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“Right fit, right time, right place.”

So many times we have heard of this.

Getting a person on board is no mean joke at all, so much of thought, psychometric processes, behavioral interviews etc involved in arriving at “the probable star”.

“People are our greatest assets” is an oft quoted statement, however HR departments across are dealing with rationalization issues.

The ultimate objective is one of matching or fitting employee abilities to enterprise.

It seems like organizations have to get a lot of things ‘right’ in order to reap the benefits from this exercise.

Quite a paradox for HR !

Last few years have seen rapid technology changes with emergence of new disruptive at rates never seen before. To meet the growing demand of the company, optimization of manpower is done on a continuous basis with utmost care.

But is that what is actually done ?

Do requirements from employees evolve over time ?

Selected for “A” activity and performance appraised on “B” activity ?

Criteria best known to the organization.

Efforts by organizations on optimization of manpower through scientific forecasting, well defined manpower norms & their periodical review, balanced deployment & skill transformation through training, retraining & redeployment. The list is endless.

Restructuring is for variety of reasons such as cost pressures, aging workforce and approaching retirement wave, current and projected labour shortage and to meet growth targets.

company restructuring

Most workforce planning exercises may be triggered on account of two problem statements.

 1. Adoption of new technology, process redesign, role redesign and other miscellaneous changes in the environmental conditions.

 2. Organizations may need clarity on the total number of people it may want to hire/drop over short, medium and long term. This may facilitate the organizations to plan for the recruitment or separation activities.

The biggest challenge to workforce planning is for the leadership to believe that it is an organizational initiative and not an HR initiated. The leadership needs to be fully committed.

Thus with the organizations entering the new age of economic uncertainties, competing by capability maximization may become the new name of the game. Consequently organizations are expected to have a comprehensive cost strategy along with a well crafted revenue strategy. There may exist multiple avenues of optimization along the four dimensions of organizational framework- structure, workforce, processes and technology. Key examples in this regard may be process re-design for efficiency, technology up-gradation, workforce planning, role clarification, goals cascading, skill alignment, cross functional/departmental communication, organization de-layering and team based governance. The delivery models, stated below define the nature of interactions among the structure, workforce, processes and technology.

shared services model

outsourcing model

self service model

hybrid model

Implementation of these is a daunting task. Employees and organizations may have to deviate from their usual ways of working to new and unchartered ways of working.

Listing some of the most common components of a workforce plan:

  • Forecasting and assessment. Estimates, for example, of the internal/external supply and demand; labor costs; company growth rates; and company revenue.
  • Succession planning. Designating, for example, the progression plan for key positions.
  • Leadership development. high-potential employees; coaching; mentoring; rotating people into different projects.
  • Recruiting. Estimating needs for head count.
  • Retention. Forecasting turnover rates; identifying who is at risk and how to keep them.
  • Redeployment. Deciding who is eligible for redeployment, and from where to where.
  • Contingent workforce. Designating the percentage of employees who will be contingent, and in what positions.
  • Potential retirements. Figuring out who is eligible, when they are eligible, who will replace them, and what alternative work arrangements
  • Performance management. Culture of performance
  • Career path. Career counseling for employees to help them move up.
  • Backfills. Designating key-position backups.
  • Internal placement. Developing job-posting systems for internal employees
  • Environmental forecast. Forecasts of industry and environmental trends
  • Identifying job and competency needs. Doing a skills-and-interest inventory.
  • Metrics. Identifying metrics to determine the effectiveness of workforce planning.

Organizational restructuring may result in adding new positions, eliminating or reducing current positions, changing work assignments, modified reporting relationships for current employees, and more. EmployWise has the capability to efficiently accommodate and account for changing positions, priorities, programs, and processes thereby enhancing organizational effectiveness and addressing budget reduction. We can make organizational restructuring an easy task since as our teams have the expertise to develop and extend such capabilities to help organizations develop such robust practices with time-bound interventions.

7 New features added.

Payroll & Taxation

1. Bulk Download of Form 16

Currently EmployWise system generates Part B of Form 16 and Part A gets generated from Traces by the companies.
We have introduced a feature which will allow companies to download Form 16 Part B in bulk so that Merging & Digital Signature part can be performed at their end.

Once this process is done, EmployWise upload this document to each employee's library which can be downloaded by employee.

2. Generation of Form 16 Company Wise

It is generally required to share Part B of Form 16 to be shared with Employers. Hence we have built this feature in EmployWise.
Now you can generate Form 16 Part B (Company wise) in bulk.

While generating system will ask you to enter "Location" & "Date". This date can't be of future.
Just click on submit & basis on number of users in selected FY, system will generate Form 16.

post this Admin would be able to download in bulk & employees would be able to see form 16 in respective Form 16 location.

How to generate Form 16?

1. Login as Administrator.

2. Go to Compensation > Form 16

3. Click on "Generate Employee's Form 16 Part B (Annexure)"

4. Select Company, AY, Place & Date.

5. Click on Generate.

Mobile

1. EmployWise Android App Update

1. Employee can view their own calendar now.
2. Minor bug fixes and UX improvements has been released.

 

Employee Information Portal

1. Confirmation Report

Purpose of Report:
This report is required for several purposes.
1. HR can track a record how many employees are yet to be confirmed.
2. HR can check whose confirmation is stuck where.
3. Tracking of employees whose confirmation got extended.

How to get this report?
1. Login as HR.
2. Go to People > Reports > Employee Confirmation Report
3. Select Year, Company & Confirmation Status.
4. Generate Report.

 

2. Capturing of Resource Allocation Percentage in Projects.

What's New?
We have introduced new feature of capturing allocation percentage of employee in a specific project.

From where this can be defined?
1. Login as administrator.
2. Search any employee for which you want to define allocation percentage in any project.
3. Go to Work Details > Projects > Add New Project or Edit existing Project
4. You will get an option of Allocation Percentage.

 

Employee Acquisition

1. Overlapping Period Calculation in RFR (Reqeust for Recruitment) Application Details Report

We need an additional field in the RFR-Application details report which should show the overlapping period, overlapping period is basically the no. of days between an employee's resignation date and new candidate's actual date of joining, this information basically helps to understand the days required to find a replacement for an employee

To add overlapping period in the report, please follow the below steps:

1. Login as an HR user
2. Go to Reports
3. Under Reports-> Go to create report
4. Select Category as: Recruitment and sub-category as: RFR Application details
5. Select all the required fields and overlapping period field from the list of fields
6. Click on finish
7. Enter the name of the report and submit

To download the report, please follow the below steps:

1. Login as an HR user
2. Go to Reports
3. Under Reports-> Go to View Report
4. Select Category: Recruitment, sub-category-> RFR Application Details and Report-: Select the name of the report created
5. Click on download as excel file

2. Additional fields added in RFR form & reports

In RFR creation form, we need to include below fields:
1. Grade and Grade level
2. Sub Function
3. Sub Location

System should always allow the user to select only one grade and grade level, sub-function and sub-location and also it should show the mapped sub-fields of grade,function and location for eg: If the user select a location, then the system should only show the mapped sub-locations
once the RFR form is created, the above details should be visible on below screens:


1. Approve RFR by approver-the approver should be able to view the above details in the RFR form while approving
2. Waiting for Assignment- The hiring manager should be able to view the above details while assigning
3. Publish a position -the RFR tab should show the above details along with other RFR details
4. Published-Once the job is published, at any point of time, the concerned user should be able to view the above details in the RFR tab

Also the same information should be displayed in the following reports:
1. RFR Details
2. RFR Application Details
3. Recruitment-Applicant Stages

3. Additional Information added in Replacement Cases in RFR

We need to introduce additional information like separation type, Last Working Date, Resignation date in the hiring reports for replacement cases. Whenever an RFR is raised for a replacement case, system will fetch the above information from separation module and will show this in the below reports:

1. RFR Application Details
2. RFR Applicant Stages

To include the separation type, last working date and resignation date of replacement cases in the report, follow the below steps:

1. Login as an HR user
2. Go to Reports
3. Under Reports-> Go to create report
4. Select Category as: Recruitment and sub-category as: RFR Application details/RFR Applicant Stages
5. Select all the required fields and separation type, resignation date and last working date field from the list of fields
6. Click on finish
7. Enter the name of the report and submit

To download the report, please follow the below steps:

1. Login as an HR user
2. Go to Reports
3. Under Reports-> Go to View Report
4. Select Category: Recruitment, sub-category-> RFR Application Details and Report-: Select the name of the report created
5. Click on download as excel file

3 New features added

Travel & Expense

1. Expense Claims can be made with details of Pre-tax & Tax amount.

Objective:

As per different company policies, company only allow employees to reimburse pre-tax amount.
For example - employee claims of INR 3,000 (Pre-tax amount - INR 2500, Tax amount - INR 500). Now HR can define employee claim limit on pre-tax amount or post-tax amount as per company policy.

Deviation will be handled as per defined policy by HR.

How to apply these settings in existing system (Back End)?

1. Login as administrator.
2. Go to Settings > Travel & Expense > Expense Entitlements > Add New / Edit existing entitlement
3. Choose Tax Amount Required as "Yes".
4. Choose Limit Calculation On* as "Pre-tax" or "Post-tax".
5. Choose "applicable from" option for defining effective date.

What changes can be seen to employee (Front End)?

1. While creating any claim, employee would be able to see option of filling Pre-tax and Tax amount for each claim line item.
2. Similar settings has been made available for Approved, Accounts person & Payer too.

2. "Expense Claims Entitlement" can be defined at combined level or individual claim level.

Objective:

We have introduced one very demanded feature from several clients which allows HR to set up claim entitlements at combined level which means employee can adjust amount in different claim items but must not exceed with combined entitlement for entire claim.

Deviation will be handled only if employee total claim amount exceeds combined level entitlement.
This will help teams in managing deviation process.

How to apply these settings in existing system (Back End)?

1. Login as administrator.
2. Go to Settings > Travel & Expense > Expense Entitlements > Add New / Edit existing entitlement
3. Select checkbox of "Deviation to be handled on Total Entitlement".
4. Choose "applicable from" option for defining effective date.

What changes can be seen to employee (Front End)?
1. All the calculation will be done at combined level instead of checking each claim limit for deviation.

Employee Acquisition

1. Request For Recruitment (RFR) Applicability Settings Update

What's New?
Previously applicability could be set only on selected parameters. Now we have made it more dynamic and have introduced standard option which can be seen in other applicability settings as well.

1 New feature added

Hiring

1. RFR approval workflows enhanced
The RFR approval workflows have been enhanced and now also enable approvals by Business Unit head or Company head.

3 New features added

Hiring

1. Enhancements in Recruitment workflow definition

Recruitment workflow has been significantly enhanced and following changes have been made:

  • - Workflow for multiple roles with similar workflow can now be defined in one shot.
  • - Approvers can not only be defined as role based   but also Location Head of Function head can be defined as an approver. The head defined for location or function of the RFR will be taken as the approver.
  • - In case of Role based approvers, it can also be defined if the approver should be found only within the requester's role hierarchy (typically for approvers who are line managers) or also outside the hierarchy (for line or support managers).
  • - In case multiple managers are found for same role, system does an intelligent search based on company, location and Business unit.
  • - In case no approver is found or multiple approvers all matching same conditions are met, its usually due to a setup flaw or data change (like a function head becoming an Alumni), etc. Now it can be defined in the workflow what should be done in such a case - Should the approval level with the problem be skipped or should be RFR creation be allowed and Administrator be informed or should the requester's manager be the manager.
  • - In case RFR is created despite missing approver(s), then as and when the problem is rectified, the RFR workflow automatically continues from there after some time. This way the person taking the immediate action, either RFR creation or a particular approval, is not stopped due to a subsequent level's issue and yet the process resumes when the issue is resolved.
2. Enhancements in Workflow handling 
  • - In case multiple managers are found for same role, system does an intelligent search based on company, location and Business unit.
  • - In case no approver is found or multiple approvers all matching same conditions are met, its usually due to a setup flaw or data change (like a function head becoming an Alumni), etc. Now it can be defined in the workflow what should be done in such a case - Should the approval level with the problem be skipped or should be RFR creation be allowed and Administrator be informed or should the requester's manager be the manager.
  • - In case RFR is created despite missing approver(s), then as and when the problem is rectified, the RFR workflow automatically continues from there after some time. This way the person taking the immediate action, either RFR creation or a particular approval, is not stopped due to a subsequent level's issue and yet the process resumes when the issue is resolved.

EIP

1. New education level - Vocational

A new education level Vocational has been added, to which you can add specific Qualifications. This is intended to handle diploma courses etc. Please note that diploma courses which are equivalent to a graduate or post graduate or in some cases professional courses, should be handled through those levels only. This is meant for capturing courses which do not give equivalent of graduate degrees but impart vocational skills. For eg - An MBA course offered by some of the top institutes is also a Diploma but should ideally be classified as Post Graduate not Vocational.

Interview roundsDo you know what the fourth round interview says about your hiring process?

It says that your process is broken

No one needs four rounds of interviews to decide if a candidate is the right candidate for your organization. A fifth round, or any number higher, is just adding insult to injury.

 

2 New features added

Hiring

1. Shortlisting of multiple applications at a time

A facility to allow actions ike Shortlisting / Rejection / Put on Hold on multiple applications at a time, has been added. This feature can be used by selecting the checkbox along side the relevant candidates in the databank search results and selecting the bulk action to be performed through drop down at the top. For actions like Rejection and Put on Hold, a common reason to be assigned will be asked.

2. New report on candidates date and their stage wise status

A new hiring report has been added in the Reports section which will list the stage wise details of each candidate.

rehireAny organization that refuses to hire back terminated employees is extremely shortsighted.

Let’s be clear:  I’m not saying your should bring back the jerk who embezzled money or sexually harassed every female employee. What I am saying is that if you analyzed every single termination you’ve had over the past 10 years in your organization, there are probably some really good hire-backs in that group!

 

 

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