2. HRMates confidential
WHY HRMATES
EMPLOYEE SELF SERVICE
Best use of Self Service by Employees and
Managers with Maker Checker Concept
CONTINUITY
Admins can work on behalf of employees not
having system access or not available
CONFIGURABILITY
Quick and Robust Implementation of your HR
and Payroll Policies
CUSTOMIZABLE
Add new Modules meshed with Existing User
Interface
EASE OF USE
Notification Panel for all Workflow Tasks,
Notification prompted by email, Multilingual
Support, Customized Help
COST OF OWNERSHIP
Quick ROI, Requires Low Maintenance, Zero third
party license cost
COMPLIANCE
Manage terms of Employment, Electronic Records,
Rules based Payroll
TECHNOLOGY
Scalable to any number of Employees, Uses
AppPress for agile development and customization
3. HRMates confidential
HRMATES – VERTICALS
GOVERNMENT ORGANIZATIONS
Banks, PSUs, Central and State Govt. Organizations, Railways etc.
LARGE PRIVATE ORGANIZATIONS
SMALL AND MEDIUM SIZE ORGANIZATIONS
4. HRMates confidential
FEATURES COMMON TO ALL VERTICALS
LOGIN
Inbuilt credentials management or Active Directory, Google integration or a combination
TERMS OF EMPLOYMENT
Setup terms for Employee as per Department, Get Documents uploaded by employee against the terms
EMPLOYEE PROFILE
Personal and Contact Info, Family, Academics, Certifications, Training
EMPLOYEE LIFE CYCLE
Joining to Exit Stages, Departments, Designations, Locations, Transfers, Letters, Responsibility
Management, Employee Document Management
5. HRMates confidential
FEATURES COMMON TO ALL VERTICALS
EMPLOYEE PERFORMANCE MANAGEMENT
Customized Forms and Workflows
EMPLOYEE LEAVE
Leave Period, Entitlements, Leave Summary, Carry Forwards, Rule based Days calculation, Holiday
Calendars, Leave Approval Workflow, Leave Cancellation Workflow, Team Leave and Leave Adjustments
ATTENDANCE MANAGEMENT
Attendance Integrated with Leave and Holidays, Multi Location Auto Import of Biometric, Enter
Attendance Manually, Missing Attendance Notification to Employee and HR, Attendance Check for Salary
Generation
PAYROLL
CTC or Scale based, Part Salary, Split Salary, Delay, Shift, Adjust for Unpaid Leaves, Adjust Advances,
Investment Plan by Employees for TDS, Approval Workflow, Salary Slips and TDS calculation Slips
6. HRMates confidential
FEATURES COMMON TO ALL VERTICALS
PROJECT MANAGEMENT and TIME-SHEETS
Create Projects, Tasks and link to Clients, Assign Tasks to Employee Groups, Set Expected Hours, Employees
Log Actual Hours, Close Tasks and Projects, Client wise reports
SHIFT MANAGEMENT
Create Roster as per Location, Approval Workflow, My Roster for Employees, Shift Exchange under Approval
EXPENSE TRACKING
Create Expense Sheets, Add Expenses, Approval Workflow, Accountant Adds Payments, Adjust Balance in
Salary
ASSET MANAGEMENT
Create Asset Types, Add Assets, Issue, Return, Retire, Adjust Asset loss from Employee Salary
7. HRMates confidential
FEATURES COMMON TO ALL VERTICALS
ORGANIZATIONAL CHART
Org Chart, Manage Profile and Leaves from Org
Chart
HR ANALYTICS
Head Counts, Demographics, Attrition Analysis
REPORTING
Standard Informative Reports, Custom Reports,
User Input to filter Report Data
EMAIL EMPLOYEES
Standard Informative Reports, Custom Reports, User
Input to filter Report Data
SECURITY, AUDIT
Secure Access using https, Features to prevent
malicious use. Permission Based Access , Audit Record
for all Actions performed on System
8. HRMates confidential
FEATURES FOR GOVT ORGANIZATIONS
EMPLOYEE PROFILE
Handicapped, Social Category, Transfers
SCALE BASED PAY
Scale Setup, DA Setup, Location based HRA,
CCA, Auto Increments, Increments change due
to punishments, exams etc.
PERFORMANCE APPRAISAL
Bilingual Self Assessment Appraisal Forms, HR
Assessment, Appraisal Committee Setup, Final
Assessment
HR ANALYTICS
Social Category Breakup
EMPLOYEE ASSETS AND LIABILITIES
Self Service form filling, Approval work flow
BENEFIT MANAGEMENT
Reimbursement forms for Travel, Hotel, Sumptuary,
Medical, Phone, LTC. Approval workflow
OTHERS
Aadhaar Based Electronic Document Signing
9. HRMates confidential
INTEGRATION WITH EXTERNAL SYSTEMS
LOGIN
Active Directory, Google Apps
BIOMETRIC DATABASES
Import Data from multiple locations on Daily Basis
ACCOUNTING SYSTEMS
Payroll Totals Exported as a CSV file to update the accounting system.
PAYROLL SYSTEM
Import Payroll Data and distribute Salary Slips and Salary History to employees viaHRMates.
13. HRMates confidential
Terms and Conditions
List of Terms and
Conditions Employee
has to accept. Term
may include items
needing file upload.
Uploaded files are
emailed to HR. History
of accepted Terms can
be seen from
Employee Profile.
Setup is done from
Settings.
14. HRMates confidential
Notification Panel
HRMates consolidates
all pending Actions,
Approvals and
Information for
employee here. The
Action button takes
the employee to the
action form.
Notifications are
accompanied by an
email to the
employee.
15. HRMates confidential
Employee Profile
Here Employee maintains
his Personal Information,
Identity Documents, Bank
and Finance Details, Contact
Information, Family,
Academics, Employment
History and Skills.
Information for the
Employee. Employee can
view his Status, Category,
Reporting, Designation,
Department, Location,
Assets, and HR.
16. HRMates confidential
Employee Letters
HR creates various letters to
be issued to employees.
Hard copy of letter can be
printed or Soft copy emailed
to employee.
From Settings Letter
Templates can be
customized for the
organization. Content of the
letter can also be modified
at time of issue. Modified
content is saved in System
for future reference.
17. HRMates confidential
My Leave
Here Employee
Applies for Leave,
Views Leave
Summary, Holidays
applicable to him,
Leave History,
Adjustments, Team
Leaves and Leave
Policy. See Leave
Detail in Team Leave,
See Leave Policy, See
Leave History
18. HRMates confidential
My Salary
Here Employee
can view his Salary.
Employee can view
details of the
salary
components(salary
Slip) and also tax
deduction details.
19. HRMates confidential
My Roster
Here Employee who
are under roster can
view work timings and
off days for current
and next month.
Employee can apply
for Shift Exchange
with other employees
and after approval it
will reflect in his
Roster.
20. HRMates confidential
My Team
Here Employee who
are under roster can
view work timings
and off days for
current and next
month. Employee
can apply for Shift
Exchange with other
employees and after
approval it will
reflect in his Roster.
21. HRMates confidential
My Expenses
Here Employees can
Create Expense Sheets
for various purpose, Add
Expenses and upload
receipts. After All
Expenses are added,
Employee will submit the
expense sheet for
approval. Accountant for
the Employee will add
Advances and Payments
for the Expense.
Accountant can also
adjust Balances .
22. HRMates confidential
My Appraisal
After Management
has started Appraisal
Process, Employees
in the appraisal will
see this link. Here
Employee will
complete his
Appraisal Form.
23. HRMates confidential
My Timesheet
Employee under time
sheet policy of the
company maintain the
work done by them on
Tasks assigned to them.
Employee can close the
Task from here. Time
sheets are created for a
period as per company
policy. Employee will
submit time sheet for
approval when
finished.
24. HRMates confidential
Organization Chart
Shows the
Organization Chart
for the Company.
Employee Profile and
Leave can be viewed
after clicking on the
node. If the team is
very big nodes will
collapse to dots.
Clicking on dot opens
the subtree.
26. HRMates confidential
Employee Administration
Search for Employees
Create New Employee
Manage Employee Life
Cycle (Probation,
Current, Resigned, Ex-
Employee) Manage
Employee Leaves (Apply,
Approve, Delete, Modify
on behalf of Employee or
Approver) Manager
Salary (CTCs etc.) View
Responsibilities of
Employee
27. HRMates confidential
Appraisal Management
Here HR will manage the
Appraisal Process.
Appraisal is divided into
groups as per policy, Each
group can be started and
monitored independently.
Appraisal Forms and
workflow are customized
as per policy. There can be
multiple Appraisal forms.
28. HRMates confidential
Employee Life Cycle
Employee Status
(Probation, Probation
Extended, PIP, Current,
Resigned and Ex-Employee)
are maintained as a
timeline. In Each status
appropriate letters (Joining,
Relieving etc.) can be
generated. The letter can
be modified while
generation and modified
copy is saved in system.
After Resignation Employee
Exit form captures related
Data.
29. HRMates confidential
Salary Administration
Here Accounts Manager
approves Tax Deductibles
entered by Employees and
Manages Salary generation.
HR Mates can be setup to
allow payroll generation of
groups of employees to be
managed by different
Accountants. If the
company uses a external
System for Payroll, HR
Mates can be setup to
allow upload of salary.
30. HRMates confidential
Salary Approval
HRMates salary
components are Gross
Salary Components,
Bonus, Arrears, Employee
and Employer PF, Contract
Payment, Taxes, TDS and
Recoveries of Asset Loss,
Salary Advance, Leave
without Pay. Some salaries
may be generated with
Check on. Check Reason
shows the reason for
Check. If Salary needs to
be adjusted.
31. HRMates confidential
Roster Management
Roster Editor uses mix of
Roster Periods (Monthly
with weekly Off, Monthly
with Shift for Weekday,
Daily Shift) to create
rosters for the employees
for next month. He can
view roster sheet for
individual employees or
for all employees. After
Editing is done he
changes status to
completed. A Notification
is sent to all concerned.
32. HRMates confidential
Project Management
HR Mates has integrated
Project and Time sheet
management. Projects
have a list of Tasks and
each Task list of
Employees. Each Task has
a Start Date and
Estimated Hours. Based
on Policy HR Mates will
generate Time Sheets for
Employees with period
varying by day, week or
week cut-off on month
boundary.
33. HRMates confidential
Asset Management
Asset Manager manages
Assets here. He can
create New Asset, Issue
and Return Assets with
Employees. Asset can be
marked as Retired and a
reason provided for
retirement. If issued asset
is retired the manager
can enter a Recovery
Amount. The recovery
amount will flow into
next salary or final
settlement of Employee
34. HRMates confidential
Assets and Liabilities
This form is filled by
employees at beginning
of year to declare there
savings etc. for Tax
Calculation for their
salaries for the financial
year. There is a approval
workflow along with the
form as per the policy.
35. HRMates confidential
Enter Attendance
Here you manually
enter or alter
attendance for
employees. HRMates
can also be setup to
import attendance
from Gate Card
system. The
attendance data flows
into the Timesheet
and also can be seen in
form of report.
