FDD - HR & SSHR - V2.2.docx

FUNCTIONAL DESIGN DOCUMENT
HUMAN RESOURCE OPERATIONS
AND SELF SERVICE HR

(HUMAN RESOURCE OPERATIONS)
2
1 OVERVIEW..................................................................................................................................................4
2 HR PROCESSES............................................................................................................................................8
2.1 CHANGE IN PERSONAL INFORMATION........................................................................................................................ 8
2.2 TRANSFER REQUISITION .......................................................................................................................................... 9
2.3 EMPLOYEE ROTATION INITIATION............................................................................................................................ 10
2.4 EMPLOYEE RELIEVING FOR TRANSFER & PROMOTION ................................................................................................. 11
2.5 EMPLOYEE’S JOINING FOR TRANSFER, PROMOTION & ROTATION.................................................................................. 12
2.6 LEAVE APPLICATION ............................................................................................................................................. 13
2.7 EMPLOYEE CARD ................................................................................................................................................. 14
2.8 EMPLOYEE LOAN ................................................................................................................................................. 15
2.9 GRIEVANCES HANDLING........................................................................................................................................ 16
2.10 DOCUMENTS OF RECORD CREATION........................................................................................................................ 17
2.11 RESIGNATION...................................................................................................................................................... 18
2.12 RETIREMENT....................................................................................................................................................... 20
2.13 SEPARATION – DEATH .......................................................................................................................................... 22
2.14 SEPARATION – TERMINATION/DISMISSAL................................................................................................................. 23
3 ANNEXURE ...............................................................................................................................................24
3.1 DOCUMENTS OF RECORD CATEGORIES..................................................................................................................... 24
3.2 EXIT FEEDBACK FORM .......................................................................................................................................... 24
3.3 OFF-BOARDING DOCUMENT CHECKLIST................................................................................................................... 25
4 ALERTS LIST ..............................................................................................................................................26
5 APPROVAL MATRIX ..................................................................................................................................27
6 WISH LIST MAPPING.................................................................................................................................29
TABLE OF CONTENTS

3
Document Control
Change Record
3
Date Author Version Change Reference
26-Aug-2019 V1 No previous document
Reviewers
Date Reviewed By Name
1-Sep-2019 Project Director Amjad Rahim

` FUNCTIONAL DESIGN DOCUMENT
4
1 Overview
ABC Bank (ABC) is currently using Oracle HRMS R12.1 Suite to perform its day to day HR
operations and reporting purposes. ABC has now deployed Oracle Financials Suite on a different
environment at Oracle R12.2.7 version. Oracle HRMS is being reconfigured on the new server
for seamless integration with Oracle Financials and streamlining the deployed HR operations.
Some of the benefits envisaged with the reconfiguration of HR operations and HC are as follows:
 Complete tracking and history of all the Employee personal and job related information;
 Maintenance of Intern’s Master Data.
 Self Service capability to allow employees and managers in various departments and
branches to perform various functions online through the system such as;
- Online approval at various levels for update in employee data by employee or
manager;
- On Boarding of employees using a workflow based process;
- Online request for Transfer and Rotation;
- Submission of Resignation by employee through self-service portal;
- Submission of various other requests like Loan application, Employee Card and
Grievance handling; and
- Comprehensive view of Worker Talent Profile for both employee and manager.
 Various event based and scheduled alerts intimating the concerned personnel and
departments regarding appropriate action to be taken on timely basis; and
 Employee reporting based on various criteria, such as by department, location, position
and organization hierarchy cost centers etc.
 Online document management in the system against specific categories
At AGL, HR Operations will be performing the following key functions.
 Employee Profile Maintenance
Employee will be able to view and maintain his own profile in Oracle HR and submit personal
profile update request through HR Connect (HC). Personal information will include items such
as details of family, contacts, address, qualifications etc. Any change in personal information
will be routed to his Line Manager and Power User for approval using Self-Service Workflow.
 Transfers Requisition
Transfers requisition will be initiated by employee/supervisor using HC through Special
Information Type functionality. The employee or designated person at the Branch/Region will
initiate the process by entering details of Transfer Requisition of Employee and submit for
approval. After approval from relevant authority, requisition will be approved and a transfer
note will be generated from the system along with notification & customized alerts to all
relevant users.

5
Prior to joining the new organization, employee’s current line manager will use My Team
Change Manager function to change the supervisor of the employee in line with the transfer
note. Once transaction is processed by the line manager, this will be notified to supervisor’s
supervisor for approval. Once approved, employee’s supervisor will be updated in the HR
system.
 Promotion
The Promotion process i.e. Vacancy creation, applicants short-listing and offer will be carried
out by recruitment team using Oracle iRecruitment. Once offer has been approved by the
employee, his/her current line manager will use My Team Change Manager function to change
the supervisor of the employee in line with the promotion letter. Once transaction is processed
by the line manager, this will be notified to supervisor’s supervisor for approval. Once approved,
employee’s supervisor will be updated in the HR system.
 Rotation/Re-designation
Rotation will be initiated by employee/supervisor using HC through Special Information Type
functionality. The designated person at the Branch/Region will initiate the process by entering
details of Rotation of Employee and submit for approval. After approval from relevant authority
notification & customized alerts will be generated and sent to all relevant users.
 Joining
When joining at the new organization, the respective line manager will use My Team Transfer
Function to change the Position and HR Organization of the Employee in line with the transfer
requisition/rotation letter/promotion letter. Once transfer is processed by the line manager,
this will be notified to centralized HR team for approval. Once approved, assignment will be
updated in the HR system.
 Leave Application
Employee will be able to submit their leave application using HC. The application will be routed
to his Line Manager and relevant authority for approval using Self-Service Workflow as per ABC
leave policy.
 Employee Card Application
New joiners will be able to submit an application to HR department for issuance of employee
card once they have joined the respective designation/department. This will be submitted
through HC and will be sent to HR department for approval and issuance of card.
 Employee Loan Application
Employee will use HC to apply for respective loan. Employee will be able to view details like
current loan type and amount, Cumulative interest rate being charged etc. In addition,
employee will be restricted to apply for loan up to a certain limit as per DBR loan limit.

6
 Grievance Handling
Employee will be able to raise his/her dissatisfaction or injustice with the job to the line
manager, line manager’s supervisor or HR Department through HC. With proper tracking to HR
along with customized alerts at relevant level.
 Documents of Record Creation
HR Department will receive the physical documents from the relevant departments or employee.
The concerned Officer will scan the document and will perform quality assurance before
uploading. After that, concerned Officer will search the employee against which the document is
to be uploaded, select the relevant category and upload the document and submit the document
for authorization. Once the process is complete, the physical documents shall be placed into
physical personal file of the relevant employee.
The documents uploaded in the system can be accessed by employee and line manager through
Oracle Self Service.
 Resignation
Employee will initiate the resignation process using HC. After approval from the Line Manager
of the employee, process will be forwarded to HR separation desk. HR Separation desk will
approve the workflow and after the approval system will automatically mark employee as
resigned. Customized Alerts will be sent to HR once employee submit online resign.
 Retirement
HR Separation Officer will extract a report mentioning the Employee reaching the age as per
retirement policy. HR Separation desk will initiate the separation workflow and will it send for
approval from HR Manager. HR Manager will approve the process and employee information
will be updated accordingly. Retirement Letter will be generated from the system.
 Death
Respective supervisor/line manager will inform HR Department about the death about the
death of an employee. HR Separation desk will then initiate the separation workflow and will it
send for approval from HR Manager. HR Manager will approve the process and employee
information will be updated accordingly.
 Dismissal
Employee may be dismissed, if he / she are found guilty of any misconduct. Upon receiving the
decision of Dismissal of Employee, HR Separation desk will initiate the separation process which
will be approved by HR Manager.
 Termination
Employee can be terminated on the recommendation of the functional head due to; poor
performance/ attitude or reorganization / restructuring / consolidation of operations or for any
other similar reason due to business considerations. HR Separation desk will receive the case

7
from the concerned Head. HR Separation desk will initiate the separation process and will send
it for approval. HR Separation Manager will approve the workflow. After approval, HR
Separation Officer will extract Termination letter from the system.
 Disciplinary Action
Disciplinary Action (DA) information will be recorded against the respective employee using
Extra Information Types. EITs are secured by responsibility in Oracle and will only be visible to
authorized personnel. EITs will be made to hold the dates and other relevant information after
DA decision has been finalized. Instead of EITs this should be SIT with proper tracking of total
records in process and completed and once SIT is closed EIT will be updated accordingly. This
will also help us to check number cases recorded, processed and their outcomes.

8
2 HR Processes
2.1 Change in Personal Information
Process Flow
Human Resource Information System
Module
Process
Process owner(s)
Human Resource Management System
Change of Personal Information
Documentation Level 2.1
Process Narrative
This process flow describes that how the employees will
change their personal information or Qualifications. This will
be done through Self-Service Human Resources:
2.1.1 Employee will Login to his respective user account and
open HR Connect responsibility. Employee will select the
personal information/ Qualification
2.1.2 Employee will enter the details as required and will
send it for approval along with supporting documents if
required. that he/she wants to add/update.
An employee may update the following information:
- Name
- Personal Information
- Addresses (Permanent/ Current)
- Contacts (Dependent/Beneficiary)
- Phone Numbers
- References
- Email
- Marital Status
For Qualification, an employee may update the following
information:
- Qualification Name
- Qualification Date
- Institute Name
2.1.3 Line Manager will approve, reject, reassign or request
formore information.
2.1.4 HR Officer in HR Department will receive the
notification after approval from Line Manager along with
support documents.
HR Officer will review the information updated by the
employee and will approve or reject.
After approval changes will be updated in the Employee
Master Record in the system.
Start
Employee will Log into HR
Connetc and will select the
information he/she wants to
add/update
HR Connect
2.1.1
Legend:
Manual process Control
System process Decision
Link Manual Control
Data Base System
Document
Manual Document
Line Manager will review and
approve the change. It can be
rejected or return it for
correction in case of any issue
Line Manager
2.1.3
HR Officer will receive the
notification after approval
from the Line Manager along
with the supporting document
HR Officer
2.1.4
SSHR
Employee will enter the details
as required and will send it for
approval along with supporting
document, if required.
HR Connect
2.1.2
Notification
Supporting
Document
Notification
Supporting
Document
Notification
Supporting
Document
Notification
Supporting
Document
Approved
Oracle HRMS
End
End
No Yes

9
2.2 Transfer Requisition
Process Flow
Human Resource
Module
Process
Process owner(s)
Transfer Requisition
Process Narrative
This flow describes the process of Transfer
requisition for employees at KMBL. This process
will have no impact on budget headcount,
assignment and payroll.
2.2.1 Distribution Supervisor, Line manager and
employee will have the option to initiate
transfer requisition within the system.
Authorized Person will initiate the transfer
requisition process through Oracle Self Service
using SIT Functionality. Following details will be
entered;
- Proposed Organization
- Proposed Position
- Proposed Location
- Reason for Transfer
- Proposed Supervisor
2.2.2 Approval notification of Transfer
Requisition will be received by employee’s line
manager, functional head and Chief Human
Resource Officer.
In case of objection, request will be reverted
back to the initiator with comments.
Authorized will make the required changes and
will submit the request again.
2.2.3 After approval from approval hierarchy
,approval notification will be received by an
Authorized Person in HR Department.
Authorized Person will approve the request and
extract a system generated Transfer Note,
which will be issued to the respective
employee. A customized alert will be sent to
relevant users.
Legend:
Link Manual Control
Manual Document System
Document
Authorized User will initiate the
transfer requisition within the
system.
Authorized User
2.2.1
Start
The requisition will be forwarded
to concern approval hierarchy.
Approval Hierarchy
2.2.2
Authorized user in HR department
willapprove therequest, will
extract Transfer Note
HR Department
2.2.3
Approved
Transfer
Requisition SIT
Objection
Yes
No
Scanned Document
Yes
2.2.1
No
End

10
2.3 Employee Rotation Initiation
Process Flow
Human Resource
Module
Process
Process owner(s)
Employee Rotation
Process Narrative
This flow describes the process of rotation of
employees at KMBL. This process will have no
impact on budget headcount, assignment and
payroll.
2.3.1 Line manager and will have the option to
initiate rotation within the system.
Line Manager will initiate the rotation process
through Oracle Self Service using SIT
Functionality. Following details will be entered;
- Proposed Organization
- Proposed Position
- Proposed Location
- Reason for Rotation
2.3.2 Approval notification of Rotation will be
received by employee’s line manager,
functional head and Chief Human Resource
Officer.
2.3.3 After approval from approval hierarchy
,approval notification will be received by an
Authorized Person in HR Department.
Authorized Person will approve the request and
extract a system generated Employee’s
Rotation Letter, which will be issued to the
respective employee. A customized alert will be
sent to relevant users.
Legend:
Link Manual Control
Document
Authorized User will initiate the
employee’s rotation within the
system.
Authorized User
2.3.1
Start
The transaction will be forwarded
to concern approval hierarchy.
Approval Hierarchy
2.3.2
willapprove therequest, will
extract Rotation Letter
HR Department
2.3.3
Approved
Rotation SIT
Objection
Yes
No
Scanned Document
Yes
2.3.1
No
End

11
2.4 Employee Relieving for Transfer & Promotion
Process Flow
Human Resource
Module
Process
Process owner(s)
Employee Relieving
Process Narrative
This flow describes the process of Employee
Relieving at KMBL. The change in employee
assignment will be performed through Oracle
SSHR using standard Transfer functionality.
2.4.1 Prior to joining the new organization i.e.
day before joining at new location, employee’s
current line manager will change the supervisor
of the employee in line with the transfer note
2.4.2 After entering the details, line manager
will submit it for approval to line manager’s
supervisor.
2.4.3 On approval, employee's supervisor will
be updated on assignment form from the
effective date given.
Legend:
Link Manual Control
Document
LineManager will initiate the
relieving process within the system
prior to physical joining of
employee.
LineManager
2.4.1
Start
Transaction willbe submitted for
approval
LineManager
2.4.2
Linemanager’s supervisor will
review and approve therequest
Linemanager’s supervisor
2.4.3
Oracle HRMS
Approved
Yes
2.4.1
No
End

12
2.5 Employee’s joining for Transfer, Promotion & Rotation
Process Flow
Human Resource
Module
Process
Process owner(s)
Transfer Posting / Joining
Process Narrative
This flow describes the process of Employee
Joining at KMBL. The change in employee
assignment will be performed through Oracle
SSHR using standard Transfer functionality.
2.5.1 Upon physical joining of the employee at
the designated branch/department, new line
manager will initiate joining process within the
system.
2.5.2 On the basis ofTransfer Note, line
manager will enter the following details:
- Effective date (Joining date)
- Department Name
- Job Title
- Position Name
- Grade
- Change Reason
- Location
if the physical location ofthe employee is
different from the location defaulted from
Department then line manager will update the
actual location.
2.5.3 After entering the details, line manager
will submit it for approval to Authorized Person,
based on the change reason field.
2.5.4 On approval, employee's assignment will
be updated from the effective date given.
Legend:
Link Manual Control
Document
LineManager will initiate the
joining processwithin the system
on physical joiningof employee.
LineManager
2.5.1
Start
On the basis ofTransfer Note, line
manager will updateemployee’s
assignment
LineManager
2.5.2
willreview and approve the
request
HR Department
2.5.3
Oracle HRMS
Approved
Yes
2.5.1
No
End

13
2.6 Leave Application
Process Flow
Human Resource
Module
Process
Process owner(s)
Leave application
Process Narrative
This process will cover the process of leave
application for Annual, Extended Sick Leave,
Maternity, Pilgrimage leave and Leave without
Pay initiated by an employee
2.6.1 An employee will apply for leave through
absence management in HR Connect.
Employee will provide leave reason, absence
type, start and end date and any further
information if needed.
If the leave balance is already consumed, the
system will not allow the employee to apply for
any leaves.
Leave days will be calculated automatically
from the start and end date of leave on the
application form and will be non-editable.
2.6.2 The request will be sent to the respective
personnel on the basis of leave days entered in
the system. He/she can approve or reject the
application throughMy Team.
Line manager will verify the following shown on
the face of the notification, of the employee
before approving the leave application.
If the replacement specified by the employee at
the time of leave, is also on holiday
2.6.3 The Chief Human Resource Officer (CHRO)
will receive the application for final approver
for special leaves and leave days exceeding 5
days.
If the required information is not complete the
application will be rejected and sent back to the
employee.
Otherwise, the application will be approved and
employee master data and leave balance will
be updated.
Legend:
Link Manual Control
Document
Start
An employee will apply for leave
through absence management in
SSHR.
Human Resource
2.6.1
The request will be received by the
relevant authority on thebasis of
leavedays. He/she will approveit
using Manager SSHR.
Human Resource
2.6.2
Application
approved
After approval application will be
forwarded to CHRO for final
approver (if required)
Chief Human Resource Officer
2.6.3
Yes
End
No
Replaced
by caution
Oracle HRMS

14
2.7 Employee Card
Process Flow
Module
Process
Process owner(s)
Employee Card Application
Process Narrative
This process flowdescribes that how employee will
submit an application to HR department for employee
card. This will be done through Special Information
Type (SIT) functionality.
2.7.1 Employee will login to his respective user
account and open HR Connect responsibility.
Employee will select the Employee Card function to
initiate the process.
2.7.2 Employee will enter the details fills it with the
relevant information e.g. reason for Card issuance,
attach passport size photograph and submits it to line
manager for further processing.
2.7.3 Line Manager verifies the details and then
forwards the application to HR Desk.
2.7.4 HR desk verifies the details and then gave an
order for new employee card, which is then
dispatched to the employee.
After Dispatch, HR Department will manually upload
Picture on the employee profile.
Start
Employee will Log into
Employee Self-Service and
will select the Grievance
Handling function
HR Connect
2.7.1
Legend:
Link Manual Control
Data Base System
Document
Manual Document
HR Department verifies the
details andthen gave an
order fornew employee
card
HR Department
2.7.4
SSHR
Employee will enter the
details as required and will
send it for approval along
with picture attached.
Employee Self Service
2.7.2
Notification
Supporting
Document
Oracle HRMS
Employee Picture
Approved
Yes
2.7.1
No
End
Line Managerverifies the
details andthen forwards
the application toHR
Line Manager
2.7.3
Employee Picture

15
2.8 Employee Loan
Process Flow
Human Resource
Module
Process
Process owner(s)
Employee Loan
Process Narrative
This process flowdescribes that how the
employee will submit for loan application. This
will be done through Special Information Type
(SIT) functionality.
2.8.1 Employee will login to his respective user
account and open Self Service HR responsibility.
Employee will select the loan that he/she wants
to apply for.
2.8.2 Employee will enter the details as
required and will send it for approval along
with supporting documents, if required.
Employee can view details like current loan
type and amount, Cumulative interest rate
being charged etc. In addition, validations are
also applicable, restricting employees to apply
for loan up to a certain limit.
2.8.3 Line Manager will approve, reject,
reassign or request for information.
2.8.4 The application will then be forwarded to
Area Manager for reviewapproval.
2.8.5 Once approved, the application will be
forwarded to HR officer for reviewand final
approver.
After approval, data will be updated in
Employee's SIT in the system.
Start
Employeewill Log into
EmployeeSelf-Serviceand will
select the information he/she
wantsto add/update
EmployeeSelf Service
2.8.1
Legend:
Link Manual Control
Data Base System
Document
Manual Document
LineManager will review and
approve the change. It can be
rejected or return it for
correction in case ofany issue
LineManager
2.8.3
Area Manager willreceivethe
notification after approval from
the Line Manager along with
the supporting document
Area Manager
2.8.4
SSHR
Employeewill enter thedetails
approvalalong with supporting
EmployeeSelf Service
2.8.2
Validation on
Loan Amount
HR Officer will receive the
notification after approval from
the Area Manager along with
the supporting document
HR Officer
2.8.4
Approved
Yes
2.8.1
No
End
Oracle HRMS

16
2.9 Grievances Handling
Process Flow
Module
Process
Process owner(s)
Grievance Handling
Process Narrative
This process flowdescribes that how the
employeewillraisehis/her dissatisfaction or
injusticewith thejob. This will bedonethrough
Special Information Type (SIT) functionality.
2.9.1 Employeewil login to his respective user
account and open Self ServiceHR responsibility.
Employeewill select theGrievance Handling
function to initiatethe process.
2.9.2 Employeewill enter the details as
required and willsend it for consideration along
with supporting documents, if required.
Employeewill select thelevel the Stagelevel
which will be responsible for dealing with the
grievance raised by theemployee.
2.9.3 Relevant user will receive theapplication
and dealwith it accordingly. Oncetheissue is
resolved user willclose therequest.
2.9.4 Onceclosed, theapplication will be
forwarded to HR officer for reviewand final
decision/record.
After approval, data will be updated in
Employee's SIT in the system.
If the response is non-satisfactory then
employee will re-initiate the process and select
thenext Stage as per KMBL policy
Start
Employee will Log into
Employee Self-Service and will
select the GrievanceHandling
function
2.9.1
Legend:
Link Manual Control
DataBase System
Document
Manual Document
User will review and deal with
the application. Once resolved,
application will be approved
Relevant User
2.9.3
SSHR
Employee will enter thedetails
approval along with supporting
2.9.2
Notification
Supporting
Document
Response
Satisfactory
Oracle HRMS
End
Yes
2.9.1

17
2.10 Documents of Record Creation
Process Flow
Employee Record Management
Module
Process
Process owner(s)
Document of Records
Process Narrative
This process flowdescribes the employee wise
uploading of employee related document
through Document of Records Functionality.
2.10.1 Following department will review, scan
and quality assure the documents before
uploading in the system:
- Employee
- Talent Acquisition Department
- Separation Department
-Disciplinary Action Department
- Payroll and Benefits Department
- Learning Department
- Leaves Department
- Others
2.10.2 After scanning the document, it will be
uploaded in the system and will be submitted
for authorization to Line Manager
2.10.3 HR Officer will receive the workflowfor
final approval.
2.10.4 After approval the document will
become the part of the database.
Start
Scanning of document from
Concerned Department
EmployeeRecord Management
2.10.1
Legend:
Link Manual Control
Data Base System
Document
Manual Document
Workflow is received by Line
Manager
HR Officer
2.10.3
Document once approved
becomespart of the database
EmployeeRecord Management
2.10.4
Submission for Authorization to
LineManager
Concerned Department
2.10.2
Scanned
Document
DOR Database
Verification
and Quality
Assurance
Approved
Yes
2.10.1
No
End

18
2.11 Resignation
Process Flow
Human Resource
Module
Process
Process owner(s)
Resignation
Process Narrative
This process describes the Resignation process
of the employee through Self Service.
2.11.1 In Employee Self Service, employee will
only have the options to select leaving reason
which are initiated by employee. Following
reasons of separation are initiated by
employee:
- Resignation
Employee will initiate the resignation request
through employee self service. Employee will
enter the following details:
- Notification Date
- Projected Resignation Date
- Reason
- Comments
After Entering the details, employee will submit
the resignation for approval. A customized alert
will be generated and sent to HR Desk.
2.11.2 Line Manager will receive the resignation
workflow and will approve or reject it. If
resignation is reject at any level of approval,
workflow will go back to initiator.
2.11.3 After Approval from Line Manager,
resignation workflow will land to HR
Department for further processing of the
resignation.
2.11.4 HR Officer will manually update
employee's assignment to "Notice Period" from
notified date and enter the effective Last
Working day of employee as per KMBL policy.
HR Officer will then approve the resignation
workflow.
After Approval, System will be updated
accordingly.
Legend:
Link Manual Control
Document
Employeewill initiate the
resignation process from
EmployeeSelf Service. Employee
willenter and submit Exist
interview form through ESS
Employee
2.11.1
Oracle HRMS
Only employee
specific leaving
reason will
selected
Start
Notification
LineManager will receive the
resignation workflow for approval
Line Manager
2.11.2
Notification
Approved
2.11.1
No
Separation workflow will land to
HR Department
HR Department
2.11.3
Yes
Notification
HR Officer will updatethe
employee’s assignment to
Suspended and enter effective late
Date of employye
HR Department
2.11.4
Oracle HRMS
A

19
Process Flow
Human Resource
Module
Process
Process owner(s)
Resignation
Process Narrative
2.11.5 After approval of the resignation
process. Off-Boarding checklist will be attached
automatically to the employee. System
generated notifcation will be send to Relevant
Task Owners with their respective tasks
Relevant Task owner will update the following
tasks of off-boarding checklist:
- Copy of Handing & Taking Over of Portfolio
- Bank Assets (Vehicle / Motorbike / Computer
etc)
- Bank's Employee ID Card
- ALICO Health Care Insurance Card
- Bank's Visiting Cards
- Closed Salary Account
- Exit Feedback Form
2.11.6 Relevant Task Owner will use the same
Checklist to keep record of separation
documents. Relevant Task owner will manually
update the progress of checklist’s tasks in the
system.
System generated report will be used to review
Pending Task Status of Off-Boarding Checklist
Legend:
Link Manual Control
Document
Checklist willbe attached to
employeeautomatically
Off Boarding Checklsit
2.11.5
Oracle HRMS
Only employee
specific leaving
reason will
selected
Relevant Task Owner will complete
the off-boarding checklist
Relevant Task Owner
2.11.6
A
Off-Boarding
Checklist
Approval
Notification
Oracle HRMS
Off-Boarding
Checklist
Only Task
Owner can
completeTask
Approved
Yes
2.11.1
No
End

20
2.12 Retirement
Process Flow
Human Resource & Learning Group
Module
Process
Process owner(s)
Retirement
Process Narrative
This process flow describes the process of
employee separation through retirement.
2.12.1 HR Separation desk responsible for
separation will extract a report mentioning the
employee reaching the retirement defined as
per KMBL policy.
2.12.2 HR Separation Officer will then initiate
the separation process and it for approval from
HR Manager.
Following fields will be entered:
- Effective Date
- Reason
- Comment
2.12.3 HR Manager will receive the separation
workflow and will approve it. If the workflow is
rejected at any level of approval, workflow will
go back to the initiator.
2.12.4 After approval, HR Separation desk will
generate the retirement letter from the system.
System will be updated accordingly.
Legend:
Link Manual Control
Document
HR Separation officer will extract a
report mentioning the employees
reaching retirement age.
HR Separation Officer
2.12.1
Start
Report of retiring
employees
HR Separation officer will initiate
the separation process
2.12.2
Notification
HR Separation Manager will
receive the workflow for approval
HR Separation Manager
2.12.3
Notification
HR Separation Officer will
generatetheretirement letter and
system willbe updated
accordingly.
2.12.4
Oracle HRMS
Notification
2.12.1
Approved
Retirement Letter
Notification
A
Yes
No

21
Process Flow
Human Resource
Module
Process
Process owner(s)
Retirement
Process Narrative
generated notifcation will be send to Relevant
etc)
system.
Pending Task Status of Off-Boarding Checklis.
Legend:
Link Manual Control
Document
employeeautomatically
2.12.5
Oracle HRMS
Only employee
specific leaving
reason will
selected
Relevant Task Owner
2.12.6
A
Off-Boarding
Checklist
Approval
Notification
Oracle HRMS
Off-Boarding
Checklist
Only Task
Owner can
completeTask
Approved
Yes
2.12.1
No
End

22
2.13 Separation – Death
Process Flow
Human Resource
Module
Process
Process owner(s)
Separation – Death
Process Narrative
This process flow describes the separation of
employee service through Death.
2.13.1 HR Separation desk will receive the
information about the deceased from the
concerned line manager.
2.13.2 HR Separation desk will initiate the
separation workflow and send for approval
from HR Manager.
2.13.3 HR Manager will receive the workflow
for approval.
2.13.4 Upon receiving the approval, employee
will be automatically separated in the system.
generated notification will be send to Relevant
etc)
- Insurance Claim
- Succession Certificate
Pending Task Status of Off-Boarding Checklist.
Legend:
Link Manual Control
Document
HR Separation Officer will receive
information about the deceased
from Line Manager
HR Separation Department
2.13.1
Start
HR Separation Officer will initiate
the workflow and send it for
approval
2.13.2
HR Separation Manager will
receive and approve the workflow
HR Separation Manager
2.13.3
Notification
Notification
Intimitation
Notification
generatetheretirement letter and
system willbe updated
accordingly.
2.13.4
Oracle HRMS
2.13.1
Approved
Notification
No
Yes
employeeautomatically. And
Relevant Task owners will
complete the checklist
2.13.5
Oracle HRMS
Off-Boarding
Checklist
End

23
2.14 Separation – Termination/Dismissal
Process Flow
Human Resource
Module
Process
Process owner(s)
Separation – Dismissal and Termination
Process Narrative
This process flow describes the separation of
employee service through Termination process.
Employee may be dismissed, if he / she are
found guilty of any misconduct or on the
recommendation of the functional head due to;
poor performance/ attitude or reorganization
of operations.
2.14.1 HR Separation Desk will receive the case
from the concerned Department.
2.14.2 HR Separation Desk will initiate the
separation workflow and send for approval
from HR Manager.
2.14.3 HR Manager will receive the workflow
for approval.
2.14.4 Upon receiving the approval, employee
will be automatically separated in the system.
HR Separation Officer will generate the
termination Letter and send to employee.
generated notification will be send to Relevant
etc)
system.
Pending Task Status of Off-Boarding Checklist.
Legend:
Link Manual Control
Document
HR Separation Officer will receive
the case from concerned
Department
HR Separation Desk
2.14.1
Start
HR Separation Desk will initiate the
workflow and send it for approval
HR Separation Desk
2.14.2
HR Manager will receive and
approve the workflow
HR Manager
2.14.3
Notification
Notification
Email from
Concerned
Head
Notification
generate the retirement letter and
system will be updated
accordingly.
2.14.4
Oracle HRMS
2.14.1
Approved
Termination Letter
Notification
No
Yes
Checklist will be attached to
employee automatically
2.14.5
Oracle HRMS
Only employee
specific leaving
reason will
selected
Relevant Task Owner
2.14.6
Off-Boarding
Checklist
Notification
Oracle HRMS
Off-Boarding
Checklist
Only Task
Owner can
complete Task
End

10
3 Annexure
3.1 Documents of Record Categories
The following Categories are maintained at ABC Bank Limited:
Sr. No. Category Sub-Category
1 Personal Profile
2 Recruitment & Selection Documents
3 Performance Assessment / Salary Review
4 Discipline/Separation & Final Settlement
5 Miscellaneous
6 Leaves
3.2 Exit Feedback Form
Sr. No. Questions
1. Critical Reason for Leaving 1
4. Were you satisfied with your salary?
5. Were you satisfied with your other than salary benefits?
6. Are you satisfied about your end term benefits?
7. Do you feel ABC should have any other term benefit. If "Yes" what
8. Did you receive trainings & Development opportunities?
9. Were you informed and encouraged to apply to internal jobs ads/opportunities?
10. Did your line manager discuss your current & future training needs with you?
11. Were you get job rotation opportunities to have lateral exposures?
12. Were your objectives/targets communicated to you?
13. Did you receive periodic performance reviews and feedback?
14. Did you agree with your performance appraisals?
15. Was your appraisal outcome communicated to you by line manager?
16. Were you given recognition for your work?
17. Were you given fair chance to avail leaves, gazzette holidays?
18. Were you given clarity on your job / JD line manager / supervisor?
19. Did your line manager give you coaching / guidance to help you perform your job
responsibilities?
20. Did you have any issues with your supervisor / line managers?
21. Did you receive respect & fair treatment at your workplace?
22. Do you have access to necessary resources to perform your job
23. Was the physical environment at your workplace comfortable?
24. Were you given adequate support from other departments including corporate
office?
25. Where you moving to?

25
26. Will you reconsider rejoin ABC? If "Yes" why
27. Which organization are you moving to?
3.3 Off-Boarding Document Checklist
Sr. No. Particulars Task Owner
1 Copy of Handing & Taking Over of Portfolio Line Manager
2 Bank Assets (Vehicle / Motorbike / Computer etc) Line Manager
3 Bank's Employee ID Card Line Manager
4 ALICO Health Care Insurance Card Line Manager
5 Bank's Visiting Cards Line Manager
6 Closed Salary Account Line Manager
7 Functional department clearance HOD
8 HR Loan desk Clearance Loan Desk
9 CHRO Clearance CHRO
10 F&A Clearance F&A

26
4 Alerts List
Sr. No. Alert Event
1 Submission of Resignation
2 Initiation of Transfer Requisition
3 Initiation of Employee’s Rotation
4 Change in Assignment
5 Change in Employee’s supervisor
6 Completion of Probation & Notice Period
7 Completion of Off-boarding checklist Task

10
5 Approval Matrix
Sr. No. Process Name Initiator Approver 1 Approver 2 Approver 3 Approver 4 Approver 5
1. Change in Personal Information Employee Line Manager HR desk
2. Leave Application (Entitled)
Authorized
Person
Line Manager
2nd line manager
if more than 5
days
3.
Leave Application (Absence &
LWOP)
Authorized
Person
Line Manager Functional Head CHRO
4. Grievance Handling Employee Line Manager
Line Manager’s
supervisor
Chief Human
Resource
Officer
HR
Department
5. Employee Card Employee Line Manager HR Desk
6. Employee Loan Employee Line Manager
2nd Line
Manager
Loan Desk MHRIS MELoans
7. Document of Records Employee HR Officer
8. Transfer Requisition
Employee/Aut
horized Person
Line Manager 2nd line manager HOD
Chief Human
Resource
Officer
HR
Department
9.
Employee Relieving (Transfer &
Promotion)
Line Manager
2nd line
manager
10.
Employee Joining (Transfer,
Promotion & Rotation)
Line Manager
HR
Department
11. Resignation Employee Line Manager HR Manager

28
12.
Retirement - Pre -
Superannuation/Superannuatio
n
Separation
Desk
HR Manager
13. Termination/ Dismissal
Separation
Desk
HR Manager
14. On Service Death
Separation
Desk
HR Manager

29
6 Wish list Mapping
Sr.
No
Requirement Response
(S/A/C/U)
Module Mapping
1. Leave policies to be updated e.g. for
Branch office Staff Leave should be
applicable on Saturday but for other
offices Saturday should be a weekend
S Core HR Leave formula will be updated to account for weekends
in annual leave days calculation.
2. Validation on CNIC field is required to
ensure a standardized format is
followed e.g. 13 digits limit
S Core HR Validation can be applied using personalization on Java
form however, this validation cannot be applied on OAF
form without customization. Also, master data will need
to be cleansed for consistency in records.
3. A standard format should be available
for ‘Verification of ex-employee’
process
C Core HR A customized report can be developed displaying
relevant data.
4. Change of appearance of Oracle Login
page i.e. employee could view his
details on the homepage instead of
navigating to relevant responsibility.
NA Core HR Oracle’s standard display page cannot be changed.
However users can add common or frequently used
function in favorite list for quick access.
5. For Employee Medical and Life claim,
HR should have the right to update
‘cheque received date’ field after it
has been sent for approval.
S Oracle Self
Service
A single user, authorized by ABC will be allowed to
update Cheque Received date at the time of approval.
6. A proper Organization and Position
hierarchy should be maintained in
Oracle.
S Core HR Standard functionality of Oracle is available for
organization and position hierarchy creation and
updation.

30
7. Automation of following processes
are required at ABC:
1. Transfer Requisition
2. Backdated Transfers
3. Grievance Handling
4. Auto Loan application
5. New Employee Card Application
6. Exit Feedback
7. Medical and Life Claim
8. Travel and Daily Allowance
(TA/DA)
9. Promotion/rotation
Oracle Self
Service
SIT will be configured along with concern checks and
validation for the following:
 Transfer Requisition
 Grievance Handling
 Loan Application
 Medical and Life Claim
 Employee Card Application
Furthermore, self-service functionality will be used to
enable employees to submit/fill relevant SIT and get it
approved.
For Backdated Transfers, Entry will be performed by HR
admin user directly on assignment form.
Further, the functionality of Travel and Daily Allowance
claim can only be available through Oracle iExpense
which is not in scope. Alternatively, administrative
approval can be obtained using SIT.
8. Integration between employee Card
SIT and Picture upload. Templates to
be shared.
NA Oracle Self
Service
Not available in standard Oracle HRMS.
9. Functionality to upload employee’s
document should be available in
Oracle
S Oracle Self
Service
Functionality of Document of records will be configured
to enable designated user to upload document of
records of employees.
10. Master Data of interns should be
maintain in Oracle, however no
employee number should be assigned
S Core HR Interns will be created as Contingent workers for
separate numbering sequence and maintenance of

31
and payroll be kept outside the
system.
master data. However no payroll can be executed for
them.
11.
Process of Disciplinary Action should
also be automated as in other cases.
S Core HR Oracle does not offer a standard solution for
Disciplinary Action proceedings. However fields will be
created in EIT for DA decision recording and reporting
purpose.
12.
Talent Profile of Employees to be
viewed by manager and subordinates.
S Oracle Self
Service
Standard functionality of Talent profile management
will be enabled in employee and manager self-service.
13. Employee can extract their salary slip
prior to month end payroll
disbursement. This should be
restricted so that employee could
only extract current month salary slip
after payroll has been disbursed.
S Core HR Standard online pay slip function will be enabled, which
will allow HR user to disseminate pay slip information
after payroll disbursement.
14. Integration of loan application
process with installment generation.
When an employee submits loan
application (SIT), system should
automatically generate Loan
installment plans in T24.
NA Oracle Self
Service
Auto generation of installment plan is not available in
standard Oracle HRMS.
15. Integration of employee’s incentive
with payroll. Calculation of incentives
be performed in T24 but should
transfer to Oracle Payroll
C Core HR Input required from the incentive management system
in Oracle database view. Payroll solution will
automatically fetch the incentive amount for the
respective periods, if provided in Oracle database view.

32
automatically without human
interference.
16. Configuration of manager self-service
i.e. manager should also be allowed
to perform all the tasks that can be
performed through HR Connect
S Oracle Self
Service
Manager Self Service functionality will be configured for
this purpose.

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