identify training requirements

• Schedule trainings through Training Calendar

• Collect feedback

Employee Letters

• HRMS will generate employee letters as per the configured templates

• Allow to print letters

Surveys

• Create SurveysAnonymous or Open

• Automatic Reminder Emails• Survey Result

Org Structure

• Provide graphical view of Org Structure

– Departments– Sections

• Employee Count• Unit Heads• Multiple Companies

Reporting Chart

• Provide graphical view with print option

• Can see Employee Profile and Employment

Analytics

Head CountsBy DepartmentBy LocationBy Years of Service

DemographicsBy GenderBy Age

Attrition AnalysisBy GradeReasons for LeavingSeparating Employees

Mobile App

Native App for Attendance Geo Fenced with Regularization for punch outside fenceMap shows the punch location

Mobile Web

• At present around 35% Employees use HRMates from Mobile Web

• HRMates has responsive design• Employees can manage Leaves

Attendance easily from Mobile

Mobile Web …

• Leave page on Mobile• Attendance Page on Mobile

www.hrmates.comdemo.hrmates.com

For more info: sales@sysmates.com

2nd Floor, Vatika Business Center, M G Road, Gurgaon 122002, Haryana, India

Thank you!