www.ramco.com |

Ramco BPOHR & Payroll Outsourcing Services

Prepared By: K A Vishwanathan

Designation: Vice President, BPO

Date: 16th October 2012

Location: Chennai

www.ramco.com |

We Are

2

1st ERP Product

Companyin APAC and

India1800+Worldwide Employees

20+Years of

R&D Experience

1Billion+ USD

Ramco Group

Company

1000+Customers

17offices across

US, Canada Europe,

APAC, India, Middle East &

Africa

Customers across

35Countries

150000+Users

www.ramco.com |

3

Global Reach

Abbotsford

Vancouver

Portland

CalgaryMinneapolis

Denver

Chicago

Indianapolis

San Salvador

Lafayette

DallasWest Plains

TorontoOttawa

New Jersey

Corporate Headquarters

Sales, Implementation & Support Office

Sales & Implementation Office

Customer Location

Monterrey

Memphis

France

Australia

New ZealandUAE

Mumbai

Kolkata

Delhi

Pune

Bangalore

Chennai

IndonesiaSingapore

South Korea

Malaysia

Philippines

Hong Kong

Taiwan

China

UK

Switzerland

Germany

Sudan

Jordan

South Africa

Oman

Bahrain

Yemen

Lithuania

Netherlands

Saudi Arabia

Thailand

Israel

Qatar

Kuwait

Melbourne

www.ramco.com |

4

2012

SEI CMMI Level 5 Certified Company *

ISO 9001:2008 Certified Company

BPO unit – SAS 70 Type II Audited

Certified for ISO 27001:2005 information security standards

Ernst & Young Certified for conformance to Swiss and German accounting standards

Recipient of SPIN Award for Best Processes

Awarded for Operational Excellence & Quality in BPO at 2nd Asia’s Best Employer Brand Awards

Awarded for BPO Organization of the Year at 3rd Asia’s Best Employer Brand Awards

Awarded for Operational Excellence & Quality at BPO Excellence Awards 2010-2011

Excellence Driven

www.ramco.com |

5

Flexi benefit plan (FBP) has to be introduced across all employees. This is turning out to be a real operational

nightmare .

Aren’t constant policy / statutory changesleaving your payroll processes in a tangle and affect employee

satisfaction?

www.ramco.com |

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Government statutory reporting has to be automated and I need to

get this done within this month.

www.ramco.com |

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The organization has acquired a new company and standardizing the employee payroll policies in the

acquired company is going to be a challenging task.

www.ramco.com |

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Then why go through the hassle of constant payroll challenges when you can invest that

time and energy in your core business?

Leave your payroll process to the experts. RAMCO BPO has the solution for you

www.ramco.com |

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Managed Payroll Services

Payroll Processing

Full & Final Settlement

Income Tax Country Specific Statutory Compliance & Filing

Reimbursement Processing

Query Resolution Onsite Help Desk Value Added Services

www.ramco.com |

Managed HR Services – onsite / offshore On-boarding

• New Hire documentation• Post acceptance & Post Hire – BG, Insurance, Statutory forms

Data Management• Creation & maintenance of Personnel files (Hard & Soft copies)• Update personnel file based on family, educational and Previous

employment, promotions, transfers, etc.,

MIS Reporting • Monthly, Quarterly and Annually

Time & Attendance and Leave Management• Leave administration, leave rule updation with Workflow

Co-ordination with Payroll Vendor• Collating and providing Payroll Inputs and voucher claims to payroll

vendors

Separation• Notifications & Documentation• Liaison with Payroll Vendor & Complete Exit Formalities

Helpdesk• Manage Employee Queries• Email, Web and Phone Queries

www.ramco.com |

Statutory Compliance

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India Singapore Malaysia Thailand Indonesia UAE Sudan

Oman Kuwait Qatar South Africa Bahrain Saudi Arabia Egypt

Available Countries

US UK Australia Philippines Taiwan Vietnam Hong Kong

www.ramco.com |

Statutory Compliance

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In Roadmap

• US Benefits (OSHA Leg)

• Canada

• Japan

• South Korea

• Myanmar

• New Papua Guinea

• Bangladesh

• France

• Mexico

• China

www.ramco.com |

ESS & SPOC Inputs

Input Vouching/ Confirmation

Internal Team, Quality & Compliance Checks

Release of First Cut Registers

Payroll Readiness Checks

Payroll Processing

Corrections

Publish Pay Slips

Release of Final cut Registers

Corrections

Automated Inputs

Pre cutoff

Post cutoff

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Payroll Process Flow

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CLIENT SYSTEM

FTP SERVER

AUTOMATED DATA EXTRACTION & ENCRYPTION

AUTOMATED DECRYPTION, DATA

EXTRACTION & UPLOAD

RAMCO DATABASE SERVER

CENTRAL COMMUNICATION PORTAL

RAMCO HR APPLICATION

ERROR LOGS

REVERSE FEED

PAYROLL SPOC

EMPLOYEE

Input Automation

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www.ramco.com |

Highlights of Automated Input Process

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• Completely automated inputs without any manual intervention• Encrypted files automatically downloaded and decrypted• Common feeds split by entity and type of input and errors also catalogued accordingly• Feed for new hires / resignations / transfers / salary revisions

• Run on scheduled periods every month• Reverse feed and error log placed automatically in communication portal• Successful upload reflects in reverse feed• Automated emails to Ramco Team and Client SPOC • Analytics on reconciliation between the parent system and the reverse feed

• Feed for login creation and role mapping• Run everyday• Error log placed automatically in communication portal• Automated emails to Ramco Team, Client SPOC and Employee

www.ramco.com |

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• Reports are uploaded in the Communication Portal by the respective team leaders• Only authorized personnel have access to the portal and the respective folders and sub

folders• Organization of the folders will be by Financial Year and Month• When new users arrive ,access should be requested from Ramco through established

workflow processes

• Formatted reports – As per client’s requirement• Reports exportable to pxdf / word / excel formats• Support for all payroll statutory reports• Reports launched over web for Employee• Password protection for payslips / IT working sheets can be provided• Emailing of reports (if required)

Communication Portal

Reports

www.ramco.com |

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FBP declarationReimbursement claimsInvestment declarations & proof submissionsEmployee Information details (Personal, Contact , Family and Qualification Information)View / Download

• Pay slips• IT computation worksheets / F-16• Increment / Promotion letters• Address proof letters• Salary letters

ESS Payroll Facilities

Portal Outlook can be changedLogin to Portal can be through Single Sign OnAdministrator can add information on a day-to-day basisAll policy documents can be put in as references here for employeesPolls can be organizedStatic forms can be downloadedPre-formatted letters can be downloaded by employee

• Address Proof Letter• Experience Letter• Last Drawn Salary Letter• Increment Letter• Leave details• Reimbursement details

ESS Portal Highlights

www.ramco.com |

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Leave Management

Employee Schedule

Leave Adjustment

Leave Regularization

Leave Encashment

Payroll

Entitlement

Carry Over

Leave BalanceLeave Type

EMPLOYEE ANNIVERSARY BASED

CALENDARBASED

EmployeeSelf Service

LeaveApplication

LeaveAuthorization

Cancellation

Quick Leave

www.ramco.com |

ATTENDANCE ENTRY

SCHEDULE

SHIFTDEFINITIONS

HOLIDAYDEFINITIONS

EMPLOYEE

LEAVE / ON DUTY / TRAVEL / TRAINING

EMPLOYEE TIME

SCHEDULING

PLANNED AD HOC

SHIFT DEVIATION (INDIVIDUAL / BULK)

TIME DEVIATION (INDIVIDUAL / BULK)

UNSCHEDULED HOLIDAYS / WORKING DAYS

EMPLOYEE REPLACEMENTS

ATTENDANCE PROCESSING

TIME CLOCK

PAYROLL

OVERTIME / LOP PROCESSING

PAYROLL

INTERFACE TO ATTENDANCE

REPORTING SYSTEM OR MANUAL ENTRY

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Attendance Management

www.ramco.com |

Payroll

Cash /Bank

CARRY FORWARD

LAPSE ENCASH

Payment Mode

Finance

Payroll

BALANCE PROCESSING

Eligibility Limit Sanction (%)Quantity / Amount

Payment Mode

Executive

Medical

Foreign Travel

Conveyance

DEFINITION

EMPLOYEE DEPENDENT

RULESAPPLY ONLINE

CLAIMS

EMPLOYEE / DEPENDENT ELIGIBILITY

BULK ELIGIBILITY

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Reimbursement

Workflow

www.ramco.com |

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Support Overview

• Web• Email• Phone Support

• Tracking• Escalation • Follow up & Closure • Management Reporting

Channels Support Process

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APEX

REVIEW

MONTHLY REVIEW BY HEAD BPO WITH OPERATIONS

MANAGER

MONTHLY REVIEW WITH TEAMS BY OPERATIONS MANAGER

REVIEW OF:

PROCESS ADHERENCE BY INTERNAL QUALITY

RECONCILIATION DONE FOR OUTPUTS

PROCESS COMPLIANCE BY INTERNAL QUALITY AUDIT

VALIDATION OF OUTPUTS BY

INTERNAL TEAM LEADER

QUALITY CHECKING

STATUTORY COMPLIANCE

MONITORING PROCESS

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Quality Management

www.ramco.com |

Technology and Infrastructure – Overview

• Certification ISO 27001• SAS 70 Type II• Established/documented

processes• Audits (internal & external)

• World-wide offices• 1700+ Ramco users• 1600+ desktops/laptops• 300+ thin clients• 300+ servers (750+ VMs)

• 5000 sq ft Tier2 + DC • 300+ servers, 750+ virtual

servers, SAN• In-house development &

Production environment• State of the art network

enhancements• Redundant power, generator,

cooling• Multiple internet connectivity

(multi ISP)• High availability, load balanced,

hot spares• Multiple automatic failover links

• Internal & external support teams

• Multi location support• 24x7 NOC (internal & external

monitoring)• Support as per SLA

(uptime/downtime)• 24x7 monitoring

Users

Infra

stru

ctur

e

IS Te

am

Quality

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www.ramco.com |

Transition Methodology

Assessment Transition Execution Steady State

Project Kick-off

Client and Ramco Project Teams

Formation

Project Scoping

Requirements Definition

Process Mapping

Create Technology Infrastructure

Test and Migrate Processes

Train & Deploy Resources

Data Migration

Define SLAs

Phase-out processes performed by Client

Full Scale Rollout

Management Reporting

Manage the processes in Steady-State

SLA Improvement Strategy

Process Change Management

Business Continuity and Disaster Recovery Plans

www.ramco.com |

• Equivalent to Level II Data Centre owned by RAMCO

• 24 X 7 Monitoring with well defined SLA• Strong BCP & DRP in place• Highly redundant at every Asset Level• Well defined ISMS Policies• Flexible to host the application with

Partners like Amazon , Rackspace

INFRASTRUCTURE• Ramco’s HCM Product covering 48

Countries• Ramco VirtualWorks, a collaborative

solution innovation platform• Ramco Enterprise Series on the cloud• Ramco DecisionWorks, a web

architected business intelligence Solution

PRODUCTS

• ISO 9001:2008• ISO 27001• ISAE 3402 (SAS 70 Type II)

PROCESS

• Higher customer/employee satisfaction scores

• Better Talent Management• Innovative people practices• Low attrition

PEOPLE

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IP3

IP3 Framework – Completely owned by RAMCO – Flexibility to Switch Delivery models (Cloud - Services - License)

Ramco USP - IP3 Framework

www.ramco.com |

ASP PRIVATE CLOUD

MANAGED PAYROLL

ASP SHARED CLOUD

ON PREMISEWITH PROCESS

OUTSOURCING

ON-PREMISE

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Flexible Deployment Model

www.ramco.com |

www.ramco.com

Internal Outsourcing

Supervision

Validation

Training

Back up infrastructure

Storage requirements

Communication expenses

Query Management

Consumables

Software version changes

Technology up gradation

Transportation

Stationery

Power Bills

Facilities

Investment - software

Investment - hardware

People Resources

Tim

e an

d

Res

ou

rces

Benefits of Outsourcing

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INDIA

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Wall of Fame (Partial List)

www.ramco.com |

Thank you

www.ramco.com