ebizframe Employee Self Service Portal
The Employee Self Service Portal is a part of ebizframe Human Capital Management (HCM). An employee needs services from the organization he works for in multiple ways. Multiple types of transactions such as regular data relating to payroll, tax deductions, leave management, claiming of petty expenses made on behalf of the organization, travel expense claims, etc. are needed regularly. If these transactions are not automated, the staff member has no choice but to approach the HR Team or the Accounts Team to handle their routine queries. Naturally, this would take time of both parties and slow down the entire cycle for virtually no benefit at all to anyone. Yet, handling of such routine issues is critical to the smooth functioning of any organization.
It is also necessary for today’s connected world to have a system where tasks can be assigned to team members even when they are away and face to face meetings may not be possible. Updating and monitoring progress of these assigned tasks becomes a breeze with ebizframe.
Further, from an HR perspective, vital tasks such as Appraisal Management need to be done effectively. The entire appraisal process has been designed to take care of an organization’s diverse needs and variations due to levels and roles.
The entire Portal is multilingual.
A user arrives at his Dashboard on login. The dashboard displays data on leaves, pending or approved claims, status of tasks assigned to the user, status of tasks assigned by the user to others, a detailed calendar with important organizations events marked out, upcoming birthdays of colleagues and other relevant information. Users can define which sort of information they would like to have on their dashboard. Users can download past salary slips on demand.
My Profile: Users are expected to enter as well as maintain their profile on the portal which includes Personal Information, details of dependents, Address and contact data as well as upload relevant documents such as educational certificates, passport, driving license, visa information, etc. This gets linked to the HCM functionality and is also available to users anytime, anywhere in the world.
Appraisal System: This allows a highly flexible system to be deployed across the organization. If needed, KRAs/KPIs can be defined for groups of staff based on their profile, or can be tailored to suit individuals. Some organization-wide performance factors which need to be considered regardless of levels or functions can also be maintained in the system. Appraisal initiation, self-appraisal, appraisal by immediate manager as well as the next level of management depending on the organizational policies and workflow can be easily handled. 360° appraisal functionality has been provided.
Leave System: is dynamic, where n number of leave types can added with their specific rules. Each leave type can have a separate approval workflow.
Task Management: A Manager can assign tasks to team members. At the middle management level, tasks can be assigned to peers also. Those who are required to complete these tasks can report progress through the portal. Tasks can be taken away from an individual and assigned to other individuals as well.
Travel Expenses, Conveyance Expenses, Leave Travel, Medical Bill Claims: These can all be claimed through the Employee Self Service Portal. All such expenses are linked to individual entitlements. An employee can see where he stands vis-à-vis the annual or quarterly allowance entitlements to help him manage his finances. All such claims are linked to HCM and Financials of ebizframe ERP.
Tax Deductions: In certain countries, the liability of personal income tax changes if an individual makes certain investments in Government approved avenues during the financial year. For the team that manages Tax deductions from the Payroll, the biggest challenge is to track the commitments made by staff members regarding the investments they will make with the investments actually made, and ensure that the necessary documentation is available to support the reduction in tax liability. ebizframe allows staff members to make such commitments online in the beginning of the financial year and also allows them to upload proof of investments during the course of the year. This hugely reduces the tussle between staff members and tax teams and leads to significant efficiencies for this very important task.
Training: Today’s intensely knowledge focussed and quickly changing environment has created a huge need for staff skills upgradation. Organizations that fail to keep up to such reskilling challenges suffer very quickly in the current competitive environment. ebizframe Portal enables individual staff members as well as their managers to raise training requests. These requests get aggregated with the Training team who can schedule the necessary training and invite the staff members for skill upgradation programs.
Separation: A complete cycle for separation provides for smooth separation from the organization thereby ensuring that no step such as knowledge transfer or any others deemed necessary get missed out.