This document contains questions from an HR questionnaire for a pre-implementation review. It seeks information about the goals, users, and key processes for an HR transformation project. Specifically, it asks about the current and planned HR modules, key issues with the current system, user roles and responsibilities, and workflows and processes for personnel administration, claims, time attendance, appraisal, training, and payroll. The questionnaire aims to understand system usage and gather requirements to plan a new HR system implementation.

1. HR QUESTIONNAIRE
PRE-IMPLEMENTATION
[Actor’s Goal]
1) What you are trying to achieve through this HR transformation project?
2) What is the level of employee enablement through HR applications?
3) What are the different departments that you are going to engage in this HR transformation project?
4) What are the different roles and responsibilities assigned to each team?
5) What are the key issues you are facing on the current system?
[Frequency of use]
6) What are the different modules that you are planning to use?
7) How many HR administrators, Managers and employees are planning to use the system?
8) How many concurrent users that you are expecting to use the system?
[Actor]

2. 9) What are different roles of employees accessing the HR applications?
10) What is the job of each role?
11) What are the different downstream systems accessing data from HR applications?
12) What is the purpose of each interface?
13) What are different systems HR application is accessing data from?
14) What is the purpose of each interface?
[Trigger]
15) What is the reason behind this HR transformation exercise?
16) Who initiated this HR transformation drive?
17) What are the key objective that you are planning to achieve through this HR transformation drive?
[Pre conditions]
18) What kind of rollout that you are expecting for the system, in phases or all at once?

3. 19) How many rounds of UAT that you are going to complete?
20) How many environments that you are planning to setup?
21) Where the application will be hosted?
[Post conditions]
22) What should be the percentage of UAT test cases that need to pass to qualify for the go live?
23) What are the essential modules that need to be ready to qualify for the go live?
SOFTWARE MODULES
[Personnel administration]
24) What are the business units or business entities in your company?
25) How are employeesgroupedandclassifiedinthe organization?
26) What is your hiring practice? Is it outsourced?
27) Brieflyexplainyourhiringpractice fornew andrejoinstaff.
28) How doyou handle departmenttransferswithinthe country?Kindlyexplainthe process.

4. 29) How doyou handle departmenttransfers betweendifferent countries?Kindlyexplainthe process.
30) How doyou handle massterminations of employees?Kindlyexplainthe process.
31) How doyou handle Organizationstructure changes? Kindlyexplainthe process.
32) What are consideredemployeetransactions? Kindlylistdownandelaborate.
33) Kindly listdownthe countriesthatyourcurrentsystemis runninglive.
34) What are the specificsetupcodesthatrequiresapproval tosetup? Kindly listdownthe setupcodesand
approval process.
35) How doyou handle backdateddata entryand control the impacton downstreamsystems?
36) How doyou handle the newhireswhoneverturnup? Kindlyexplainthe process.
37) Please explainthe approval workflowforemployee transactionssuchashire,transfer,promotion,
terminationetc.
38) What are variousreportsusedinthe personnel administrationorworkforce administrationmodule?

5. 39) How doyou handle employeewith overseasassignment?
40) How doyou handle employeeshavingmultiple jobsassigned? Kindlyexplainthe process.
41) What are the employeetypesusedbyyourcompany?
42) What are the name formatsusedinyour company?
43) Kindlyprovide the maximumnumberof addressfieldsusedfor othervariouscountries.
44) What are the differentreportinghierarchiesusedinyourcompany? Forex:Departmenthierarchy,
supervisorIDhierarchy
45) What are the variousreportingaswell asworkflow usedinyourcompany?For ex:SupervisorID,manager
ID, workflowIDetc.
46) How doyou segregate employeeswithdifferentbusinessentitiessuchasdivisionor departmentfor
reportingandcost allocation?
47) What are the language supportyourequire?
48) Is yourcurrent systemsupporting single signon?

6. 49) Is yourcurrent systemsupporting anyanalyticsreport?
50) Are you usingthe currentsystemtostore employee CV,educationalcertificatesalongwithemployee
records?
51) Do youuse dedicatedthirdpartyhiringsolutionsforhiringandrehiringorthisis inbuilttothe legacy
system?
52) How doyou manage the processof interview,selectionandprospectivetalentpool directory?
53) Is the hiringprocesslinkedtoyourService procurementsystem, if yeshow doyougetthe requisitionfrom
thisapplicationtothe hiringapplication?Kindlyprovide the Processes andFormat.
54) Do youhave the conceptof re-hire?If yes,doyouhave a flaglike “Re-hireapplicable”inyouHR system?
55) In case question(54) isapplicable,dowe have aconceptof defaultemployeelocation?
56) How doyou converta candidate into Employee?Isthisautomated? Kindly provideprocessdetails.
57) Please enlistandelaborate the variousmanual andbatchprocessesrelatedtohiring.
58) Please enlistthe variousreports neededforPersonnel Administration.

7. 59) Kindlyletusknowwhere the organizationisbasedoutinandinwhichlocations(If the organizationinbased
out indifferentregions).Doyouwantto have same applicationin all locationsorseparate ones?
60) If the Organizationisbasedinvariousregions,kindlylistdownthe Holidayschedule forvarious regions.
61) What are the Currencyusedin variouslocations?KindlylistdownforTravel &Expense setupandSending
Journal filestoGL systemfromHR system
62) Do youhave the conceptof employee role acrossmultiplecountry?If yeshow the administration and
payroll processdoes appliestosuchan employee?
63) Do youhave the organizational lattice basedonpositionhierarchyorpersonhierarchy?Kindlyprovide.
64) Do youcategorize employeesbasedonjobcodes?If yeswhatthe variousjobcodes?
65) Do by anychances the jobcodes for employeeare notfixedand change fromtime totime? If yes,howdo
youassociate earncodeswithjobcodes.
66) How manyemployee categoriesare there inyourexisting system?–Full Time /Part Time / Contract/
Personof Interest.
67) Do youhave the conceptof compensatingpeopleonhourlybasis?
68) Do youhave a conceptof Employee Vendor(Onetime Vendor)? If yes,doyouhave integrationtoyourSCM
application?If yes, kindlyprovide the processandformat.

8. 69) How doyou maintaincompensationratesandassignitto variousemployee type andjobcodes?
70) Do youpay different allowances?If yeshow doyouassociatesandprocess those?
71) What are the variousactionstakenbyan employee?
72) What are the variousactiontakenby manger?
73) What are the variouskindsof HR admins?What actionsare takencare by them?
74) Please enlistandelaborate the variousmanual andbatchprocessesrelatedtoworkforce administration.
75) Please enlistthe variousreportsneeded.
[Claim]
76) What are various typesof claims?
77) How manylevelsof approvalsare usedforeachclaim?
78) What isthe approval matrix forclaims?

9. 79) How doyou handle travel claims?
80) Do youpractice perdiemclaims?
81) Do youpractice cash advance?
82) Are the claims basedof employee type?If yes,how doyoumapthe benefitstoemployeetype?
83) If the claimsettlementisoutsourced,pleaseprovidethe detailsof the processandformat.
84) How doyou associate the claimsettlementtodependents?Please explain?
85) What isthe cycle of statutoryand non- statutorybenefitsanemployeecanclaimintheirrespective regions?
86) What isthe processof changesinclaimsettlementcomponentsinmiddle of years?
87) What isthe policyof claimsettlementonemployeesandtheirdependentsonlongleave orlongforeign
assignmentsandhow youenforce thispolicy?

10. 88) Is there a separate claimsettlementforAdminteam?If yeswhatadditional privilegesdotheyhave?
89) How are the claimsettlementprocessesforterminated,retiredanddeceasedemployees?
90) Please enlistandelaborate the variousmanual andbatchprocessesrelatedtoclaimsettlement
administration.
91) Please enlistthe variousreportsneeded.
[Time Attendance]
92) What are the different calendar types?
93) What are the different shift types?
94) What is the clock format used in your company?
95) What is the frequency of clock processing?
96) What is the frequency of attendance processing?
97) What are the differentshiftpatternsinuse now?
98) What isthe approval control forovertime?

11. 99) Do youpractice cross monthovertime payment?
[Appraisal]
100) What isthe appraisal process?
101) Do youpractice mid-yearreviewsor360 appraisal?
102) Do youpractice score calibration?
[Training]
103) How are coursesgroupedand classified?
104) How are course bookingsbeinghandled?
105) Do youfollowatrainingframework?
106) How are trainingplansdeveloped?
107) What isthe approval matrix forcourse booking?
[Payroll]

12. 108) Is yourpayroll out-sourced?If yes, kindlyprovide the processandformatof the file orxml (forreal time
message).
109) Is yourtax processingoutsourced? If yes,do yougenerate the respective tax liabilityformandsenditto out
sourcedpartner?Kindlyprovidethe processandFormat.
110) Do youfollowasingle payroll calendarormultiple payroll calendar?
111) If your payroll is of multiple types, are theyof same intervals?(Monthly,fortnightly).
112) Is the basisof employee compensationbasedonpay groups?If yeswhatare the variouspay groups?How
doesthe pay groupslink toemployee? If no,kindlyexplain.
113) If the basisof compensationkeepsonchanging,how doyoulinkemployee earningsto this?
114) What are the variousearningcodesanddeductioncodes?
115) What are the variousothercomponentof salary?
116) Do youprocesspay adjustmentsandretro-payments?
117) How manypay periodsdoyouhave ina year?

13. 118) Do youpay out bonus?If yes,isthisa fixedrate asperemployee compensationdetailsorchangesbasedon
othercriteria?If yes,please elaborate.
119) How the payroll processworksforterminated, retiredanddeceasedemployees?
120) Please enlistthe variousreportsneededinpayroll.