`

Instructions
S t a tu s : Yes meets requirement out of the box; C meets requirement with customization; TP meets
requirement with third-party product;
N does not meet requirement
C o m p a n c e : Bdder must ceary dentfy the component/ modue that quoted Product Compy to requested feature or not
wth ony Opton (Yes/ No).
Non Compance to any requrement may ead to re|ecton of BID
R eq u red C om p o n ent s : Name the software / hardware Component/ Modue quoted whch compy the desred feature.
Reference page #: Attach the component/ modue reference document and hghght and/ or number the camed feature on
t and provde the reference
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164
Annex VII: Form I General Technical Reuirements
(To be fed by the bdder as part of technca proposa)
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1 Technical Features
1.1 Genera
Requrements
a. The souton aows users wth securty access to overrde
rues where
approprate
b. The souton aows students cohorts to be dentfed
and mantaned e.g. tutora group, cass groups,
assgnment groups, nternatona students, research
students etc
c. The souton supports verson contro of key data
concepts, ncudng, but not mted to, awards, courses,
unts and organsatona unts etc
d. The souton ncorporates extensve and powerfu data
mport and
export factes
e. The souton ncorporates a powerfu, extensve and user
defnabe set
of data query toos.
f. The souton dspays nformaton graphcay wthout the
need for
users to downoad data to a thrd party product e.g.
system provdes the facty to dspay charts of actve
courses by organsatona unt, students by mode of
study, student types etc. Respondents to deta fuy
g. The souton provdes the nfrastructure to aow screen,
form and
report fed names to be changed to sut nsttuton
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h. The souton provdes the abty to vew transactons for a
student by
term wthn each modue. For exampe, the user can
vew a appcatons for admssons for a student on the
Appcaton Summary screen; the user can vew a
enroment transactons for a student for a specfc term
usng the Enroment screen. Smar summary screens
are avaabe n Fnanca Ad, Student Fnance,
Correspondence, Event partcpaton and to audt specfc
. The souton devers very robust Search/Match
functonaty.
Everywhere that a new ID (student ID) can be created
(manuay, tape oad, test score oad, transcrpts, etc).
The souton can be confgured to automatcay run
Search/Match to ensure that the nsttuton s not
|. The souton provdes users wth the abty to
restrct/encumber/sancton students so that they are
stopped from accessng varous functons or recevng
certan servces, e.g. bock on academc transcrpts,
graduaton, vewng exam resuts, onne enroment etc
k. The souton records speca requrements at a student,
course attempt and unt attempt eve e.g.
Immunsatons records etc. Ths nformaton cannot be
stored n free-text notes feds, but feds specfcay
desgned wth start and end dates, reference numbers
. The soutons supports standard browser cut and paste
functonaty.
m. The souton can be confgured to automatcay send an
ema to a
student when a staff member exercses an overrde,
ndcatng approva or otherwse. The contents of the
ema are user defned and customsabe
2 Securit) an* S)stem Features
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164
2.1 Securty/
System
Admnstrat
on
a. A fundamenta requrement s that most f not a securty
functons can
be mantaned by the user system admnstrators
wthout the need for nsttutona IT support.
Respondents are to deta a areas of the souton where
IT support s requred. Foowng nta one-tme IT-
based setup of ntegraton wth LDAP, SSO, regstraton
of dgta certfcates, on-gong securty functons are
b. The souton provdes varyng granuarty for data eve
securty.
Respondents to expan fuy the eve of granuarty and
an overvew of how the securty system s structured -
e.g. roes/groups/menu functons etc. Securty shoud
based around roes that coect users
nto ogca groups. Roes are assgned permsson sts,
grantng access to system ob|ects such as menus,
c. The souton ensures that at ogon, users are requred to
enter a unque
user ID and a password.
d. The souton aows for password ageng
e. The souton enforces password mantenance such as no
of attempts
aowed
f. The souton aows user system admnstrators users to
mantan
securty at form, report, |ob eve or data fed for roes
and/or users wthout the need for IT/DBA support
g. The souton provdes the facty to nk securty
roes to ndvdua users
h. The souton aows for the creaton of an unmted
number of securty
roes
. The souton aows user system admnstrators to nk
menus, forms,
reports etc. to securty roes
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164
|. The souton aows user system admnstrators to nk
mutpe securty
roes to an ndvdua user
k. The souton aows roes and/or users to be confgured to
have
restrcted update access for specfc forms. e.g. User can
ony update course nformaton for those courses for
. The souton has the abty to mt data operatons
(nsert, update, deete or query ony) assgned to
partcuar roes
m. The souton aows user system admnstrators the abty
to re-set user
passwords
n. The souton w provde approprate securty to restrct
student access
to ther own detas
o. The souton provdes the facty to set up menus and
sub-menus for
casses of users
p. The souton aows seected securty roes/users to
overrde and/or
wave rues e.g. a sma number of 'super' users wth
access to most or a functons.
q. The souton aows user system admnstrators to
mmedatey suspend
ndvdua user access prveges
r. The souton has an automatc tmeout of connected but
nactve users
2.2 Ease of Use
a. Shortcut navgaton s provded va navgatona coecton
portets,
favourtes and hypernks.
b. The souton carres forward context vaues (at east
student ID, course
code, ctzenshp, gender, tte) from one form to the
next. Wthn a gven page, basc context vaues are
carred through on the top of a of the tabs (Student
Name and ID and other reevant context vaues). In
addton, Student ID and other data tems appear n
c. The souton provdes the facty to dspay mutpe
student ndcators,
dspayed aong wth student persona detas:
Page 41 of
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d. the ndcators are user defnabe
e. the ogc behnd the ndcators s user defnabe
f. ndcators are nked to securty roe/s
g. exampes of student ndcators ncude but not mted
to: nternatona student amp, graduate amp, graduand
amp, potenta graduand
amp, sanctoned amp, sponsored, non-Engsh
speakng background, natonaty, students under 18,
artcuatng students, students at academc rsk based
on GPA etc. These may be dspayed wth a
h. The souton aows users to create st of favourtes
of forms and reports
. Abty to move drecty from one form to another wthout
the
requrement to move up and down menu structures. In
partcuar, the souton provdes the abty for a user to
create a user-defned st of nks to access pages
|. The souton nserts defaut vaues automatcay where
possbe.
k. Intutve form navgaton across a modues,
mnmsng the need for speca tranng.
. The souton has consstent form desgn across a
modues
2.3 On-ne Hep
a. The souton has a comprehensve eectronc user
manua for processes, confguratons etc and can be
easy prnted or exported
b. The souton has a context senstve hep on a screens
and for a data eements
c. The souton provdes comprehensve on-ne technca
documentaton
d. The souton provdes an on-ne tutora facty for staff
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2.4 Workfow
a. The souton provdes an ntegrated workfow engne
enabng user
defnton and modfcaton of busness rues. It shoud
ncude an nbut workfow engne, desgned for ntra-
appcaton workfow and ntegraton wth externa
notfcaton mechansms. The workfow shoud be based
around the concepts of rues, roes and routngs
aowng work to be routed to ndvduas or poos of
b. The workfow routes nformaton and notfcatons va the
nsttutes
ema souton usng a protoco such as SMTP.
c. The souton aows workfow to be mantaned by
busness admnstrators. Norma day-to-day
admnstraton of workfow s based on roe membershp
and web-based admnstraton pages. Ony structura
changes to workfow processes w exceed the scope of
busness admnstrators.
d. The souton provdes staff wth a st of current
workfows/tasks awatng acton.
2.5 Data Integrty
a. The souton provdes for comprehensve data vadaton
at pont of
entry to the maxmum extent possbe
b. Data s cross-vadated at pont of entry aganst other
data hed wthn
the souton to the maxmum extent possbe, ensurng
data ntegrty at a tmes
c. Data s cross-vadated at the database eve aganst
other data hed
wthn the souton to the maxmum extent possbe,
ensurng data ntegrty at a tmes
d. The souton archtecture provdes for extensve and
comprehensve
mpementaton of busness rues and constrants wthn
the appcaton ogc ter.
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e. The souton provdes extensve vadaton reports for a
batch data
creaton & update processes. Batch reports og ther
progress to a batch messages area. They may be
f. The souton adopts an open format nterface that doesnt
requre
propretary toos
g. The souton w be abe to nput data tem/ob|ects from
other sources effcenty and easy
h. The souton supports date effectve data to the maxmum
degree
possbe, thereby enabng the mantenance of
comprehensve data hstory
2.6 Audt
a. The souton ncudes a comprehensve audt tra
functonaty.
b. The souton provdes a hstory of a on-ne
transactons especay n the sef-servce envronment
2.7 Batch System
a. A reports/|obs to be abe to be run on-ne and n batch;
b. Abty to run any number of |obs/reports n a snge batch
request; |obs
can be set to run n sequence or n any order.
c. Abty to send reports va ema as an attachment - n
user seectabe formats e.g. pdf, csv etc.
d. The souton provdes comprehensve and cear run ogs
ncudng error
reports
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C Human Capta Management
1 Payro System
1.1 Payro
a. The system must be enabed wth cacuatng and
processng
aowances and deductons automatcay f the aowance
or deducton s based on Basc Pay Scae, percentage of
b. The system must be enabed wth recordng
detas of oans and advances dsbursed to the
empoyees of HEI.
c. The system must be enabed wth makng recoveres
aganst dfferent
oans and advances dsbursed to HEC empoyees. The
system must be ntegrated wth the GP Fund system,
and must be enabed wth communcatng;
Recevng
o Informaton of advances aganst GP Fund
o Interest status of empoyee
Sendng
o Subscrptons deducted from the monthy saares
o Recoveres of advances made from the monthy
d. The system must be ntegrated wth the Genera Ledger
system, n order to post the nformaton regardng the
saares of the empoyees.
e. The system must be ntegrated wth Penson system, to
aow transfer
of the servce and fna settement nformaton
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f. The system must be enabed wth cacuatng nterest on
oans and
advances.
g. The system must be enabed wth mantanng the
recoveres on oans
and ther baances ke prncpa amount, pad to-date
and outstandng baance and aso number of nstament
h. The system must be enabed wth handng
unmted aowances, deductons, and oans for each
empoyee.
. The system must be enabed wth mantanng
foowng data for an empoyee:
Servce Data
o Department /Regon / Dvson / Pro|ect etc
o Empoyment Type; Contract / Permanent
o Cost Centre
o Scae, Grade, Poston
o Date of Postng/Appontment
o Date of expry of Contract perod
Saary Data
o Basc
Saary o
Aowances o
Deductons o
Recoveres o
Page 46 of
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Ancary Data
o Loan Type and amount
o Recovery rate and amount
o Loan Baances
o Advances and ther deductons
o Leave data
o Interest on Loans
|. The system must be enabed wth searchng an empoyee
based on a
combnaton of mutpe feds.
k. The system must be enabed wth automatcay stoppng
the saary of
Ad-hoc/Contractua/ pro|ect empoyees and aso
hande any other perod specfc transactons (aow
. The system must be enabed wth cacuatng and
deductng Income tax
from the saares of the empoyees n buk accordng
to the formua prescrbed by the department of
m. System must be enabed wth defnng the Income Tax
rates / brackets
as we as changes n the formuas and year to date
baance. For exampe by saary brackets, year, gender,
age, etc accordng to the sad rue of Govt. Of Pakstan
n. System must cacuate saary arrears and dea wth the
appcabe
Income Tax rates for the gven perod.
o. The system must be enabed wth cacuatng parta or
prorated
saares based on defned perods.
p. The system must be enabed wth cacuatng saares
after accountng for unpad eave nformaton of each
empoyee.
q. The system must be enabed wth checkng and
mantanng the mts
of pays, aowances, and deductons as per scae
parameters defned for them.
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r. System must appy change pocy parameters gobay
from a gven
effectve date.
s. System shoud cacuate and generate the arrears
transactons from the
effectve date for a pocy change f the effectve date
s a pror date and aso up datng t.
t. The system must be enabed wth deductng GP Fund
contrbuton from the saares as per rues of Government
of Pakstan.
u. System shoud perform/factate data ntegrty check,
and
reconcaton after processng of monthy
saary before ts dsbursement.
v. The system must be enabed wth updatng the GP Fund
edger records
wth the reevant transactons generated from the
processng of monthy saary after successfu data
w. The system must be enabed wth automatcay
generatng the
transactons for communcatng the monetary
nformaton regardng saares pad durng the month
to the GL system accordng to the reevant account
x. The system must be enabed wth reconcng the monthy
fgures of
oans and advances wth the correspondng fgures
avaabe n Genera
y. The system must be enabed wth recordng and
processng reversa of
saares.
z. The system must be enabed wth communcatng
reversa nformaton
to the GP Fund, and Genera Ledger systems.
aa. The system must be enabed wth cacuatng and
dsbursng the fna
settement to the empoyee n case of
superannuaton, retrement, resgnaton, dsmssa,
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bb. The system must be enabed wth cacuatng the
negatve settement
and generatng an advce for recovery at the tme of
fna settement, f recovery s requred from the
empoyee nstead of payment (n case of advance
cc. The system must be enabed wth retanng hstorca
records of
payments and deducton of each empoyee for a
specfed perod of tme (e.g. 5 years).
dd. The system must be enabed wth mergng one
department/regon/dvson to another as and when
requred by automatcay transferrng a
empoyees from one to the other. Lkewse the
system must be abe to spt the
department/regon/dvson from one to many.
ee. The system must be enabed wth postponng
recovery of any advance/oan for a specfc perod
of tme.
ff. System must have capabty to execute the mutpe
payro runs for
any department / regon / dvson (e.g. earer payro run
for
gg. Aso t shoud be abe to mport a the data from
prevous month for
makng the saary of the current month.
hh. The system must be enabed wth generatng the saary
sps.
. There shoud be an opton of sendng the saary sp to
the empoyees va ema.
1.2 Data &
Vadat
on
a. The system must aow changes to be made n any of the
foowng
type of data before payro processng:
Persona
Servce
Saary
Ancary
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b. The system must aow entry and processng of
temporary (one tme)
changes of payments and deductons.
c. The system must confrm the referenta data ntegrty at
the tme of
entry, edt, or deeton of any transacton nto the system.
d. The system must check the amount fed for every pay,
aowance, or deducton for ts mnmum and maxmum
mts set out n the pocy parameter (f appcabe).
1.3 Reports
a. The system must be enabed wth producng edt sts of
a the data
entered nto the system ether by usng nput
documents or communcated through an
b. The system must be enabed wth producng Bank advce
for a the
empoyees who opt to be pad through bank, as
we as through cheque and cash.
c. The system must be enabed wth producng Regon /
Dvson
/Pro|ect/ Headquarter wse summary of payments and
d. The system must be enabed wth producng detaed
report of oans
and advances.
e. The system must be enabed wth producng ncome tax
report as per
the Income Tax Law, whch shoud contan detas of
the ncome tax deductons durng the year The system
must be enabed wth producng report for any desred
pay, aowance, or deducton based on any of the
foowng crtera:
Cost Centre(s)
Empoyee Type(s)
Empoyee Scae(s)
Empoyee Grade(s)
Empoyee Poston.
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f. The system must be enabed wth producng Cost Centre
wse
comparatve report contanng the summary of current
month payments and deducton of each empoyee and
summary of prevous month payments and deducton
g. The system must be enabed wth producng Scae Audt
Regster,
whch contans the nformaton of the number of
empoyees pad from a Cost Centre desgnaton wse,
grade wse, and type of servce wse.
h. The system must be enabed wth preparng Last Pay
Certfcate for the empoyees who are transferred,
deputed to some other department, retred,
termnated or expred.
. The system must be enabed wth producng annua
ncrement report before these ncrements are made
effectve.
|. The system must be enabed wth producng a st of
retred or retrng
empoyees for a specfed perod.
k. The system must be enabed wth producng pay sps,
whch provde
the detas of the saary and servce nformaton to every
. The system must be enabed wth producng GP Fund
report to
provde the monetary actvtes reatng to the GP
Fund occurred durng the processng of monthy
m. The system must be enabed wth producng a report,
whch provdes
the detas of the deductons made for any factes
from the saares of empoyees avang the facty
n. The system must be enabed wth producng report to
provde the
summary detas of payments made to empoyees
(ncudng tax deductons) durng the fsca year.
o. The system must be enabed wth generatng report
showng the new
empoyees processed n a certan month.
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p. The system must be enabed wth producng arrears
payment report
for the empoyees.
q. The system must be enabed wth producng a report
stng of a the
pocy parameters currenty effectve.
r. After processng the monthy payro run the system
must be enabed wth producng a aocaton report
stng a account baance summares whch w be
entered nto the Genera Ledger System at the COA
codes eve.
2 Penson
2.1 Penson
System
a. The system must nterface wth the Genera Ledger
system and pass
|ourna entres reatng to penson amounts, Bank
b. The system must nterface wth the Payro System on the
bass of
empoyee nformaton.
c. The system must automatcay extract or nput ex-
empoyees reated nformaton from the payro system
when needed.
d. The system must aso cacuate gratuty as per
the rues and reguatons and procedures of
HEC, where appcabe.
e. The system must be enabed wth cacuatng the penson
ncudng
computaton of penson based on certan varabe
such as ength of servce, age etc.
2.2 Data Requred a. System shoud be capabe to record the Change pocy
parameters.
b. System must cacuate and generate the arrears
transactons from the
effectve date for a pocy change f the effectve date s a
c. The system must be enabed wth handng mutpe
payment modes for penson dsbursement.
2.3 Vadaton
Requrements
a. The system must be enabed wth handng dupcate
checks durng
manua generaton of Pensoner IDs.
b. The system must be enabed wth appyng nput
vadaton contros
for ensurng that the pensoner and empoyee IDs are
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c. The system shoud be enabed wth appyng nput
vadaton contros
to ensure that recordng offce codes entered are vad.
d. The system must be abe to reconce wth the payro
system to
ensure that an empoyee s not drawng penson and
saary at the same tme.
Page 63 of
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e. The system shoud be enabed wth appyng nput
vadaton contros
to ensure that vad Bank Branch IDs are entered. The
system must be enabed wth capturng and recordng
the foowng mnmum data f the empoyee s to
become the pensoner:
Pensoner ID
Empoyee ID
Empoyee Name
Fathers/Husbands Name
Natonaty
Natona Identty Card No. (NIC)
Marta Status
Gender
Permanent address
Temporary address
Cty
Regon / Dvson / Sub-dvson
Country
Teephone Number
Empoyee Status and type.
Servce Type
Empoyee Desgnaton
Department
Cost Centre Regon / Dvson
Pay Scae/grade
Empoyees Bank Branch
Recordng Offce
Page 114 of
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f. If the penson s not coected by the empoyee hmsef
and the
pensoner s ether hs wdow or dependants then other
than the above nformaton foowng nformaton must
aso be captured:
Pensoner name
Pensoner Type
Father / Husband Name
Gender
Natona Identty Card No.
Marta Status
g. System shoud reconce the Penson payment accounts
wth the
Genera edger account.
2.4 Reportng
a. System shoud produce bank advce, authorzng the bank
to dsburse
penson payments
b. The system must be enabed wth ettng users defne
the perods of reportng.
c. The system must be enabed wth prntng reports,
vewng them on
ne on screen or downoadng them drecty to a
spreadsheet or word processor.
d. The system must be enabed wth producng monthy
pensoner
detaed edger gvng transacton wse detas of the
pensoner, wth openng and cosng baances.
e. The system must be enabed wth producng the Penson
Payment
Order (PPO). The system must be enabed wth
nqurng/searchng on pensoner master record by any
of the foowng:
Pensoner ID
Pensoner fu name
Empoyee ID
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f. The system must be enabed wth generatng a report for
a knds of
monetary ad|ustments made to the pensoners record n
a certan
g. The system must be enabed wth generatng report
showng the new
penson appcatons processed n a certan month.
h. The system must be enabed wth generatng a report
detang the
Bank Scro nformaton.
. The system must be enabed wth producng reports that
woud gve
deta of the pensons dsbursed monthy. Ths report
must be abe to be summarzed by:
Pensoner
Bank Branch
Department
Fsca Perod
Gross Penson
Net Penson
Gratuty Amount
Amount of Commutaton
Date of Restoraton of Penson
3 Manpower Pannng
3.1
Organzaton
Structur
a. System shoud capture manpower charts accordng to the
approved
organzaton chart and the empoyee data currenty
b. The system shoud be abe to defne and confgure the
reportng
channes, herarches, organzaton (dvsons,
c. The system shoud be abe to defne rues, poces and
procedures for
ndvdua and mutpe posts (Permanent / contract posts
d. The system shoud provde facty to create, edt and
emnate post (s).
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e. The system shoud factate confguraton of more than
one reportng
and approva channe.
f. The system shoud provde defntons of functons,
purpose and
responsbtes assocated wth the posts.
g. The system shoud have the facty to modfy |ob
descrpton sub|ect to authorzaton.
h. The system shoud have the facty to mantan hstory of
|ob
descrptons.
. The system shoud have the facty to nform concerned
managers of
changes n |ob descrpton va e-ma or memo.
|. The system shoud have the facty to nk |ob
descrptons to the
manpower charts and to ndcate, on the actua charts,
whch postons n the charts have |ob descrptons.
k. The system shoud provde poston status nformaton
ke
Vacant
Actve for empoyment
. The system shoud provde Summary Statstcs and user
defned reports
of Department, e.g. Number of approved postons /
grades
Fed/Vacant
Dfferent types of breakdown
m. The system shoud be abe to automatcay update the
organzaton
chart as soon as the empoyee status changes to show
the poston as vacant from the start date of deputaton,
study eave or separaton from servce by any mean.
n. The System shoud provde porta pageets that aow
easy access to key data from Human Resource
Management appcatons. Each ndvdua busness
user shoud be abe to personaze the content for ther
pageets easy.
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3.2 Manpower
Budgetng
a. The system shoud have the facty to aocate budgeted
postons for a
perod wth start and end date. A poston coud be n
budget for next year and t aso coud be for specfc tme
perod. Ths facty shoud be avaabe based on
b. The system shoud cacuate Budgeted vs. Actua
Headcount and
Budget vs. Actua Payro.
c. The system shoud be abe to provde monthy status
of budgets and actua.
d. The system shoud be abe to provde a revew of
postons approved,
recruted and st to be recruted.
e. The system shoud be abe to fag devatons n budgeted
headcount.
f. The system shoud have the facty to forecast the
Manpower and
costng ndcators n the sense of workng out the cost
mpact of proposed future manpower budgets. Actua
cost for exstng staff and estmated cost for addtona
g. The system shoud be abe to provde nformaton to
recrutment
modue on budgeted postons and assocated vaues.
Auto updatng from recrutment modue when poston
h. The system shoud be abe to defne the budgets for the
post and ther ntegraton wth sub-system of budgetng
and fnancas
3.3 Successon
Pan
a. The system shoud abe to keep st of postons that need
successon
pannng.
b. The system shoud abe to match |ob profe & person
specfcatons.
c. The system shoud abe to dentfy empoyees (Shortst).
d. The system shoud abe to match |ob profe wth
empoyee profe.
e. The system shoud recommend tranngs for dentfed
empoyees (Gap
Anayss).
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3.4 Personne
Data
a. The system shoud mantan deputaton detas ke
organzaton to
whch deputed, poston hed n the department
deputed, addtona benefts & aowances receved.
4 Recrutment & Seecton
4.1 New Hre
Request
a. The requestng Departmenta Head shoud be
abe to rase
Empoyment Requston (ER) onne through
b. Whe creatng the ER the requestng authorty shoud be
abe to
retreve the |ob descrpton from the organzaton
Chart to attach to the ER through the system.
c. The system shoud provde the manager concerned to be
abe to
revew the |ob descrpton for the vacant poston to
ensure that the functons, responsbtes and the
mnmum educatona and experence requrements
d. System shoud support snge/mutpe eves of approva
of the ER.
e. The system shoud ensure that the requstoned post n
ER s wthn
the approved budget.
4.2 |ob Pacement
a. The system shoud provde an nterface to Internet and
nterna
eectronc ma/ntranet system to advertse for the vacant
b. The system shoud have the facty for mantenance of
data on
recrutment and advertsng agents.
c. The system shoud accept resumes/ appcatons for the
advertsed |obs
onne.
4.3 Canddate
Trackng and
Seecton
a. System shoud assst n onne trackng/montorng
of appcants through each stage of the recrutment
cyce.
b. The system shoud have the facty to store and
ndex appcatons receved onne through the
system, through e-ma or otherwse.
c. The system shoud have the query facty to search for
one or more
appcants and then dr down nto ther detaed resume
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d. The recrutment data bank shoud hod ndvdua
appcants resumes
contanng persona detas, competences, prevous
work experence and academc attanments. It shoud be
possbe to dentfy the source of the appcaton.
e. The system shoud aow fexbty n retreva of
nformaton from the
data bank, for exampe by name, competences,
f. The system shoud have the abty to defne a short-
stng crtera
(on)) based on some defned parameters.
g. The system shoud create hard copy ca etters or send
e-mas to
short-sted canddates or to unsuccessfu canddates.
h. The system shoud create test and ntervew schedues.
. The system shoud record scores for recrutment tests.
|. The system shoud record ntervew resuts wth detaed
comments.
k. The system shoud have the abty to propose/estabsh a
sutabe
saary offer for seected canddate based on proposed
grade, poston, quafcaton, experence, department
rues and the detas of ntervew report.
. The system shoud provde mutayer workfow
approvas for recrutment.
m. The system shoud be abe to create an offer etter for the
successfu
appcant.
n. The system shoud be abe to mantan the empoyment
reference
checks addressed to the canddates current and prevous
o. The system shoud mantan an easy avaabe hstory
fe of
unsuccessfu canddates; ths woud hep n decdng
whether the canddate shoud be consdered or not
consdered for a smar poston arsng n the future
dependng on the reasons (e.g. medcay unft, decne
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4.4 Pre-
Pacement
a. The system shoud mantan medca examnaton resuts.
b. The system shoud mantan the record of the
degrees/quafcatons of
the canddates attested by the HEC.
c. The system shoud record detas of the negotaton
process wth a
seected canddate.
4.5 New Hre
Process
a. The system shoud have a checkst for a the necessary
documents
requred from a successfu canddate.
b. The system shoud generate aert f the necessary
documents requred
from a successfu canddate have not been receved and
entered n the system.
c. System shoud be abe to generate and assgn empoyee
ID number to
the successfu appcant.
4.6 Confrmaton
n
Servce
a. System shoud provde facty for creaton of checkst
to be fed by departmenta heads for empoyee
confrmaton n servce after competon of probaton
perod.
b. System shoud aow extenson n probatonary perod, f
requred.
5 Compensaton & Benefts
5.1
Compensaton &
Benefts
Admnstraton
a. The system shoud be abe to defne the compensaton
eements,
aowances, assocated benefts, remuneratons and
other factes based on empoyee grade. It shoud
b. System shoud aow defnton of addtona
compensaton eements,
new grade e.g. MP grade aowances, assocated
benefts, remuneratons and other factes to the
defauts specfed for a empoyee grade
c. The system shoud aow creaton and mantenance of
separate poces
for each of the dfferent types of aowances based on
grade, empoyee status, pace of work, etc. as descrbed
earer. Aowances parameters are sub|ect to change,
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d. The system shoud have the facty of automatc
updatng of the
compensaton eements, aowances, assocated
benefts, remuneratons and other factes on
recognzng a change n an Empoyees status.
e. The system shoud have the facty to provde saary
poston of a
empoyees wthn the saary range .e. by quarte,
mdpont, bocked, etc.
f. The system shoud have the facty to admnster
saary ncrease programs based on specfc
crteron.
g. The system shoud have the facty to provde saary
budgetng and
costng for dfferent ncrease optons. Ths ncudes abty
to cacuate ndvdua and cumuatve effects on current
pay practce resutng from a proposed saary change.
h. The system shoud have the facty to generate
transactons for the
payro system for those cases, where the aowances
are pad on a monthy bass through payro.
. The system shoud be abe generate detaed and
summary reports of
aowances pad durng a month/year, based on grade,
organzaton unt etc. Keep the hstory and trends of
|. The system shoud be abe to defne and confgure rues,
procedures,
workfow and poces for medca of the empoyees
based on ther grades.
k. The system shoud aow authorzed, manua overrdng of
the defned
poces, n order to dea wth exceptona cases.
. The system shoud update empoyee medca baance
after payment to
the empoyee.
6 Performance Management
6.1
Performance
Evauato
a. System shoud be abe to defne and store a set of KPI /
Ob|ectves for
each ndvdua.
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b. System shoud support perodc evauatons. The resuts
of perodc
evauaton must be stored n such a way that reports can
be generated n a varety of ways showng the
deveopment of ndvduas and n summary form of any
c. System shoud be abe to store recommendatons for
promoton and
mert based saary ncrements.
d. Sks Management & Tranng modue shoud be
nternked wth the Performance
Management/Apprasa modue, to dentfy tranng
needs and to perform Tranng Needs Anayss (TNA).
e. The system shoud be abe to perform competon of
apprasa forms
on-ne or prntng of hard copes.
f. The system shoud be abe to prompt when partcuar
apprasas are
requred for empoyees.
g. The system shoud provde correct routng of forms
through the
workfow.
h. The system shoud keep a the apprasas for an
ndvdua and aow
for easy retreva of hstorca data.
7 Career Deveopment & Tranng
7.1 Sks /
Competences
Management
a. The system shoud provde factes to record sk
components /
competences n each |ob descrpton.
b. Sks / competences shoud be grouped n user defnabe
sectons (e.g.
Human reatons, Technca knowedge, or Procedura XYZ
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7.2 Tranng
Devery
a. The system shoud be abe to create course data (from
tranng data):
Interna courses
Externa courses
Conferences & semnars
Annua
Occasona
Loca & Foregn Schoarshps b. The system shoud be abe to nomnate ndvduas on
foowng
crtera:
Senorty
Indvdua who have not receved tranng earer
Empoyee performance records shoud be used as
nput to a facty to dentfy tranng needed
c. System shoud be abe to hande management approvas
for tranng
appcatons
d. The system shoud be abe to create Indvdua tranng
schedues:
Tranng competed
Tranng panned
Booked/schedued
Not booked/schedued e. System shoud record detas regardng, tranng cost
ncurred and
tranng budget avaabe.
f. The system shoud have the facty to montor the
ndvdua vsa status
for foregn tranng.
g. The system shoud have the course type, student
nformaton, tranng centre, regstraton, absence,
dscpne report etc.
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7.3 Tranng
Management
a. The system shoud be abe to mantan the tranng
management data
requrements:
Brochure nformaton, Contents, Tte, Sub|ect
Prerequstes, Target group
Ob|ectves
Method of nstructon, Assessment method
Dates (start and fnsh), Duraton
b. The system shoud be abe to cater for tranng
management functona requrements:
Regstraton
Student detas vs. course
Name
Cost center
Ouafcatons
Pre-requstes (cross check wth brochure requrement)
Status check (grade, poston, etc)
Prevous enroment n the course
8 Empoyee Servces
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8.1 Personne
Admnstraton
a. The basc data of an empoyee conssts of, but s not
mted to the
foowng:
Empoyee Number
Empoyee Fu Name
Empoyee Photo (Image)
Date of Brth
Natonaty- CNIC number.
Domce
Gender
Marta Status
Number of Chdren
Contact Detas
Regon
b. In the system, the empoyee Profe
Actons ncude:
Retreve (from the Appcants database) the prevous
work
experence of the empoyee.
Mantan record of a sks/ tranng and educatona
quafcatons attaned by an Empoyee before and
durng empoyment.
Mantan anguage(s) profcency of the empoyee.
Mantan detas as requred of professona
quafcatons
/membershps attaned by empoyees.
Mantan record (per empoyee) of career pan
Hod a competence profe aganst each
empoyee n the department.
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c. In the system the dependents Data Acton shoud
ncude:
Mantan Dependents data (spouse(s) and chdren) for
each
empoyee as defned by users.
In case of any change n the number of
dependents, generate necessary transactons to
effect the change n enttements
d. The foowng empoyee actons shoud be factated, but
not mted
to these:
New Appontment (from recrutment)
Deputaton n/ out
Promoton
Transfers
Study Leave
Resgnaton
Termnaton
Dsmssa
Suspenson
Increment
Annua Leave
Servce/ Saary Certfcates
Medca Scheme admnstraton
Educaton aowance admnstraton
Loan Appcatons
e. The system workfow shoud generate and send
emas to the concerned after the executon of
above empoyee actons.
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8.2 Contract
Manageme
nt,
Montorng
& Contro
a. System shoud be abe to defne and mantan contracts
for permanent
/ contract empoyees.
8.3 Leave
Admnstraton
a. The system shoud have the facty to defne and
confgure rues,
procedures, workfow and poces for a knd of eaves
based on grades. For exampe annua, sck (wth pay,
haf-pay and wthout pay), Ha||, Maternty, etc.
b. The system shoud have the facty to mantan/enter
date of resumpton from eave to trgger future
payments to the empoyee.
c. The system shoud have the facty to accrue eave as of
date.
d. The system shoud have the facty to provde
nformaton regardng
avaabe eave as of any date.
8.4 End of
Servces
a. The system shoud be abe to enro a Empoyees n the
Statutory
Penson Scheme.
b. The system shoud defne and change Empoyee and
Empoyer
contrbutons towards Penson Scheme.
c. The system shoud be abe to generate Payro
transactons for automatc deducton of Empoyees
contrbuton to the Penson Scheme and produce a
report of the deductons every month as defned n
the sub head "Penson" n the Payro Modue.
d. The system shoud be abe to compute end of servce
benefts for
empoyees based on grades.
e. The system shoud be abe to factate automatc
generaton of the
Fna Settements for outgong empoyees, ncudng
outstandng saares, recovery of aowances (f
any), outstandng overtme, outstandng eave and
9 Admnstraton Requrements
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9.1 Personne
Admnstrat
on Data
a. The system shoud mantan the empoyee contact
address detas. Ths
ncudes:
Resdence contact address (resdence teephone,
pager, mobe phone,
Work contact address (ste, ocaton, budng,
foor, room, extenson, Dependant detas
b. The system shoud factate prntng of a forms wth
contents pre-
fed (as much as possbe) based on the Informaton
avaabe n the
c. The system shoud provde Admn. wth the empoyee up-
to-date data
detas regardng work ocaton, contact address, e.g.
Teephone
9.2
Dscpna
ry
Actons &
Grevanc
a. The system shoud factate the management of
dscpnary and
grevance cases ncudng:
Regstraton of new cases
Foow-up & trackng
Lnkages wth ndvdua empoyee profes
b. System shoud support snge/mutpe eves of approva
for handng
dscpnary actons and grevances.
c. System shoud provde the format for charge sheets.
10 Empoyee Sef Servce
10.1 Empoyee
Sef
Servc
e
a. Sef Servce feature s requred n the ERP, however the
requrement
woud be that of standard B2E (Busness to Empoyee)
souton, where the porta users woud be abe to vew
any nformaton prepared (and aowed to be vewed) by
the HR department/any other department. Ths servce
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b. However we had mentoned 100 porta users who woud
be abe to
retreve standard forms and send any request, to be
processed by the HR or other departments n keepng
wth HECs routne work fow process.
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c. Sef-servce system n the form of a secure web page
accessed usng an
Empoyee number/ actve drectory user and password s
requred. Access may be provded to data stored about
the empoyee and for Empoyees to provde the company
wth nformaton, ncudng but not mted to:
Empoyee records - Read and seectve update
Current and prevous pay sp detas - Read ony
Commsson / Incentve program - Read and seectve
update
Company and state benefts - Read ony
Pad, Unpad, Sck, Sabbatca and Compassonate
eave agreed pendng and hstory - Read ony
Leave request messages - Input ony
Messagng nterface for empoyee notces ncudng
but not mted to:
o Empoyees suggestons, deas, compants etc.
o Avaabty of tranng courses
o Detas of |ob vacances
Access nterface for managers and supervsors to
vew nformaton from and send nformaton to ther
sub-ordnates. Ths w factate notfcaton /
negotaton of:
o Hoday requests and authorzatons
o Busness and team goas
Integraton wth the e-ma server for e-mas
notfcatons such payro dsbursement etc.