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EAPM

BP080 TO-BE PROCESS


RAILTEL CORPORATION OF INDIA LIMITED
SELF SERVICE HR


Author: Amit Shrivastava
Creation Date: 19-February-2013
Last Updated: 20-March-2013
Document Ref: RCIL BP080-SSHR
Version: Version 1.0







Disclaimer:

This document is a confidential document between Wipro Ltd. and RailTel Corporation Of India Limited. No part of this publication may
be reproduced, stored in a retrieval system or transmitted in any form or by any means, whether electronic, mechanical, photocopying,
recording or otherwise, without the written permission of Wipro / RCIL. This document includes confidential information related to
Wipro and RCIL and shall not be distributed to any persons other than those mentioned in the distribution list herein. All product names
referenced herein are trademarks of their respective companies
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Company Confidential - For internal use only
Document Control


Change Record3
Date Author Version Change Reference

19-February-2013 Amit Shrivastava 0.1 Base Document
20-March-2013 Amit Shrivastava 1.0 Final Version




Reviewers
Name Position

Prithwish Chatterjee Wipro Project Manager
Swarup Ghosal Chaudhury Wipro Program Manager

Approver
Name Position Signature

Smt. Meghna Aggarwal Manager P&A

Sh. Kumar Bachchan Sr. Manager DNM

Sh. A K Sablania GGM DNM

Sh. Manik Sinha DGM P&A

Sh. Sunil Sharma GGM P&A


Distribution
Copy No. Name Location

1 RailTel Project Parivartan Steering Committee Gurgaon
2 RailTel Project Parivartan Core Working Group Gurgaon
3 RailTel Project Parivartan Regional CWG New Delhi/Mumbai/Secunderabad/Kolkata
4 Wipro Onsite Team Gurgaon
5 Wipro Technical Team Gurgaon

Note to Holders:
If you receive an electronic copy of this document, print it out and please write your name on
the equivalent of the cover page, for document control purposes.
If you receive a hard copy of this document, please write your name on the front cover, for
document control purposes. The copy numbers referenced above should be written into the
Copy Number space on the cover of each distributed copy. If the document is not
controlled, you can delete this table, the Note To Holders, and the Copy Number label from
the cover page.
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Company Confidential - For internal use only
Contents
Document Control ..................................................................................................................... ii
Introduction ............................................................................................................................... 1
About this Document.......................................................................................................... 1
How this document is organized ........................................................................................ 2
Generic Assumptions .......................................................................................................... 2
Event Catalog ............................................................................................................................. 3
Self Service Human Resources ............................................................................................ 3
SSHR-BP01 Employee Process Flow ........................................................................................ 6
Pay Slip:............................................................................................................................... 7
SSHR-02 Absence Management .............................................................................................. 8
Functional Hierarchy Self Service Human Resource ........................................................ 9
Core HR-BP03 Letter Request ............................................................................................... 11
SSHR BP04-Resignation Request.............................................................................................. 12
SSHR BP05-Permission for Property Transfer .......................................................................... 13
SSHR BP06- Immovable Property Return ................................................................................. 15
SSHR BP07- Lease Accommodation Based on Grade ............................................................... 16
Open and Closed Issues for this Deliverable ............................................................................ 18
Open Issues ....................................................................................................................... 18
Closed Issues ..................................................................................................................... 18


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Company Confidential - For internal use only
Introduction

About this Document
RailTel has appointed Wipro Limited to implement Oracle E-Business Suite. The implementation spans
Financials and Supply Chain Management processes.
The project is divided into Five Stages viz. Plan, Analyze, Design, Develop and Go-Live. The Analyze
Stage covers identifying the gaps in the As-Is processes and re-designing them in order to adopt
leading processes as also to harness the capability of the chosen technology.

















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Company Confidential - For internal use only

How this document is organized
This document forms deliverable of the requirements analysis phase of the ERP
implementation project for RAILTEL Group. The purpose of this document is to compile
a comprehensive list of requirements against which to map Application features. The
scenarios listed in the subsequent sections are reusable templates and are created once
for each business process.
Each of the following sections consists of the following sub sections:
Assumptions
Any assumptions that are specific to the process being detailed are recorded in this
sub section.
Process Scenario
The Event initiates the corresponding process.
Process Solution:
1. Complete process flow
2. Process Id #: Unique number for the sub-processes within the main
process.
Description
1. Process Title & Description: The bold letters gives the process title
followed by the detailed description of the process in normal font.
2. Key Requirements from the above process

Requirement Fulfillment using ERP Approach
1. Solution Type & Description: Used to designate type of solution. The
types mentioned here are Screen, Manual and System. The Screen refers
to the type where the data is to be entered in the screen or can be viewed
in the screen. Manual type is the manual way of doing the process whether
the user would be performing the process in the system or otherwise. The
System type of solution is referred to when the system performs the step
through automation or sub-automation. The following keys can be used for
the process in the system.
i. S Standard
ii. W - Workaround
iii. C Extension/Customization
2. Navigation Path: The path to navigate to the relevant functionality in
Applications.
3. Impact analysis
Process Improvements
Quality & Customer Service
Leading Practices

Note: The texts in grey shade are optional activities.

Generic Assumptions
Any additional information captured in ERP through external systems will be highly dependent
on the external systems.
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Company Confidential - For internal use only
Event Catalog

Self Service Human Resources
AS IS PROCESS AS IS Process ID Description Mode

Requirement Fulfillment
using ERP Approach
(Y/N)


SSHR-001 Personal Information Employee to view Photo, Personal info, work
structure info like (Job, Position, Grade),
Performance rating, salary, etc related
information in self-service page.
a) Employee can view Job, Salary,
Performance rating, Absence history and
job applications.
b) Employee can Add/Update their personal
details like dependent, marital status,
Education and etc. Once any information
get updated will go for an approval of HR

c) Employee can view Online Pay-slip
d) Employee can view Bank Details Account.
Type of Account
Bank Name
Bank Branch
Account Number
e) Employee can view/update the Passport
details and retrieve the relevant
documents.
Note: Employee can update only few details,
HR Manager will check and verify the updates
made by employee.
System
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Company Confidential - For internal use only
AS IS PROCESS AS IS Process ID Description Mode

Requirement Fulfillment
using ERP Approach
(Y/N)


SSHR-04 Absence Management Employee to view leave history, balances and create
a new leave request

System

SSHR-05 Employee Resignation
& Termination
Employee can submit their resignation thru online
and HR Manager can terminate the employee thru
online.
a) End employment check list configured to
capture, Exit interview date, Reason for
leaving, Access card returned.
b) Employee will be able to complete the exit
interview, which will be part of employee
separation process.
System























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Company Confidential - For internal use only


List of SSHR Functions:
#

Employee Self Service Functions # Manager Self Service Functions
1 All Actions Awaiting Your Attention 1 All Actions Awaiting Your Attention
2
Employee will have an access to view his Profile/Personal Information like
Work Structure details, Education Details, Pay slip, Bank Details, warning History Details,
Medical Details, Dependent Details,

2
Manager Can have an access to view his Profile/Personal Information
of their subordinates.

3 Employees have an access of Absence Management history and to apply for leave. 3
Manager can approve/Reject and can apply leave on behalf of
employee
4
Employee Letter Request.
a) Letter Of Intent for Absorption.
b) Letter Of Intent for NOC
c) Letter Of Intent for Deputation Extension.
Etc... What all formats RailTel.

4
Manager can review the request and send it for an approval to the
concerned HR.

Manager can approve/reject the letter of request of his subordinate
has requested for.
5 Resignation request 5

Manager can review & send it for an approval to the concerned HR.
.
6 Exit Inter view 6 Release Information
7 Exit check list
8 Release Information
9
Under Sexual Harassment Policy, a functionality needs to be incorporated as a part of Self
service

10 Under Whistle Blower policy, a functionality needs to be incorporated as a part of Self service
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Company Confidential - For internal use only
SSHR-BP01 Employee Process Flow


SSHR-01 Personal Information ERP Manual Email
E
m
p
l
o
y
e
e
Request will go to HR
for final approval
Po03
Employee will be able to
see his personal
Information Like his
(Job, Position, Level,
Salary Slip) with all
necessary details
PO01
Start
C
o
r
p
o
r
a
t
e
/
R
e
g
i
o
n

H
ROnce HR approves,
changes will get reflect on
employees profile
PO04
Employee will be able
modified his personal
information.
Po02




Process: SSHR_ Personal Information
Business Function: Human Resource Date: 18-Jan-2013
Control Number: SSHR 01 Mapping Team: Wipro Process Owner: Amit Shrivastava


Process Number: HR 01


Description: Employee Process Flow

Event

Description: This process is triggered Whenever an employee should get his personal information.
Source: RailTel HRD
AS IS Process AS IS Process ID # Description of Process Mode Requirement
Fulfillment using ERP
Approach (Y/N)

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Company Confidential - For internal use only
Employee
Profile
SSHR-01









SSHR-02

SSHR-03
SSHR-04

This functionality enables the employee to view Photo, Personal,
work Structure like (Job, Position, Grade, and Competence) Pay
slip etcwith related information.
Employee can view / add / update and take necessary action on
the particular function.
Specific personal details like Phone Numbers / Main Address can
be updated by clicking on Update button and modifying
necessary changes.
Employee profile page can be depicted as below.

Employee can raise a request, if modification is required in his
personal details.
Request will go to HR for final approval
Once HR approves it will get reflect on employees profile.
System

Employee will
be able to view
and update
his/her personal
information in
the system
online.


Navigation : RAILTEL Employee Self Service Employee Profile

Pay Slip:
AS IS Process AS IS Process ID Description of Process Mode Requirement
Fulfillment using
ERP Approach (Y/N)

Pay slip SSHR-02 Employee can view their pay slip online
through pay slip functionality.
Pay slip template will be
configured as per the
RAILTEL format.

Navigation : RAILTEL Employee Self Service Pay slip

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Company Confidential - For internal use only
SSHR-02 Absence Management

Absence Management: Process flow for applying Leave and approval hierarchy:

Leave Process for Regular Employees and Contract Employee
A
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o
v
e
E
7
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a
n

s
a
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b
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w
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.
G
M

S
/

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D
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r
i
t
o
r
y
M
a
n
a
g
e
r
E
m
p
l
o
y
e
e
Manual / Outside
the system
System Supported
View Leave
History
Approves
Approves
Approves
No
M
D
Approves
No
Apply Leave with Following Details
Start Date
End Date
Leave Type
Reason
Address Details
Contact No.
Yes
No
No
Manager
Will be notified
on approval
Will be notified
on Rejection End Start


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Company Confidential - For internal use only

Functional Hierarchy Self Service Human Resource

Process: SSHR_Absence_Management
Business Function: Human Resource Date: 18-Jan-2013
Control Number: SSHR02 Mapping Team: Wipro Process Owner: Amit Shrivastava


Process Number: SSHR 02


Description: Absence Management
Event

Description: Through this process Employee can view his/her existing leave balances
Source: RailTel HRD
AS IS Process AS IS Process ID # Description of Process Mode Requirement
Fulfillment using ERP
Approach (Y/N)

Attendance and
Leave
11.Attendance
and Leave
SSHR-02.1 The Absences module enables employees or managers to enter
absence-related information in SSHR. Employees can request
multiple absences and view them in a summary format.
Employees can also view a history of absences they have taken
and display current leave accrual balances (for Annual Leave).
There are nine different kinds of leaves
a) LAP
b) Leave with half pay (LHAP)
c) Restricted holiday (RH)
d) Earned leave (EL)
e) Casual leave (CL)
f) Leave without pay (LWP)
g) Maternity leaves
h) Paternity leaves
i) Special Casual Leave
j) Miscellaneous leaves.
Employee will
be able to view
and apply for
Leave
information in
the system
online.


System

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Company Confidential - For internal use only
The employee can check out the status of the leaves that he/
she has applied. In addition to this, he can also view what all
leaves he has applied.

By clicking the Show Accrual Link, the employee can check out
his/ her leave balance of all Leave types.

The employee can even check out for what all leave he/ she has
applied by selecting the Absence History.

He can even check out the status of his/ her leave request
System
SSHR-02.2 Employee can apply for vacation/other leaves through absence
management
On submission
of the leave
request, the
approval
process will
follow as shown
above in
process flow.

SSHR-02.3 Employee to fill the following details while applying for leave.
Absence status
Absence Type
Start Date
End Date
Forenoon/ Afternoon/ Full day
Days of Absence from headquarters i.e. holidays +leaves
Attach any supporting documents
System Each and Every kind of
leave has distinct
features with a proper
hierarchy of approval
which will be taken
based on the latest SOP
& policy manual of
RailTel, which needs to
be incorporate in to the
system






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Company Confidential - For internal use only
Core HR-BP03 Letter Request

Process: SSHR_Employee_Function
Business Function: Human Resource Date: 18-Jan-2013
Control Number: SSHR 03 Mapping Team: Wipro Process Owner: Amit Shrivastava


Process Number: HR 03


Description: Letter Request

Event

Description: Through this process Employee can raise a letter request
Source: RailTel HRD
AS IS Process AS IS Process ID # Description of Process Mode Requirement
Fulfillment using ERP
Approach (Y/N)

SSHR03 Employee will have an access for Letter Request like.
a) Letter Of Intent for Absorption.
b) Letter Of Intent for NOC (Passport, Job, address proof
etc.)
c) Letter Of Intent for Deputation Extension.
Etc.
d) Other Letters

Notes: RailTel will provide the formats.









12

Company Confidential - For internal use only
SSHR BP04-Resignation Request

Process: SSHR_Employee_Function
Business Function: Human Resource Date: 18-Jan-2013
Control Number: SSHR 04 Mapping Team: Wipro Process Owner: Amit Shrivastava


Process Number: SSHR 04


Description: Resignation Process

Event

Description: Through this process Employee can raise a request for Exit
Source: RailTel HRD
AS IS Process AS IS Process ID # Description of Process Mode Requirement
Fulfillment using ERP
Approach (Y/N)

SSHR04 Employee will raise a request through online it will go to an
approval through proper channel.

Note:- Whole hierarchy has been shown in process flow of Core
HR

System










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Company Confidential - For internal use only
SSHR BP05-Permission for Property Transfer
SSHR BP05- Permission For Property Transaction
ERP Manual Email
Employee
Employee
po05
Supervisor
Cor.HR/
Reg.HR
Executive
Director
Functional
Director
MD
Supervisor
Reg HR
ED
DGMHRD
GGMHRD
Functional
Director
GGMHRD
DGMHR
Functional
Director
Corporate
Employee
Up to E1 will
Get approved
by
Above E1 will
Get approved
by
Approve
Approve






14

Company Confidential - For internal use only

Process: SSHR_Employee_Function
Business Function: Human Resource Date: 18-Jan-2013
Control Number: SSHR 05 Mapping Team: Wipro Process Owner: Amit Shrivastava


Process Number: SSHR 05


Description:

Event

Description: Through this process Employee can take a permission for Property transactions
Source: RailTel HRD
AS IS Process AS IS Process ID # Description of Process Mode Requirement
Fulfillment using ERP
Approach (Y/N)

SSHR05 Employee will raise a request for property transaction (With
Required Documents) through proper channel of approval.
a) Up to E1 Functional Director will approve
b) Above E1 MD will approve.
c) Once it get approved, FYI notification will go to
Employee as well as supervisor or Reg. HR/Corp HR
(Employee belongs to).
Note: - Whole hierarchy has been shown in process flow.

System






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Company Confidential - For internal use only
SSHR BP06- Movable/Immovable Property Return
Business Process Identification

Process: SSHR_Employee_Function
Business Function: Human Resource Date: 18-Jan-2013
Control Number: SSHR 06 Mapping Team: Wipro Process Owner: Amit Shrivastava


Process Number: SSHR 06


Description: Movable/ Immovable Property Return

Event

Description: Through this process HR will get an information about the Movable/ Immovable property return of the employee
Source: RailTel HRD
AS IS Process AS IS Process ID # Description of Process Mode Requirement
Fulfillment using ERP
Approach (Y/N)

SSHR06 a) On every Jan 1
st
Employee receives an Alert to submit
the Movable/Immovable Property Return to HR. Has to
be submitted by 31
st
Jan
b) Format will be available to employee on the portal.
c) Reminder every 10 days and every 5 days after 20
th
Jan.
d) HR can extract out report on Feb 1
st
.

System






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Company Confidential - For internal use only
SSHR BP07- Lease Accommodation Based on Grade
SSHR BP07- Lease Accomdation Based on Grade ERP Manual Email
Employee
Region
Employee
Po-06
Supervisor
Corporate. HR
Executive
Director
Director
Finance
Supervisor
Reg HR
ED
DGMHRD
GGMHRD
Director
Finance
GGMHRD
DGMHR
Security
Deposit Check
Y/N
Yes
No
Start
Corporate
Employee
GGMHRD
Corp-HR
Make Agreement &
Send it to finance
Supervisor
Corp-HR
DGMHRD
cs
Concerned
Director
S.D
DF
YES
NO
If Employee is from
Corporate process Starts
Y/N
Y/N






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Company Confidential - For internal use only

Process: SSHR_Employee_Function
Business Function: Human Resource Date: 18-Jan-2013
Control Number: SSHR 06 Mapping Team: Wipro Process Owner: Amit Shrivastava


Process Number: SSHR 06


Description: Immovable Property Return

Event

Description: Through this process Employee will get Lease accommodation.
Source: RailTel HRD
AS IS Process AS IS Process ID # Description of Process Mode Requirement
Fulfillment using ERP
Approach (Y/N)

SSHR06 a) Once Employee raises a request for lease
accommodation then he has to provide proper
information with below fields.
1. From Date
2. To Date
3. Address/Location
4. Name Of Land Lord
5. Area Of Land(Sq. Ft)
6. Rent Amount
7. Security Deposit (Y/N)
8. If Yes Then Amount
Note: - Once employee entered the amount and it is exceeding
the limit System will throw an alert.

b) Once employee entered the above information and
submits it will follow an approval hierarchy mentioned
above in the process flow.
System






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Company Confidential - For internal use only
Open and Closed Issues for this Deliverable

Open Issues

ID Issue Resolution Responsibility Target Date Impact Date






Closed Issues

ID Issue Resolution Responsibility Target Date Impact Date