hris report group-1
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Submitted to:Prof. Francis Castelino
Submitted By:Group-1
Abha Mahalka U110001Kanchan Kumar Dutta U110026Mohammed Rehan Memon U110031 Rashmi Agarwal U110041 Pratik Rout U110078
PGDM 2010-12
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TABLE OF CONTENTS
Acknowledgement
1. Introduction……………………………………………………………………..41.1 Company Profile……………………………………………………………………..41.2 Corporate Values………………………………....................................................4
2. Separation Processes…………………………………………………………62.1 Voluntary………………………………………………………................................62.2 Involuntary ………………………………………………………............................72.3 Retirement……………………………………………………….............................7
3. Context Diagram……………………………………………….......................9
4. Data Flow Diagrams…………………………………………………….……104.1 Voluntary………………………………………………………..............................104.2 Involuntary ………………………………………………………...........................124.3 Retirement………………………………………………………............................13
5. Entity Relationship Diagrams ……………………………………………...155.1Voluntary………………………………………………………....................................155.2Involuntary ………………………………………………………................................165.3Retirement……………………………………………………….................................17
6. References……………………………………………………………………18
SEPARATION SYSTEMS/ ATOS ORIGIN/ HRIS/ GROUP-1/ PGDM 2010-12
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ACKNOWLEDGEMENT
At the outset, we offer our gratitude to Prof. Francis Castelino for providing us with this
opportunity of working with Separation systems of an organization and giving his regular
feedbacks whenever required to enhance our learning.
Understanding the different methods of separation systems of Atos Origin and designing
Data Flow diagrams and Entity Relationship diagrams in a team was indeed a great
learning experience.
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1. INTRODUCTION
1.1 Atos Origin - Company Profile
Atos is an international information technology services company with annual revenues
of EUR 8.7 billion and 78,500 employees. Serving a global client base, it delivers hi-tech
transactional services, consulting, systems integration and managed services.
Its expertise covers a wide range of specialisms and it is always seeking new
opportunities and innovations. It aims to lead by example, so that people can trust them
to help accelerate to a successful and sustainable firm of the future.
Its main business areas are:
Consulting & Technology Services
System Integration
Managed Services
High-Tech Transactional Services
Atos Healthcare
The company has recently gone through a transition phase whereby it has taken over
the IT business of Siemens and hence re-defined its values.
1.2 Corporate Values
While everyone in the business world today understands the importance of getting value,
improving value, challenging value, at Atos, the company also talks about values – and
how it lives by them.
These aren’t just words of an acronym to be remembered – it believes they are critical to
doing business well. If they all live by these values, they act as one Atos to our clients,
customers, colleagues and shareholders.
Accountability
It believes in accountability. Customers ask them questions and they answer them – full
stop. It takes ownership from A to Z. They deliver what they say they will, not passing
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responsibility onto others. It holds itself accountable to its clients and the colleagues for
the outcome.
Trust
It believes in trust. It is a precious commodity in the world today and it values it highly.
This means it always acts with transparency and integrity, demonstrating mutual respect
in all relationships. It encourages open and honest feedback.
Operational competitiveness
It wholeheartedly believes in operational competitiveness. It strives daily to add value
and achieve excellence. It does so by being agile, flexible and pro-active, continuously
looking for ways to do things better, faster, cheaper and stronger.
Service
It believes in being of service to clients. Together, it works to understand their
businesses. It anticipates their needs and expectations in order to develop a mutual,
long-term partnership. Pro-active, it responds quickly, provide solutions and seek
feedback. It fosters a can-do attitude and a healthy team spirit.
Innovation
It believes in innovation. It welcomes fresh ideas and inventive solutions. This keeps it
evolving, seeking to improve and meeting new challenges.
Social Wellbeing
It believes in social well-being, in taking responsibility to sustainably improve life
conditions for the wider community. It wants to create an environment that allows all of
us to reach our potential and objectives.
Excellence
Bottom line, it believes in excellence. It maintains the highest standards in everything it
does, focus on results, act with ambition. It attracts the best people to them. That in turn
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attracts the best clients. Being the best gives it the competitive edge both for them as
individuals and as a company.
2. SEPARATION PROCESSES
2.1 Voluntary
1. The employee initiates separation process by sending a letter of intent.
2. The initiate process then collects the details of the employee from the Separation
Master and sends a “request to process” to the Level 1 approver.
3. The level 1 approver processes the application and updates the status in the
“separation Master”.
4. Also if rejected then a notice is sent to the employee and if accepted then it is
forwarded to the level 2 approver.
5. The level 2 approver processes the application and updates the separation status
in the “Separation Master”, and then it forwards the separation details to the HRD.
6. The HRD again processes the application taking details from the “Separation
Master” and then sends the separation data both to the “Clearance” dept. as well
as the “Payroll” dept.
7. The “clearance” dept. collects the details from the clearance master and
processes the clearance data and if the application is cleared then gives the go
ahead to the payroll dept. otherwise it just updates the clearance master.
8. The payroll dept. processes the payroll data and updates the dues or overheads if
any into the “Payroll Master”.
9. As all this process is going on the Process employee also sends a go ahead for
the creation of a “Exit Survey” for the employee, by taking the employee details
from the “Employee Master”.
10.This survey is then forwarded to the employee to be fulfilled and the details are
stored in the “Separation Master”.
11.The separation master then initiates the HRD to conduct an “Exit” interview with
the employee. And thus the process ends.
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2.2 Involuntary
1. The business unit initiates a separation list and starts the process.
2. The Separation process gets the data from the “employee performance data” and
checks it with the “separation Master”.
3. It then intimates the HRD , which then starts the processing of the separation list
by collecting the information from the “employee Master”, and if rejected sends a
status note to the BU and if accepted sends a notice to the employee as wells to
the “Payroll” dept.
4. The payroll dept. sends the info to the payroll process which gets the data from
the “Payroll master” and updates the separation master as well.
5. The employee after receiving the separation intimation matches the severance
with his own expectations and if refuses then sends a refusal latter to the HRD
which in turn again starts the process. And if accepted sends an acceptance
notice to “Separation Master”.
6. The HRD gets intimated of the acceptance and they start the process of creating
the “Exit” survey by getting the details from the “Exit Master”.
7. After the survey is created it is sent to the employee to be filled up and is
uploaded into the “Exit Master”.
8. After this the HRD initiates the “Exit Interview” with the employee and the details
are stored at the “Exit Master”.
2.3 Retirement
1. HRD initiates the procedure of retirement by triggering the process of updation of
the retirement list.
2. The retirement list updation process checks with the employee master and
updates the retirement master.
3. It creates an exit survey for the respective employees who are about to retire. This
survey is stored in the exit database.
4. The business unit then intimates the corresponding project of the employee and
updates his record in the project data master (marked as going to be retired).
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5. A separate intimation is also sent to the payroll department which calculates the
final settlement.
6. The final settlement process then updates the payroll master and updates the
retirement master.
7. Intimation is then send to the respective employee (with his retiral offer) and
his/her corresponding Business unit.
8. The employee upon being intimated about his/her retirals along with his
forthcoming retirement matches his final pay-out with his own expectations,
checking the data from the retiral master.
9. Acceptance of offer leads to the process of filling up of the exit survey and sit for
the process of the exit interview whose outcomes are forwarded to the HRD
department, a refusal on the other hand send a trigger back to the HRD which re-
evaluates the retirals of the employee through the payroll department again.
10.The employee is then finally released by the firm.
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3. CONTEXT DIAGRAM
Context Level Diagram
SEPARATION SYSTEMS/ ATOS ORIGIN/ HRIS/ GROUP-1/ PGDM 2010-12
Separation
Process
Functional
Department
HR Departm
ent
Employee
Volu
ntar
y Se
para
tion
Initi
ation
Separation Rejection/ Approval
Separation Clearances
Payroll Processing
Exit Interviews
Exit
Inte
rvie
w
Feed
back
For
m
Involuntary Separation Initiation
Sepa
ratio
n St
atus
Noti
ficati
on
List of Separation Rejections/ Approvals0
Sett
lem
ent
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4. DATA FLOW DIAGRAMS
4.1 DFD Flow - Voluntary
Employee first initiates a separation request in the separation System with an
application containing all the details related to his Expected Relieving Date, Reasons
for resignation along with the Approver Level 1 and Approver Level 2 Name and
email Ids and other related details. This data gets stored in the Separation Master
Data Store and also it is forwarded to the Approval Level 1 Entity for further
processing. Approver Level 1, if rejects the separation request, sends it back to the
Employee with his rejection Remarks. In case, it is accepted, the request is forwarded
to the Approver level 2 with the Approver1 remarks and also the status of the
approval is reflected in the Separation Master. Approver2 if rejects, the request goes
back to the Approver1 with the rejection remarks from Approver2.In case, approver2
approves of the separation request, he forwards the same to the HRD. Also, the
status of the separation is reflected in the separation Master.
HRD processes the separation request for an approved employee by taking the
details of the separation from the Separation Master and forwards it to the Clearance
Department for the dues clearances against that employee. The Clearance
Department processes the clearance by checking what is the type of the clearance
required for that employee, for example the Library, Security, ID Badge, Transport,
Any Phone/VOIP Accesses and updates the clearance data(the type of clearances,
date of settlement, Amount of settlements, final date of exit etc) in the Data Store
Clearance master. The HRD also sends the Approved separation request to the
payroll Department, which also process the separation by taking the data from the
Clearance master and the Employee payroll settlements and in turn updates the data
to the Data Store Payroll Master.
The HRD also creates Exit Survey Questionnaire fetching data from the Employee
Master about the Employee in combination with the Separation details. This Exit
questionnaire is updated in the Exit Master. Employee takes the survey and fills the
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Questionnaire. The responses are again stored in the Exit Master. An exit interview is
conducted between the HRD and the employee and an Exit report is prepared and
updated in the Exit Master.
DFD Level 1 – Voluntary
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4.2 DFD Flow – Involuntary
In the Level 1 DFD for the involuntary type of Separation, it is the Business Unit
which decides and prepares a Separation List with the termination data and reasons
for each employee it wishes to terminate. This Separation List is updated to the
Separation Master data Store and also forwarded to the HR department. The HR
department has to check for various compliances in order to approve the Separation
Lists, so if it rejects an employee’s termination, it sends back the rejection with
reasons to the Business Unit. If HR Department approves then the Approved
separation Lists goes to the Separation Master with the severance data that the
employee has to be paid on the event of termination. This Severance has to be
processed taking the payroll data as an input. The full and final settlement is decided
and updated in the Separation Master. Now, once the HR Department decides on the
Final settlement or the Severance package that he offers to the employee, the
employee’s needs and expectations coming from the employee’s side are matched
with the Severance package offered by the company, if the Employee refuses for the
suggested Severance package, this is updated to the HR Department and in case if
he approves the Settlement, the settlement package becomes final and is updated in
the Separation Master.
Then the HRD along with the employee’s data prepares an exit Survey
Questionnaire. This Exit questionnaire is updated in the Exit Master. Employee takes
the survey and fills the Questionnaire. The responses are again stored in the Exit
Master. An exit interview is conducted between the HRD and the employee and an
Exit report is prepared and updated in the Exit Master.
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DFD Level 1 – Involuntary
4.3 DFD Flow-Retirement
The process starts where the HRD taking the Organisation data (based on each
employee’s age) prepares a retirement List containing those entire employees name who
would retire in the near period of time. This Retirement Status is reflected on to the
Retirement Master Data Store and also the Retirement List is sent to the Business Unit
for the retirement intimation. This Data is reflected on to the Project data Master for the
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further required process. Also, the Retirement list flows from the HRD to the payroll
department for settling the payroll matters for the employees retiring that month. The
final settlement data on processing of the payroll process is updated to the payroll
Master. Now the employee who will retire, his needs are captured and checked if it
matches with the final settlement amount processed by the payroll. If the employee
refuses with the retirement offer, this refusal is traversed to the HRD and if the employee
accepts the offer, it gets updated in the Data Store Retirement Master.
Then the HRD along with the employee’s data prepares an exit Survey Questionnaire.
This Exit questionnaire is updated in the Exit Master. Employee takes the survey and fills
the Questionnaire. The responses are again stored in the Exit Master. An exit interview
is conducted between the HRD and the employee and an Exit report is prepared and
updated in the Exit Master.
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DFD Level 1 – Retirement
5. E-R DIAGRAMS
5.1 Voluntary
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E-R Diagram – Voluntary
5.2 Involuntary
SEPARATION SYSTEMS/ ATOS ORIGIN/ HRIS/ GROUP-1/ PGDM 2010-12
Employee
Separation
Request
Approver
Exit
Exit Intervie
w
HR Manage
r
Clearance
Severance
NameEmployee IDDesignation LocationEmail ID
initiates
Is raised by
Is sent to
approves
results in
comes from
has
comes from
must have
is requiredfor
by
conducts
has
comes from
Date of ResignationEmployee IDExpected relieving dateApprover Mail IDReason for separation
Employee IDDesignationNameEmail ID
Employee IDDesignationNo of years workedNo of leaves balanceSettlement amount
Final relieving dateEmployee IDApprover Mail ID
Type of clearance (Library dues, etc) Amount
Exitee NameExitee Employee ID HR manager nameDateLocationTime
Employee IDDesignationNameEmail ID
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E-R Diagram – Involuntary
5.3 Retirement
SEPARATION SYSTEMS/ ATOS ORIGIN/ HRIS/ GROUP-1/ PGDM 2010-12
B.U. Head
Separation
Request
Employee
Exit decisio
n
Exit Intervie
w
HR Manager
Clearance
Severance
NameEmployee IDDesignation LocationEmail ID
initiates
Is raised by
Is sent tocan have
resultsin
comes fromhas
comes from
must have
is requiredfor
by
conducts
has
comes from
Date of ResignationEmployee IDExpected relieving dateApprover Mail IDReason for separation
Employee IDDesignationNameEmail ID
Employee IDDesignationNo of years workedNo of leaves balanceSettlement amount
Final relieving dateEmployee IDApprover Mail ID
Type of clearance (Library dues, etc) Amount
Exitee NameExitee Employee ID HR manager nameDateLocationTime
Employee IDDesignationNameEmail ID
Goesto
can have
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E-R Diagram –Retirement
6. REFERENCES
SEPARATION SYSTEMS/ ATOS ORIGIN/ HRIS/ GROUP-1/ PGDM 2010-12
HR Mgr.
Retirement List
B.U. Head
Exit
Exit Intervie
w
Clearance
Severance
NameEmployee IDDesignation LocationEmail ID
prepares
Is raised by
Is sent toapproves
results in
comes from
has
comes from
must have
is requiredfor
by
cond
ucts
has
comes from
Date of JoiningEmployee IDYears worked Retirement date Exit Date
Employee IDDesignationNameEmail ID
Employee IDDesignationNo of years workedNo of leaves balanceSettlement amount
Final relieving dateEmployee IDApprover Mail ID
Type of clearance (Library dues, etc) Amount
Exitee NameExitee Employee ID HR manager nameDateLocationTime
Employee
notifies
has
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SEPARATION SYSTEMS/ ATOS ORIGIN/ HRIS/ GROUP-1/ PGDM 2010-12
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