flexi ele hrms(hr_recruitment_learning_talent_payroll_exit_manymore)_2015

FlexiEle Consulting Services [FlexiEle]. Confidential and Proprietary

FlexiEle Consulting Services Pvt Ltd, No. 2315/27A, Rajiv Nagar, Gurgaon. Phone: 9650337705 .

www.flexiele.com Find us on LinkedIn, facebook and twitter

FlexiEle Consulting Services Pvt. Ltd.


Table of Contents

INTRODUCTION .............................................................................................................................................................. 3

Major modules in the FlexiEle system and features ........................................................................................ 5

Employee Self Service [ESS] ................................................................................................................................... 7

Manager Self Service [MSS].................................................................................................................................... 9

CORE HR ......................................................................................................................................................................... 10

RECRUITMENT MANAGEMENT ............................................................................................................................ 11

LEAVE MANAGEMENT ............................................................................................................................................. 14

ATTENDANCE MANAGEMENT .............................................................................................................................. 15

PAYROLL MODULE ..................................................................................................................................................... 16

LEARNING MANAGEMENT ....................................................................................................................................... 18

TALENT MANAGEMENT ............................................................................................................................................ 23

SURVEY MANAGEMENT .......................................................................................................................................... 26

EXIT MANAGEMENT ................................................................................................................................................. 26

MOBILE SOLUTIONS ................................................................................................................................................. 26

BUSINESS INTELLIGENCE ........................................................................................................................................ 28

SUPPORTING MODULES FOR HR PROCESSES.................................................................................................... 30

PRODUCT DETAILS (TECHNICAL) ............................................................................................................................ 31

Backup and Recovery .............................................................................................................................................. 33

Office Locations ........................................................................................................................................................... 33

Some of our clients ..................................................................................................................................................... 33

Case Study...................................................................................................................................................................... 34


INTRODUCTION

FlexiEle is a software development company founded with more than 15 years of experience in ERP

solutions. It’s conceptualized with the vision to provide a giant ERP application to cater the growing

business needs around the globe with most customizable solutions to ever changing customer needs.

Hence the name FlexiEle is derived from Flexible Elephant, ERP as giant as an Elephant yet FLEXIBLE to

customer’s every specific requirement.

That’s why our cloud-based SaaS (Software as a Service) solution has been designed from the

ground up with exceptional flexibility to adapt to your business. FlexiEle works around-the-clock

without any IT infrastructure and maintenance costs to you. In business, when the only constant is

change, FlexiEle has the power to adapt to the challenges your organization faces as they

happen.

At FlexiEle, we utilizes reality-based Know-how that helps the companies capitalize on the power of

their people, lower their costs and focus on what they do best. Time being the scarcest and non-

renewable resource we bring to you products that not only help you bank on time but also amass more

ROI in ways more than one.

The FlexiEle HR ERP system meets the management needs of CLIENT by providing a single unified view

of all employee related data across the organization.

FlexiEle will lower your costs using your existing technology better and dramatically increase the

efficiency of your HR department. At a time when more and more companies are realizing the benefits

of cloud-based SaaS applications, FlexiEle gives your HR and payroll functions the power and, most

importantly, the flexibility to perform better than ever before.

The system needs to be robust enough to accommodate the unique needs of the entire organization,

while matching and improving existing business rules. In addition, the system needs to be flexible with

accommodating dynamics of change that may be presented by your organization in the future.

Some Key Points:

FlexiEle HR suit is most flexible ERP with latest technology to support complete Hire to Retire process

automation needs of any organization. Although it’s a SaaS solution but our System Architecture allows

configuring the system as per the client’s requirement.

FlexiEle solutions can be implemented for very large enterprises having multiple Business Groups, each

Business Groups can have multiple Legal Entities.


Theme – Application look can be configured as per client’s requirement like showing pages in a

particular color.

Flexible Landing Page – Can configure landing page as per client’s requirement

Add as many custom defined fields

Can make any fields Mandatory or Non-Mandatory as per the business requirement

Can re-order the fields

Can show / hide or make editable / non-editable any field as per the data access rules

Can restrict data access to their employees the way they want. Eg Data access can be

controlled by Legal Entity, Location, Department, Cost Center, Band, Payroll Group wise or any

other conditions as per their requirement.

Supports multiple legal entities, global deployment of the workforces, transfers between legal

entities

FlexiEle application is multi-lingual and multi-currency.

System available in all major languages of the world with their local legislative rules. Meaning,

if an enterprise has branches in India and in Middle East, then user can use the system in

English and in Arabic Languages with local legislative rules.

Mobile accessibility – Employee data, search, Attendance marking & approval, Leave calendar,

application and approval, Training calendar, enrolment for course, nomination, approvals,

participants attendance update, payroll – salary slips, reimbursements, investments etc

Available for Android, iOS and Windows phones


MAJOR MODULES IN THE FLEXIELE SYSTEM AND FEATURES

EMPLOYEE DASHBOARD / PORTAL

FlexiEle offers very interactive plat form as its Dashboard for ESS users. Besides ESS dashboard, every

module in it has its own customizable dashboard for its users. Some of its features are as below-

For Organization;

Theme – appearance of this dashboard can be configured as per client’s requirement like

showing pages in a particular color.

All fields and blocks are customizable and configurable.

Organization can use this platform to share leadership updates/ Blogs to communicate with its

employees


This space can be used to advertize any project/ programs or upcoming events with flashy

banner etc. Ideal place to showcase company’s achievements

This space can also be used to broadcast some urgent message with flashing alerts

It allows administrators to switch as user to access any profile without logging out and login

again as required user. It also allows administrator to switch back to original login by click of a

button.

Administrators can navigate to all other HR modules for complete HIRE to RETIRE processes

like – recruitment, on boarding, training or learning, competency mapping, performance

appraisal, compensation, and full and final settlement for Exit process.

Can show coming birthdays/ anniversaries of employees

For Employees;

Allows to search other employees basic information, contact details, hierarchy etc (as per

policy of organization).

Allows Google/Bing etc search directly from the page

Allows employees to check on their action items alerts like – approval requests and status. It

also allows managers to take action on approval requests directly from the dashboard itself.

Employees can mark their attendance, track and apply leave from dashboard itself

Employees can down load documents like – salary slips, pre saved personal docs etc.

Employees can navigate to all important modules like- Training/ learning, Talent management,

Performance management.

Employees can log helpdesk ticket and track it through dashboard.

Employees can use birthday and anniversary information

Live chat with video within organization


Employee Self Service [ESS]

FE Employee Self Service [ESS] enable employees to access the system as defined by the organization. It

not only allows employees to access the operational systems like – Attendance, Leave, Payroll etc, also,

allows them to manage some of the information. This saves lot of productive time for HR team by

reducing the requests for frequent personal information changes like – updating personal e mail, phone

no, address etc.

Manage Personal Information

Employee can access the personal information updated in the system and can manage some of the information as defined by HR Policies of the organization.

They can update some personal information as defined by HR of the Organization, such as Address,

Personal e mail, Personal Phone No etc.

Employee can also upload their picture in the system.

Document submission

Employee can scan and upload document. These could be legal docs like – PAN card, Id proof, residence proof or educational documents. This would help HR in maintaining the soft copy of such critical information as well.

Recruitment process and tasks

Employees can access any tasks related to hiring of an employee’s – like interview feedback etc through

ESS for hiring process


On-Boarding and Learning Programs

FlexiEle Learning Management Module allows auto assignment of induction or orientation program as

per the career level, role, department or domain with pre defined set of online, class room or blended

learning courses with time lines.

Induction program can also be configured for employees by HR/Learning or Training team or

employee itself as per the company processes.

Employee can access and track own induction program.

Learning repository and calendar can be accessed through ESS.

Employee can create own learning plan and keep track of own learning plan and history.

Talent Management

Competency mapping tool allows employees to update their competency.

Employees can set their goals and objective for coming performance appraisal.

ESS is used for performance appraisal process by employees

Post appraisal, employees can create Individual growth plan

Performance appraisal history can be accessed any time from ESS

Access Payroll Information

Employee can

Download Payslips/tax slips

Book Reimbursement for –

o Books & Periodicals

o Helper Salary

o Driver Salary

o Car Hire

o Car Lease

o Car Maintenance

o Medical

o Telephone

Declare Investment

Declare Previous Employer Income

Opt for Voluntary Private Fund, if provided by the organization

Go through their Full and Final settlement

Check Joining Bonus

Apply or check status for loan / advance

Accesses and Manage Leaves

ESS allows people to access the leave management system. Employees can

Access Holiday calendar


Check the leave balance Apply Leave, which is submitted to manager/HR for approval Check the status for applied leave Cancel applied leave if needed at later stage

Accesses and Manage Attendance

Attendance and time tracking is another system and process accessed through ESS. It allows employees to

Mark attendance, which is submitted to the manager/HR for approval Check the status of approval Edit the information, if required, which will again follow the approval process

Use HelpDesk

FE Helpdesk is another important module, which could be accessed through ESS. Helpdesk allows employees to

Log a complaint Keep track on the solution status Escalate if not satisfied with the resolution

Helpdesk not only help employee reach out to HR/Administration in efficient way, it also help HR save a lot of time and energy in working on queries coming through telephones/ emails not to mention personal visit by people.

Initiate Exit/ separation Process

Employee can initiate the process of exit or separation using Exit management module. This follows the complete approval process and no dues check list from all the concerned departments

Manager Self Service [MSS]

Manager self service [MSS] strengthen the managers to take care of day to day task in more

efficient way. This saves a lot of time and energy to track the day to day operational processes while

managing the team and their work.

Personalized and Configurable Dashboard

MSS allows managers to configure their dashboard as per their requirement. They can access

FE Business Intelligence module and configure or customize the information in the form of

reports/dashboards.

Leaves to approve/reject

Track attendance of team

Manage Information for team


Managers can track and review the updates by team members.

Manage Induction and Learning program for team

Managers can track the induction or orientation program of its team members

Allows managers to search, assign, and nominate course offerings to its team members

Manager can approve/reject requests for training nomination, extension and exemptions through

MSS

Manager can track learning plan and access learning history for its team members

Manage Hiring Requirements

Manger can initiate request for hiring new members through MSS which flows into FlexiEle

Recruitment system

Manage Performance Appraisal and Talent

Through MSS, manager can

Approve or assess competencies updated by team members

Set objectives for its team members

Create growth plan

Complete appraisal process for its team members

Manage Leaves

Managers can approve/ reject leave and also request for more information. This would complete the

work flow to complete the process

Manage Attendance

Managers can track and approve the attendance for the team, which follow a process workflow

Manage Exit

Managers can track the exit and full & final settlement for the team members. It gives access to exit

check list for team members to track the status

CORE HR

Employee number Sequence Rule

As per client’s requirement, system can generate separate sequence number for each Legal Entity. At

the time of initial configuration, there is no need to change the existing employee number which is

already associated with each employee. This new employee number sequencing for each LE would be

applicable for new hires only.

HR Transaction Entities


It is essential to capture all aspects of employee data to better manage the HR. Below is the list of data

entities which system captures.

Define organization data like

Location

Department

Designation

Cost Center

Band

Roles

Salary Grades etc

Employee transaction data like

Person Information

Organization Hierarchy

Job Details

Salary Details

Employee Legal Info

Bank Details

New Hire Variable Pay

Address

Phone

Education

Passport

Vehicle

Company Property

Previous Employer

Dependent Details

Loan

Contractor Details

End Employment

Employee Transfer Group Transfer, LE transfer and Location Transfer

Employees scanned copy of PAN, Qualifications, Passport etc file management

RECRUITMENT MANAGEMENT

FlexiEle HRMS provides complete HIRE to RETIRE solution. Its Recruitment module is one of

its key modules with multi-component software tool designed to automate and facilitate the

processes involved in finding, attracting, assessing, interviewing and hiring new employees.


Some of its salient features are

Requisition Approval Process

Requisition Posting

Managing status wise requisition

Requisition Listing

Option to define steps/change steps order

Access to recruiter/participants in requisition

Integration with job boards

Requisition Management

o Align Candidate to a requisition

o Lock candidate to a requisition

o Change Number of openings

o Change End Date

o Hold/Reopen/Cancel/Complete Requisition

o Candidates Listing with current status

o Step wise candidates count

o Preferred candidate Flag

Candidate management

o Step wise candidates listing

o Scheduling Interviews

o Candidate wise steps listings

o Capture rejection/cancelling reason for each candidate on any step

o Capture interviewer reviews & recruiter reviews on each step

o Candidate Self Service

o Transfer data from recruitment to HR/PAYROLL database

o Managing notifications via Email

o Offer management along with CTC calculation

o Offer letter generation

o Referral

o Route resumes , schedule interview and track result

o Task management

Requisition Posting - Recruiter / Hiring manager can post requisitions to different social media

sites like Linkedin, Facebook, IJP, Job boards like Naukri, Monsters or to job aggregators.

Employment Agencies - Map your agents in the system and post the required requisitions to

them. System tracks all the candidates sourced from the agents for the final payments per se.

Payment process workflow can be defined agent wise.

Candidate Selection Workflow (CSW) - Different requisition might need different types of

candidate selection workflow like campus hiring can have different processes than a lateral


hiring for technical people than sales people. Every requisition can be mapped with a specific

CSW. Any steps can be disabled or extra processes can be added to a CSW.

Define logical geographical zones - System allows defining logical geographical zones and

restricting users to access data specific to his / her zones.

Requisition Access - Data access control be defined to restrict hiring manager / recruiter to

work / view only requisition on which they need to work on. Collaborators can be defined to

assist recruiter in the hiring process.

Filtering & Screening - FlexiEle provides Questionnaire Module to define different types of

questions. Assess the candidates’ skills, knowledge, aptitude, qualifications, experience, salary

expectations before hand to minimize the screening process or to get the preferred candidates

beforehand.

Tasks -- Schedule interviews, written tests, logistics for any recruitment related processes.

System sends email invite, reminders and tasks become visible on the employee self service

portal.

Interview Management – Schedule interviews and system sends email notifications with

outlook invite to all the interviewers and the applicant. This data gets integrated with task

module which users can see in their self service portal. System sends reminders before the

events.

Offer Management – User can create offers, can hold the offers if required or can extend the

offers. Applicants can see the offer details and can communicate / accepts / rejects the offer

thru career section portals using candidate profile.

Employee Referral – Self service users can refer candidates either against a requisition or can

submit resumes for any bright candidates. Organization can define any type of complex referral

payment and approval process.

Career Section –You can integrate your career section with the FlexiEle recruitment system.

Candidates can sign up, create their profile, add job in job carts, can get updates on their

selection process and can track their offer status. We can create fully-branded careers site that

looks exactly like the rest of your corporate website, same colors, same fonts, same everything.

SMS and Mass Mail – System allows you to send SMS text message at any of the recruitment

workflow process to fastly intimate the candidates on their next steps. Similarly, system allows

you to send mass e-mails to candidates to inform on their next steps.

Data import -- Allows you to quickly and easily create candidate, client and contact records

using .csv files


Benefits

Recruitment process manager helps in end to end automation of Recruitment process.

Maintain resumes in an online database.

Complete portal for candidate and vendor management.

Automated email alerts and letter generation tool.

Status tracking of each recruitment activity.

Report generation as per need.

LEAVE MANAGEMENT

Workflow based system wherein Employee raises a leave request which can go to the Supervisor,

Dept head, HR etc for approval. Email gets generated at each step.

Features are

Raise Leave Request ( PL,CL,SL, Maternity, Paternity, Sabbatical, LWP, WFH, Business Travel etc)

Leave balance

Leave History

Holiday Calendar

Leave Encashment

Admin Module – Admin can create Holiday calendar for different locations, can create new types of

leaves, can define simple rules.

Accrual Rate – Can handle any number of accrual rates based on band, Legal Entity, Longevity in the

organization etc

Leave Accumulation – Monthly decreasing or increasing way. If increasing then again client can choose

on first or on last day of the month leave should get accumulated in the employees account.

Leave Duration – Client can choose whether to include or exclude weekly off / Holidays between Leave

start date and Leave end date. So, Leave from Friday to Monday can be 2 days or 4 days based on the

clients requirement.

Leave raise for others – In some exigency, others can raise leave request on behalf of his colleagues.

Employee name gets captured in the system and gets marked in the email communications as well.

This feature can be enabled or disabled based upon the client’s requirement.

Primary and Secondary backup – Backup plan can be made in case an employee is going on long

vacation.


Leave Cancellation – Employee can cancel their future dated leave themselves. For past dated leave

which employee has not availed because of project or any other reason, HR needs to cancel the leaves.

ATTENDANCE MANAGEMENT

This works in three ways.

a. Can get integrated with Bio-Metric devices or the swiping cards and further can be linked with

Absence System and the payroll system.

b. Employee can manually mark their attendance as Present / Absent which goes to the

Supervisor for approval.

c. Admin can download the excel template, fill, and upload the attendance data for a particular

period.

Employee or Supervisor can write comments, can recall attendance within a fixed period.


PAYROLL MODULE

The scope of activities involves initial setup of the employee master for Client for processing the payroll

and reimbursement to the employees on a monthly basis. To process the salary efficiently, FlexiEle will

release a payroll calendar after a mutual discussion with the client and thereafter will abide by the

dates.

Payroll Self Service

Employee can

Access and download their salary structure Access and download their salary slips Book Salary Reimbursement, download reimbursement slips Enter Previous employer income Enter Investment declaration Enter Rent declaration If client has VPF provision then employees can opt or change the % contribution. LTA page to submit data for reimbursement and to see the history.

Salary Reimbursements

For better Tax planning, system provides the flexibility to choose Cafeteria benefits. For this, employees

need to submit receipts every month. Rest over amount will get carry forwarded and will get added


into the next month eligibility amount. At the end of the financial year, Tax will get deducted on the un-

claimed amount. List of cafeteria benefits are

Books & Periodicals Helper Salary Driver Salary Car Hire Car Lease Car Maintenance Medical Telephone

Payroll Monthly Assignments

Monthly validation of employee’s Tax declaration.

Monthly Payments and deductions for the employees( LOP,LOPR, Transport Deduction, Loan EMI,

Pay change etc)

Validation of monthly statutory deductions ( Income Tax, PF, ESI, LWF and PTax)

Reports for Income Tax, PF, ESI, LWF and PTax.

Preparation of monthly entity wise pay register

Reports for Bank Transfer advice and list of Cheques.

Reimbursements statement for the employees

Payslip along with Tax Sheet

Loan Balance Statement.

Loan Installment Statement.

Short pay earning / deduction report to client for verification.

Payroll Statutory Assignments

PF challan submission -- Monthly LWF -- Frequency differs state to state ESI Challans -- Monthly PTax -- Frequency differs state to state Tax Submission – Quarterly and Annual Returns (Form 24Q)

Payroll Annual Assignments

Generation of e-Form16 (in pdf format) Details for gratuity actuarial Verification and updating of actual tax proof as per the provision of Income Tax.


LEARNING MANAGEMENT

FlexiEle Learning Management System which is integrated with its other HRMS modules like

Recruitment Management, Performance Management system and Competency Mapping and

Individual Development. This provides complete employee talent management cycle along with

employee growth plan and tracking. LMS support all important part of learning cycle from user as well

as administrator’s perspective eg; Pre training, onsite and post training activities. Some of its key

points are:

Interactive learning interface for administrators, learners, Managers and trainers accessible

through ESS and MSS

Integrated On boarding /Induction or Orientation program for new employees

Comprehensive searchable course repository for Online as well as Offline courses on various

parameters

Planning , scheduling and coordination for all the learning programs

Online and offline – Asynchronous and Synchronous learning

Work flow based planning, scheduling, execution and post training activities

Provision of learning plan and calendar – Can be generic or customized with all the validations

Provision of self, nomination, auto and forced enrollments

System based communication for e mails, meeting invites, notification etc automates many steps

which save administrators time and efforts

Tracking of learning plan and history for individual or team members

Teaching plan allows trainer to access and plan all the teaching/training activities

Interactive interface for trainers, administrators and participants to communicate, complete

activities and plan training activities

Measurement of training effectiveness via Level one (Reactionary feedback), level 2 (Assessment)

for courses integrated with individual learning history

Downloadable Training certificates

Interface for vendor management for training run by external trainers/ agencies

Induction /New hire orientation plan /Learning tracks

FE LMS provides an excellent platform to create learning tracks for group of courses with timelines.

This feature is very useful for induction program for all the new employees as well as organizing long

workshop which has many courses.

Separate learning tracks can be created for induction programs on various parameters –

Department, Domain, career stage etc.


Courses can be pre-defined for induction programs Can incorporate online, class room, blended

learning courses

Time lines can be defined for the induction program from date of joining

New employees can be assigned automatically/ manually to induction program tracks

Learning can be tracked at intervals for compliance

Individual Learning Plan

Employees can create and track their learning plan based on input from Individual Development Plan

(IDP), performance appraisal and competency gaps. Managers can also suggest, access and track team

members learning plan.

Learning History

LMS capture the detailed learning history of employees. It allows to capture all the external

certifications completed by employees before and after joining the organizations

Allows to print/download training certificates

Allows to download report of learning history to employees

Comprehensive Teaching Plan for trainers

FE LMS has very interactive and comprehensive plan for trainers who are associated with

training/learning.

Allows to create and captures information of trainers – External as well as internal to organization

Consolidated trainer’s pool to update or search or assign trainers for training programs

Access to trainer’s calendar

Trainer can track teaching plan and take action like access or update teaching content, update

attendance, send mails or documents through LMS

Training manager can track trainer’s training plan

Trainers/ Training managers can access reports


Online Learning

Individual or group Learning program assignment and tracking

Upload and run SCORM 1.2 courses

Upload, Download Offline Asynchronous Downloadable Reading Material

Assigning and tracking of annual mandatory training

Capture Course feedback, Pre assessment and Post assessment

Class room Learning

Planning, scheduling and coordination for all the training activities

Create new learning program, courses and events

Optimum use of training resources through FE LMS – Trainer, venue, stationary, material etc

Managing peripheral administrative activities through FE LMS like – arrange travel and food etc for

training events

Efficient training activities tracking – Enrolments, withdraws, cancellations

Conflict management for enrollments

Training Participation – Attendance, feedback and assessment capturing

Virtual Class room Learning

Virtual instructor led learning through Webinars – WebEx etc.


Mobile Learning –

FlexiEle Learning Management System is accessible through mobile phones, which allows users to

access –

Learning calendar

Scheduled training information – date, time, venue, trainer, mode, available seats

Allows to enroll or request nomination

Learning Plan

Track learning plan

Learning History

Access learners history through phone

Managers can take action on course nominations, exemption, withdrawal requests

Trainers can access their teaching plan and take actions like – mark attendance etc,

Soon to be launched on mobile are

Online courses and reading material

Podcast etc

Training Communication

Interactive and informative learning calendar with various search parameters

Broadcast for new learning initiatives

Mandatory training – tracking and driving compliance

Notifications and alerts in various stages of learning process like enrollment, withdrawals, training

completion etc.

Notifications and mails to drive compliance for mandatory steps and processes

Evaluation or Assessment

FlexiEle system has its own survey/questionnaire module which allows to set up the question bank or

library. This is absolutely customizable which allows users to customize and configure the questions

forms, feedback forms. LMS is integrated with this module hence allows evaluation for training as well

as trainers. System is capable of assessing training including Kirkpatrick’s model.

Level one - System allows level one (reactionary feedback) – allows to create feedback form/s and

also calculate the score


Pre test/assessment and post assessment (Level two) for training can be set up and assigned.

Scores are captured in learner’s plan and history

FlexiEle system allows to conduct surveys for internal (employees) as well as external (customers)

people. This can be used for (level three) evaluation of training.

Training records – Feedback, Pre and Post assessment score can be captured in learning plan and

history which can be accessed by employee or managers

Learning reports and Dashboards

FlexiEle’s advanced analytics and reporting engine provides deeper insights into learning functionality

and support decisions about training effectiveness.

Reporting engine provides flexibility to create customized as well as generic learning reports like -

Training program detail report

Learner’s matrix

Top learning offerings

Participants statistics

Trainer’s reports

Training effectiveness report

Many more…


TALENT MANAGEMENT

FlexiEle’s integrated Talent Management system goes beyond performance measurement and offers

Performance Management, Competency Mapping, Learning Management, and Career Development

on one platform. These modules can be purchased as stand-alone or as a complete, HIRE TO RETIRE FE

HRMS suit. The benefits of FE HRMS suit include the efficient manageability of employees from a single

screen, instant updates of all data, as well as deeper, advanced analytics. Companies are looking for a

single technology solution to manage their entire employee lifecycle process. FlexiEle offers a better

choice to the integration of different products: HIRE TO RETIRE FE HRMS suit.

FE TMS is SaaS, web-based, interactive solution that empowers employees and managers to actively manage the performance process. Automating the appraisal process removes the administrative burden, freeing employees and managers to focus on what is really important: taking accountability for tracking the appraisal process, allowing for the inclusion of competencies, goals, cascading goals, and more. This module is part of FE HRMS suit which can be used either as standalone module or integrated HR system, by any size organization, whether small business or global corporation, due to its high level of configurability. Customize user permissions and create single or multiple workflows to support your organization’s diverse needs. Since this is integrated with the rest of FlexiEle's HR modules, it allows organizations to leverage data gathered on all aspects of the employee’s career, and view each employee through a powerful reporting tool.

FE Talent Management System has following components:

1. Competency Mapping

2. Performance Appraisal

3. Growth plan and Individual Development Plan

Integration with FE HRMS

Assess quality of hires by combining hire data with performance scores and ratings: Recruitment,

Competency, Growth plan and Performance Management

The Risk of Loss calculation automatically incorporates appraisal scores: Learning, Growth plan and

Performance Management

Access the training course catalog, library resources, potential mentors, and development

suggestions when creating development plans for appraisals: Learning Management

Incorporate competencies into an appraisal from completed courses or developed through project

teams: Learning Management, Competency Mapping and Performance


Competency Mapping

Core competencies can be defined as per the organization’s processes and types, domains, sub

domains etc.

Levels can be linked to competencies based on the behavioural indicators

Competency and its levels can be mapped to the legal entity, business group, roles, designation etc

Employee’s existing competency can be mapped to the profile

Competency Gap

Employees can track their current and competencies and identify the competencies required for

their aspirant role or career levels

Can identify the gaps between existing and aspirant or next level with graphical representation

Performance Appraisal

Performance appraisal component of FE TMS provides a way to enhance accountability and visibility

within your organization by automating and tracking the appraisal process. It helps in

Achieve better business results through goal alignment, goal tracking, and employee coaching

Increase employee retention with ongoing, interactive feedback coupled with clear development

plans


Access real-time data in the reporting chain and employee profiles through this configurable

solution

Objective Setting:

Objectives categories and objectives can be defined

Weight-age and eligibility rules can be applied

Measurement style, criterion can be defined based on key performance indicators

Target values can be set and mapped against actual values

Appraisal Cycle:

Create single or multiple workflows to accommodate the diverse needs of your organization.

Appraisals can be scheduled to automatically advance, on a fixed calendar date, or based on the

anniversary of the employee’s hire date.

Employees may have more than one appraisal at a time. Run a 90-day appraisal for a new hire

while also tracking performance for the annual company appraisal.

360 Appraisals: Include both internal and external participants. 360 feedback can be gathered from

virtually any source; clients or vendors can be solicited for feedback of an employee, which may be

incorporated into the formal appraisal process, or simply done on an ad-hoc basis.

Goal sharing: Managers may copy goals or entire appraisals between direct reports, thereby

reducing the administrative time needed to personalize employee’s appraisals.

Individual Development Plan


Employees can create their individual development /growth plan based input from performance

appraisal and competency gaps

IDP can be tracked by employee as well as managers

Completed action (eg; completed training in LMS) updates competency level as well as IDP

SURVEY MANAGEMENT

FlexiEle suit has in built Survey Management Module.

Features:

Question bank can be created using multiple types of question sets

Questionnaire paper can be customized with multiple formats

Benefits:

Rolling out engagement surveys for internal employees

Conduct customer satisfaction survey for external clients or agents etc

Roll out level 2 and 3 assessment to measure effectiveness of training as well as trainers

EXIT MANAGEMENT

Supervisor or HR can initiate the exit process

Notification goes to HR, Supervisor and the employee notifying that exit process has been initiated

HR initiates the NDC process, all department / stakeholders get notified

All actors goes thru the pre defined checklist and provides the sign-off / remarks

After getting all the signoffs, HR initiates the FnF process

FnF team gets notified

Control goes to Finance to release the payment.

Employee fills the exit questionnaire Different set of exit questionnaire can be defined for different

category of employees.

Rollback can happen until the cheque is issued to the employee.

MOBILE SOLUTIONS

In fast paced work environment, for employees who are always on move, we provide our application

access thru mobile as well. Employees can

Search the employee database

Raise Leave Request


Managers can approve / reject the leave request

Can check their Salary Slips

Can check their Reimbursement slips

Can read company policies

HR Admin – In case Supervisor is terminated or not available then HR can approve / reject the

leaves

Access Learning Calendar

Enroll or request nomination

Approve/ reject – nomination, course exemption/extension requests,

Trainers can access – calendar, mark attendance after training

All approval process for recruitment, learning and other HR processes


BUSINESS INTELLIGENCE

Trendy graphical fusion charts. We provide more than 30 types of charts. Broadly

Drill down headcount report. Client can start drilling from Financial years Legal Entity Department / Cost Center / Location. Or can drill from Years Quarters month wise etc

Attrition Analysis Leave Data Analysis Charts on Attendance Per employee cost Y-O-Y Average annual compensation by Geography / Cost Center / Dept etc Bonus Trend Compensation Trend Gender wise data analysis New hire trend New hire data source etc

LIST OF REPORTS


Below is the list of reports which comes along with the system. More such reports can be created as

per client’s requirement.

1. Consolidated Pay Register

2. Variance Report

3. Headcount Report

4. Employee Salary Base

5. Employee Annual Pay Summary

6. Employee Detail Report

7. Payroll Exception

8. Loan Recovery

9. Salary History

10. LWF Report

11. ESI Report

12. PF Report

13. PT Report

14. Bank Transfer Report

15. Income Tax Report

16. PLI Outstanding

17. ESOP Report

18. FnF Report

19. Car Hire Report

20. PAN Report

21. PF and ESI Report

22. Reimbursement Department Wise

23. Reimbursement Register

24. Reimbursement Bank Transfer

25. Reimbursement Outstanding Report 26. Employee Bank Account Report 27. Applicant Report 28. On Boarding Report 29. Previous Employer Details 30. Qualification Details 31. New Joinee Report 32. Employee Personal Details 33. Employee Detail Report 34. Exit Report 35. Letter History Report 36. Learning Reports 37. Performance appraisal Reports 38. Recruitment Reports


SUPPORTING MODULES FOR HR PROCESSES

HELP DESK

Employee can raise help desk queries, can upload attachments

Queries gets routed to the configured department

Employee and the help desk team receive email.

Help desk team can transfer the ticket to the other group

Help desk team resolves the tickets

Employee and the help desk team receive confirmation email.

Employee can re-open the ticket if not satisfied with the responses

EXPENSE REPORT

Define Expense Type

Self Service Employees raises expense report

Goes to approver

Post approver’s decision, it can either go back to employee for correction or to the finance for

next level approval and final payment.

In next release, expense will be integrated with Travel Management.

LETTER GENERATION

A significant portion of HR job goes into generating different types of letters. Some can be complex

and some simple, but could be time consuming. FE can automate almost all types of letter generation.

Significant cost saver. Employees can raise a help desk ticket which goes thru approval mechanism;

post approval employee gets the desired letter thru email.

Client needs to provide the logo, letter template and the verbose.

Offer Letter

Experience letter

Salary Certificate

Address proof Letter

Promotion Letter

Training Certificate

Relieving Letter

Etc


INVOICE MANAGEMENT MODULE

This module is very useful for tracking invoices and payment status for vendors associated with

organization.

Integrates easily with all account systems.

Ability to set security levels for employee access.

Instantly call up details on supplier accounts.

View spend by cost centre or any other parameter.

Training vendor payment tracking

Supporting activities like training supplies etc.

PRODUCT DETAILS (TECHNICAL)

Platform details -- LAMP Application Server -- Apache Database -- MySQL Architecture -- MVC, SaaS APIs exposed for integration -- Yes Other information

Technological Security:

Authentication. System Access enabled through the use of a User ID and Password

combination.

Role Based data access security

Encryption. FlexiEle uses encryption via SSL.

PKCS #1 SHA-1 With RSA Encryption

Connection Encrypted: High-Grade Encryption (Camellia-256, 256 bit keys)

OS: Linux Fedora 32-Bit ( will move to 64-bit by year end)

CPU: Intel Core i7 - 4 cores

RAM: 16 GB

Storage: 2 x 2 TB hard drives

Bandwidth: 20 TB per month

Data Center

Tier 3 Data Center


Concurrently maintainable site infrastructure with expected availability of 99.982%

Multiple independent distribution paths serving the IT equipment

All IT equipment are dual-powered and fully compatible with the topology of a site's

architecture

N+1 Fault Tolerant

72 Hour Power Outage Protection

Data access

Access of the enterprise data are configured thru Roles(Y-Axis) and Profiles(X-Axis). Data security

requirement would be discussed and configured accordingly.

Ex scenario -- HR Admin Data Access Matrix

Roles Legal Entity 1 Legal Entity 2

Super User √ √

Admin Legal Entity 1 √ X

Admin Legal Entity 2 X √

ESS Legal Entity 1 √ X

ESS Legal Entity 2 X √

APPROVAL ENGINE

Most of business or HR processes are approval based. FlexiEle has developed its own Approval Engine

which allows the system to configure any kind of business approval processes.

Business today has different approval processes for different HR processes like

Leave approval

Attendance approval

Travel approval

Expense approval

Appraisal score approval

etc

These processes can be simple but at times gets complicated approval processes. To cater this

complexity, we have come up with Approval engine which can manage any type of approval process.

RULE ENGINE


FlexiEle’s own Rule Engine allows to configure rules for complicated business scenarios.

Rule engine is to cater the if .. else .. then ..scenario. One such example could be -

If employee band is 4 and travelling domestic in a class 3 cities then per diem entitlement = Rs 700.

If RP(range penetration) is > 40% and time in title is > 4 yrs then eligible for Promotion = ‘Y’ Etc

More such rules could be created and customized as per Client’s business requirements

Backup and Recovery

FlexiEle’s current backup schedule consists of transaction backups every 12 hours and full backup once

a week. Backups are run in the background and there should be no noticeable impact to the production

system. All systems are accessible during the backup process. A periodic restoration process on a non-

production instance happens to check the recovery processes and the quality of backup files.

OFFICE LOCATIONS

Registered Office:

U – 77/ 2First Floor

DLF Phase III

Gurgaon 122002.

Corporate/Development Centre:

Our office is located at

U 51/plot 8-9

DLF Phase III, Cyber city

Gurgaon 122001

SOME OF OUR CLIENTS

We are providing our Hire to retire software services for more than >20,000 users with various clients

across globe

Multi National Corporate (KPO) –

The Smart Cube (Using only Learning Management System)


Africa – Uganda, Tanzania and Kenya

Twaweza (NGO)

MNC dealing in Digital marketing and Data

Regalix

India –

Manufacturing Sector-

Hitachi MicroClinic - Subsidiary of Hitachi - Japan

Travel and Entertainment Sector -

Travel Boutique online

Fast booking India Pvt. Ltd. [Indian unit of French company]

LeisureCorp Pvt. Ltd

Insurance Sector -

Zoom Insurance

Education Sector -

Educomp solutions Ltd [Employee strength - > 13000]

Educomp Infrastructure School Management Ltd. – >60 schools

Learning Linq foundation

Vidya Mandir Classes

Educomp childcare pvt Ltd.

Educomp Quality Foundation India

EduSmart Pvt. Ltd

Pengala Learning Solutions

CASE STUDY

How FlexiEle enabled Educomp Group with A Fully Integrated Solution To Manage Payroll And HR

Services

Background, Client Needs and Objectives

Being the largest Education Group in India with over 18,000 employees on its payroll, our client

Educomp Group had branches across 500 locations in India and still growing. Educomp Group has


successfully conducted operations in several rural villages too. Educomp Group had earlier partnered

with a couple of other vendors to manage their growing payroll and human resources needs, but were

not duly impressed by the progress they were making because all their needs were not met.

Educomp Group decided that the current HR management and payroll system was on its last legs and

were appalled by the magnitude of the challenges they faced and impressed by the solutions that we

presented to them. They realized that they needed a system that would not only concede to the

immediate payroll requirements, but would also adapt itself to future transformations and changes.

We were chosen because the Educomp Group believed that our products and services could match

with their proactive philosophy and hence contribute to the kind of business growth they were

targeting.

Revamp the old system to make it more up-to-date

Real time access to data

Expedite FnF processes

New hires at remote locations recorded in real time to prevent employee dissatisfaction

Challenges

Educomp Group had limited HR resources while the need for data consolidation was growing by the

day. The delay in streamlining data and communication was taking a toll on the company resources and

the effects were already telling. The lack of communication between employees and HR managers

were leading to discontentment that began to show in productivity. Take an imaginary situation, for

instance. Suppose the HR Manager wanted to see a particular file on a certain employee, he has the

view the same in his office computer, or even worse, go through the relevant paperwork in his office - a

task that would probably take a whole day. What he wanted was a system that would be able to pull

out any file on any employee wherever in the world he is located.

Our Method (What we did):

Aiming to consolidate data and to free up administration time and process, FlexiEle offers a wide range

of services that will balance all kinds of payroll management needs for businesses located in different

geographical areas. We are experts in bringing integrated solutions to both in-house and hosted

solutions in payroll outsourcing. We have developed a series of pre-configured solutions that would

deliver success and balance the complexities involved in Cloud based integrated HR functionality. Our

focus was to bring all the geographically distanced employees working in Educomp Group under one

umbrella/service. Our client wanted to minimize the time spend on emailing with regard to

administration, and concentrate on centralizing the entire data management system, including

providing access to imminent files, at local level. This will ensure that none of the

documents/communication/messages will face a time lag when necessary information is to be

exchanged. We sought to replace incompatible systems so there will be absolutely no synchronisation

errors and hence provide reliable and consistent information to employees. We assumed the role of a

business partner in terms of administration and helped create an automated workflow process that

called for very little manual involvement.

The result


FlexiEle was successful in automating and streamlining not just the open enrolment process, but was

equally successful in payroll interfacing, and also in adding self-service capabilities. All the employees

were able to enjoy complete visibility of their records and employment details and the administration

was freed from their painstaking payroll and HR duties. Information like talent hiring, employee

training holiday requests and leaves were recorded and viewed in real time.

The ultimate result - Our services boosted the morale of employee because they felt they were part of

one large family. Self-service employees were able to manage their own HR and payroll data.

Our client was able to reach out to employees in real time. A complicated job simplified through an

innovative technology that reduced cost, increased ROI and business productivity.

Testimonials --> "We were highly impressed when we saw the automation and simplification that could be

gained by integrating payroll, HR administration, and employee benefits under a web-based HRMS platform,

FlexiEle saved money, time while delivering improved online services to employees, HR staff, and senior

management." Sr VP HR, Educomp Solutions

Key Facts:

Objectives

Keep administration cost as low as possible

Broaden the horizons that come within payroll and HRMS

Effective workforce management

Equipping employees with hassles free day to day operations

Solutions

Efficient Claims and Payroll processing

Manage employee welfare processes, even at remote locations

Single click F&F process

Employment data management 24*7

Better user experience to employees

Business Value

Increased efficiency and business productivity among employees

Marked reduction in company investment

Extensive HR Capabilities

Better employee engagement

NEXT RELEASE SCOPE

1. Employee Travel Module (will be integrated with Expense)


2. Adding modules to for mobile – Learning etc..

3. Application on iOS

4. Succession Planning, Manpower Planning