Human Resources Management System (HRMS) Module

1. Employee Management

The HRMS provides robust functionalities for managing employee data, ensuring accuracy and accessibility.

Add Employee:

This section facilitates the detailed capture of new employee data across key categories:

Personal Details: Collects essential identity and contact information including first name, last name, email, primary and alternate mobile numbers, and emergency contact. It also securely records personal attributes such as blood group, date of birth, and gender (selected via dropdowns). Critical document details like PAN and Aadhaar numbers, along with residence and permanent addresses, are also captured. The system supports uploading employee photos and address proofs in standard image formats (.jpg, .jpeg, .png).
Employment Details: Gathers all job-specific information, starting with a unique employee ID. It records the employee's assigned department, specific designation, and official join date. Fields for designated week-off days and working shifts are included to aid in HR planning and accurate attendance tracking. Additionally, crucial banking details such as account number, bank name, branch, and IFSC code are collected for streamlined salary disbursement.
Salary Details: Manages the financial compensation aspects of each employee. This includes recording the basic salary, House Rent Allowance (HRA), and Dearness Allowance (DA). Provisions for additional allowances and various deductions are integrated to precisely compute the total gross salary and net pay. These calculations are fundamental for generating accurate payroll and detailed salary slips.

2. Employee List

The Employee List serves as a centralized dashboard providing a summarized view of all active employees within the system.

Each entry prominently displays vital information:

Emp. ID (e.g., EMP01, EMP02)
Employee Name (highlighted for easy identification and clickable for accessing the full profile)
Phone Number
Email
Address
Designation (e.g., Admin)
Work Shift (e.g., MORNING [10:00 AM – 06:00 PM])
Status (e.g., Active)

For seamless HR operations, a "New Employee" button at the top offers quick access to onboard new personnel. The list supports versatile data export options, allowing users to retrieve data in Sample, PDF, and Excel formats. Users are guided to click on employee names for comprehensive profile viewing or to approve new entries as applicable.

3. Management

This section provides comprehensive master data management capabilities, foundational for flexible and compliant HR operations.

A. Ledger Master

The Ledger Master is where you define and categorize various financial ledger accounts essential for accurate accounting. Specifically for employee deductions, it plays a crucial role in tracking and classifying amounts deducted from employee salaries, such as Provident Fund (PF), Employees' State Insurance (ESI), loan repayments, and other statutory or non-statutory deductions. These pre-defined deduction ledgers are automatically applied during monthly salary processing to ensure each deduction is properly recorded, transparently reported, and readily auditable.

B. Loan Amount

This module is designed to establish and manage the rules and parameters for various loan schemes available to employees.

Loan Scheme Configuration: It defines the nature of the loan (e.g., personal, housing, vehicle), sets the permissible minimum and maximum sanctionable amounts, and specifies the applicable interest rate for each loan type.
Add Loan Type: A dedicated "+ ADD LOAN TYPE" button allows HR to create new loan categories (e.g., "Home Loan," "Vehicle Loan," "Education Loan"), prompting a form for detailed input.
Overview Table: The interactive table includes key columns:
- Loan type: The descriptive name or category of the loan.
- Min./Max. Loan amount: The allowable financial range for that specific loan type.
- Interest Rate: The annual interest percentage applied to this loan type.
- Created by/date: Essential audit trail information, indicating the user who created the loan type and the date of creation.
- Status: Denotes whether the loan type is currently active and available for new employee loan applications.

C. Advance Amount

The "Advance Amount" section enables organizations to define a flexible policy for salary advances.

Maximum Advance Percentage: The primary input field "Enter Max. Advance Amount in %" allows HR/admin to set a global policy for salary advances. This ensures a consistent and equitable approach by defining advances as a percentage of an employee's total earnings, rather than a fixed monetary sum.
Current Policy Value: A "Current Value" display (e.g., "10.00") indicates the currently configured maximum percentage of total earnings an employee can receive as an advance.
Policy Clarification: This section explicitly clarifies how the "Max. Advance Amount in %" is applied, ensuring transparency and understanding for both HR and employees.

D. Deduction Amount (Master Deduction)

The "Master Deduction" section is a vital component for configuring and managing various statutory and non-statutory deductions from employee salaries. This is crucial for accurate payroll processing and adherence to all relevant labor laws and internal policies. It covers:

ESI (Employees' State Insurance): Management of employee and employer contributions.
Provident Fund (PF): Configuration of PF contributions as per statutory norms.
Professional Tax: Setup for state-specific professional tax deductions.
ESI & PT Limits: Defining and enforcing the maximum limits for ESI and Professional Tax contributions.
Yearly Bonus: Configuration related to annual bonus payments or deductions.

E. Leave Type

This crucial module allows the organization to define and manage various categories of leave that employees can apply for. This master data setup is fundamental for precise attendance tracking, leave balance management, and ensuring full compliance with company policies and labor laws.

Define Leave Categories: Enables tailoring the system to reflect specific company policies (e.g., annual leave, sick leave, unpaid leave, casual leave).
Manage Availability: Allows for the activation or deactivation of leave types as needed, adapting to seasonal requirements or new policy implementations.
Structured Framework: Provides employees with predefined categories for leave applications, ensuring accurate record-keeping and streamlined reporting.
Support Leave Management Processes: The defined leave types seamlessly integrate with other HRMS functionalities, such as leave application forms, approval workflows, and real-time leave balance tracking.

F. Add New Department

This functionality enables the organization to define and manage its internal departmental structure and associated job designations. It is specifically used to create, categorize, and maintain information about these departments.

Structure the Organization: Facilitates the clear definition of various functional units or divisions within the company, reflecting its operational hierarchy.
Categorize Employees: Enables the precise assignment of employees to specific departments, which is essential for organizational clarity, efficient reporting, and effective management.
Foundation for Other Modules: Departmental information forms a critical foundation for numerous other HRMS functions, including granular reporting (e.g., headcount by department, departmental costs), accurate payroll processing (e.g., cost centers), and automated workflows (e.g., approval hierarchies based on departmental structure).

G. Working Shifts

The HRMS provides robust tools to define and manage the various work schedules or shifts that employees can be assigned to. This functionality is indispensable for organizations with flexible working hours, multiple operational shifts (e.g., morning, evening, night), or differing operational timings across various teams or departments.

Define Work Schedules: Enables the creation and management of diverse daily work timings tailored to different employee groups or specific operational requirements.
Assign Employees to Shifts: Once shifts are clearly defined, employees can be systematically assigned to them, ensuring accurate attendance tracking and efficient scheduling.
Support Time & Attendance: This master data is fundamental for modules that track employee clock-ins/outs, precisely calculate actual working hours, and automatically identify late arrivals or early departures, streamlining time management.
Facilitate Reporting: Enables the generation of detailed reports on shift-based attendance, overtime hours, and staffing levels, providing vital operational insights.
Enhance Operational Efficiency: Contributes significantly to organizing human resources effectively across different operational periods, optimizing workforce deployment.

H. Holiday List

This section is where the organization defines, manages, and meticulously maintains its official list of holidays for each calendar year. This is critically important for ensuring accurate attendance tracking, precise leave management, and correct payroll processing, ultimately guaranteeing that employees are correctly compensated for holidays and their leave balances are appropriately managed.

Centralize Holiday Management: Provides a definitive, single source of truth for all official company holidays for each year.
Automate Attendance: Ensures that employees are not incorrectly marked absent and are correctly compensated on official holidays, reducing manual adjustments.
Manage Leave Accrual/Deduction: Influences how certain leave types (e.g., earned leave) might be accrued or deducted around holiday periods, ensuring policy adherence.
Improve Payroll Accuracy: Prevents incorrect salary calculations that could arise from unrecognized holidays, ensuring timely and accurate payments.
Communicate Effectively: Offers a clear, easily accessible, and definitive list of holidays for all employees, improving transparency and planning.
Ensure Compliance: Aids in adhering to regional, national, or industry-specific holiday mandates and regulations.

I. Query To HR Masters List

This section is designed to allow administrators to define and manage different types of queries or requests that can be formally submitted by employees, typically related to their HR or employment records. This feature establishes a structured and efficient pathway for employees to raise common requests, thereby streamlining communication and ensuring proper categorization and precise tracking of these inquiries.

Define Standard Query Types: Enables the creation of predefined categories for frequently asked employee inquiries or common HR-related requests.
Structure Employee Communication: Provides employees with a clear, categorized, and user-friendly method to submit their questions or issues directly to HR, eliminating the inefficiencies of unstructured emails.
Streamline HR Operations: Significantly helps the HR department to categorize, prioritize, and efficiently route incoming queries, leading to faster resolution times and improved HR service delivery.
Improve Tracking and Reporting: Allows the system to accurately track the volume, types, and resolution times of queries received. This data is invaluable for identifying recurring issues, understanding employee needs, and pinpointing areas for continuous improvement in HR processes.
Control Availability: Provides the flexibility to activate or deactivate specific query types as needed, adapting to policy changes or departmental focus.

J. Upload Employee Leave Days

This functionality offers a highly convenient and efficient method to import employee leave data in bulk, serving as a powerful alternative to manual, individual entry of each employee's leave days. This feature is particularly invaluable for initial data migration when setting up the HRMS, for large-scale annual leave balance updates, or for seamlessly importing leave data from external systems.

Bulk Data Entry: Facilitates mass updates of leave days for numerous employees simultaneously, drastically reducing the time and effort required, especially in large organizations.
Efficiency: Significantly accelerates the process of populating or updating comprehensive employee leave balances.
Reduced Manual Errors: By utilizing a structured and often pre-formatted template (typically provided by a sample file), this feature helps to minimize the common errors that can occur during manual data entry, ensuring data integrity.
Data Migration: It is an ideal tool for the initial setup phase of the HRMS, allowing existing leave balances from a previous or legacy system to be imported seamlessly and accurately.
Annual Updates: Proves highly useful for applying annual leave accruals or smoothly carrying forward unused leave balances for all employees across the organization at once.
Integration Potential: Offers a simpler and standardized mechanism for integration with external attendance or leave management systems, improving data flow and consistency.

4. Apply Employee Leave

The "Apply Employee Leave" section within the HRMS module is the dedicated interface where employees or HR administrators can formally submit a leave request. This module leverages the "Leave Type" master data (as discussed in section 3.E) to ensure that only predefined and active leave categories are utilized, thereby standardizing and streamlining the entire leave application process.

Employee Self-Service: Empowers employees to directly apply for leave, significantly reducing manual paperwork, minimizing administrative burden on HR staff, and promoting greater employee autonomy.
Structured Requests: Ensures that all necessary information – including the employee's details, specific leave type, requested dates, and a clear reason for leave – is accurately captured for every request, improving data quality.
Integration with Master Data: Seamlessly integrates with the pre-configured "Leave Type" definitions, enforcing consistency and adherence to organizational leave policies.
Initiating Approval Workflows: Once a leave request is submitted, it automatically triggers a predefined approval process, notifying relevant managers or HR personnel for timely review and action, ensuring proper oversight.
Accurate Record Keeping: All submitted leave applications are meticulously recorded, contributing to comprehensive and accurate attendance tracking, real-time leave balance management, and simplified compliance reporting.

5. Employee Leave List

The "Employee Leave List" section, centrally located under the HRMS module, functions as a comprehensive repository for viewing and managing all employee leave requests. This centralized list provides a clear overview of all leave applications, their current status, and other pertinent details, enabling HR administrators and managers to efficiently track and act upon pending and approved leave requests.

Review Leave Requests: Offers an intuitive interface to easily view all pending, approved, rejected, and past leave applications, providing a holistic perspective on workforce availability.
Approve/Disapprove Leaves: Provides direct functionalities to take immediate action on submitted requests via an "UPDATE" button, allowing for efficient approval or disapproval processes.
Track Leave Status: Enables continuous monitoring of the progress of each leave application from submission through to final resolution.
Maintain Records: Ensures an organized, searchable, and historical record of all employee leave, critical for audit trails and internal reviews.
Generate Reports: The rich data available in this section can be utilized to generate insightful reports on leave patterns, absenteeism trends, and outstanding leave liabilities, supporting strategic HR planning.
Support Payroll Integration: Approved leave data seamlessly feeds into payroll systems, ensuring correct accounting for paid and unpaid days, which is vital for accurate salary processing.

6. Employee Daily Attendance

The "Employee Daily Attendance" section, a critical component accessible under the HRMS module, is designed for meticulously tracking and managing the daily presence and punctuality of employees. This module provides essential tools for viewing, filtering, and potentially exporting attendance records for various reporting or payroll purposes. It also clearly indicates the methods used for recording attendance, ensuring flexibility and transparency.

Accurate Attendance Tracking: Precisely records when employees commence and conclude their workdays, providing fundamental data for workforce management.
Punctuality Monitoring: Automatically flags late arrivals and aids in effectively managing employee punctuality across the organization.
Compliance Assurance: Ensures strict adherence to company attendance policies, internal regulations, and relevant labor laws.
Payroll Input: Delivers essential and accurate data directly to payroll processing, which is particularly crucial for hourly workers or for calculating leave without pay.
Reporting & Analysis: Generates valuable insights into absenteeism rates, lateness trends, and overall workforce presence, supporting informed decision-making.
Multi-Method Support: Accommodates a variety of attendance capture technologies, including biometric systems, QR code scanning, and manual entries, offering flexibility.
Efficient Data Management: Allows for robust filtering and bulk export of attendance records, significantly simplifying data audits and streamlined reporting.

7. Employee Monthly Salary List

The "Employee Monthly Salary List" section, the core financial interface within the HRMS module, is dedicated to managing and reviewing the meticulously calculated monthly salaries of employees. This page intelligently aggregates data from various interconnected master data configurations (such as deduction rules, loan schedules, and advance policies) and integrates real-time attendance records to present the final net payable salary for each employee. It also provides crucial functionalities for initiating payments and distributing detailed salary slips.

Finalize Payroll: Displays the precisely calculated net pay for each employee, factoring in all earnings, attendance data, applied leaves, statutory and non-statutory deductions (PF, ESI, Professional Tax), loan repayments, and advance adjustments.
Facilitate Payments: Offers direct functionalities to mark salaries as paid or to initiate bulk payments, streamlining the disbursement process.
Generate Salary Slips: Enables the swift generation and secure distribution of detailed salary statements to employees, ensuring transparency in their compensation.
Ensure Compliance: Guarantees that all deductions are applied correctly as per predefined rules, internal policies, and statutory requirements, maintaining legal adherence.
Provide Financial Overview: Presents HR and finance teams with a consolidated and comprehensive view of the organization's monthly salary obligations, aiding financial planning.
Audit Trail: Maintains meticulous records of payment statuses and confirmation of salary slip distribution (e.g., via email), crucial for auditing and accountability.

8. Advance Amount Management

The "Advance Amount Management" section, an operational hub within the HRMS module, is dedicated to the comprehensive management of employee salary advances. This module empowers administrators to efficiently issue new advances, diligently review existing advance requests, and accurately track their current status. It operates in strict conjunction with the "Advance Amount Limit" policy configured earlier in the HRMS, thereby ensuring that all advances adhere consistently to predefined company policies.

Controlled Advance Disbursement: Ensures that advances are requested, approved, and issued in a structured and governed manner, strictly adhering to established company policies and predefined limits, preventing misuse.
Tracking and Transparency: Provides a clear, real-time record of all advance transactions, meticulously detailing who requested the advance, who approved it, and who issued the funds, ensuring full transparency.
Financial Control: Offers robust mechanisms to help the organization manage its outflow of funds specifically related to employee advances, contributing to better cash flow management.
Integration with Payroll: Approved and issued advances are seamlessly integrated with the payroll system, typically configured for automatic deduction from future salaries, as reflected under "Total Deductions" in the "Employee Monthly Salary List."
Auditing: Maintains a comprehensive audit trail for all advance-related activities, crucial for internal and external financial reviews and accountability.

9. Employee Loan List

The "Employee Loan List" section, serving as the central control panel within the HRMS module, provides robust capabilities for managing all employee loans. This module grants administrators comprehensive control to view, approve, issue, cancel, halt, clear, and update the repayment tenure of loans availed by employees. Its functionality works in seamless conjunction with the "Loan Amount" master data, which precisely defines the various types of loans available and their associated interest rates.

Comprehensive Loan Management: Offers a complete overview and granular control over the entire portfolio of employee loans, from initiation to closure.
Structured Loan Process: Facilitates the application, approval, issuance, and graceful closure of loans in a highly organized and auditable manner, ensuring policy adherence.
Financial Tracking: Enables meticulous tracking of loan amounts, real-time repayment statuses, and outstanding balances for each employee loan, ensuring financial clarity.
Compliance Assurance: Guarantees that all loans are processed strictly according to predefined company policies and relevant financial regulations, minimizing compliance risks.
Integration with Payroll: Active loans automatically trigger scheduled EMI (Equated Monthly Installment) deductions directly from employee salaries, seamlessly integrating with the payroll processing for efficient repayment collection.
Transparency for All: Provides a clear and accessible record for both HR personnel and employees regarding their loan obligations, repayment schedules, and transaction history, fostering trust and clarity.