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Cosmosoft APPLECART Proposal - Confidential 1

(Advanced Payroll Processing Live Employee Career management Appraisal Recruitment and Training)

The worlds largest HR and Payroll Implementation is configured using

APPLECARTHR & Payroll Solution

APPLECART Modules

Organisation Management Payroll Employee Help Desk

Performance Management Leave & Loan Suggestion

Recruitment & Training PF, ESI, TDS Alert, Mailing and SMS

Appraisal & Career Mgmt. Reimbursement Employee Self Service

Attendance Processing Arrear & Bonus Final Settlement


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APPLECART (Advanced Payroll Processing & Live Employee Career management, Appraisal,

Recruitment and Training) provides a comprehensive solution for managing the work force with

powerful querying and reporting features. The various subsystems under the APPLECART are

Personnel Management, Payroll & Tax Accounting, Leave & Loan management and JV Passing.

The salary processing and tax computing is as powerful as it is easy to implement and use.

Payroll user will be able to easily define the pay components and its computation sequence in

simple mathematical formulae, eliminating the need for customization for any future changes inthe pay structure. All statutory deductions such as PF, ESI, TDS and accounting of these is kept

track in the system. The monthly / annual reports and statutory forms are generated by the system

automatically.

FUNCTIONALITY OVERVIEW APPLECART HR

Features Reports

Manpower planning

Manpower requisition

Recruitment

Training

Training plan

Training budget and expenses

Employee information

o Personal data

o Job data, Contact informationo Previous experience

o Qualifications, Talent and skill set

o Family details, Job responsibilities

Consolidated report on manpower planning

Recruitment hit rate

Employee history

Individual training need report

Training summary - Man days per employee

Skill Gap analysis

Attrition - Man power left [Yearly]

CTC report

Training budget Man power details

System Highlights

Integrated security features

Supports all major RDBMS - like ORACLE, MS

SQL Server and Sybase

Sybase Adaptive Server Anywhere database engine

along with the product

Highlights

Employee key rating area and appraisal

Final settlement

Skill gap analysis

Utilities

Backup and restore

Import and export of data

Ad-hoc Query facility


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FUNCTIONALITY OVERVIEW APPLECART - PAYROLL

Features Utilities

User Definable Earnings / Deductions with multiplepayment units

Cost Center, Designation & Grade wise Salary Inputs

Employee Master

Auto Number Generation

Formula Inputs

Attendance & Leave, Over Time Details

Loan / Insurance details

PF Register, ESI register

Income Tax (TDS) & e-TDS

JV Passing, Reconciliation

email Salary slip

Employee Reporting Hierarchy

Input Wizard & Simulation Process Screen wise User Editable Help

Arrears Computation

Bonus Computation

Final Settlement / Gratuity

Leave Encashment

Reimbursements

Comprehensive Income Tax

Data Ownership (user wise)

Locking of Pay Process

Locking of Inputs

Backup and Restore

Import Data From Excel & Export to Excel

Recruitment, Appraisal & Training

Reports

Monthly pay slips

Monthly salary report

Salary disbursement sheet & Journal Voucher

Bank covering letter

Leave statement

Outstanding loans

Arrears salary statement

Bonus statement

Statutory forms & returns

Monthly ESI statement

Provident fund report

Monthly journal reports

Form 3A, ESI Form 6 & 7

Form 16 & Form 24

Graphical & other MIS reports

Highlights

User Definable Pay Periods - (Monthly, Weekly etc.)

Any number of Payment Processes can be defined

(Overtime payments, Reimbursements etc.)

User definable Pay slip format & Separate Pay-Slips

for the defined payment process

User can modify the computation formula

Supplementary payments

History of employee information and pay structure

Generates Cash / Bank advice statements Extensive covering of all the tax rules related to TDS

Leave details and Leave register

Loan details and maintains current balances

Utility for bulk loan issue

Easily integrated with Attendance recording systems

User definable custom reporting and querying facility

Electronic bank transfer

Pay slip Mailing

Customizable for any future changes in pay structure

e-TDS

Form 3A -DBF conversion

Declaration forms for ESI and PF

CTC Statement ESI & PF challan

Custom Query Builder for Report

Multiple Group creation for PF, ESI & Tax

Multi User creation & Privileges

Special Highlights

I


Sybase Adaptive Server Anywhere database engine along

with the product

Database support for all major RDBMS

Add-on Solution Employee Self Service (online) &

Attendance Processing System


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FUNCTIONALITY OVERVIEW ATTENDANCE PROCESSING SOFTWARE

Features Utilities Multiple Device Settings

Group wise Shift Generation

Leave Credit Transaction

Month wise Attendance data view for each employee

Shift Roaster

Overtime/ late Hour Calculation formulas

Import data form ARS (Attendance Recording

machine)

Manual Entry of Attendance

Highlights Reports

Maintain the shift calendar of employees

Over Time Office Attendance Report

(Department wise, Day wise, Weekly wise etc.,)

Manpower Strength Shift wise

Employee Late/ Permission details

Weekly off/ On duty status

Monthly attendance data

(Working day, Present, Leave, Absent, Week off, OT, LT)

Annual Report Leave statement

Performance Report

Monthly Report - (Late/ Early, Sift Schedule)

Daily Absenteeism

Shift wise Employee count

Late comers Overtime Hours

Monthly Reports

Time card muster

Monthly Attendance Details

Form 25

Monthly Over time Hours

Leave Register

Monthly Leave details

System Highlights



Sybase Adaptive Server Anywhere database enginealong with the product

System Requirements

Client Operating SystemWin 98 / Windows 2000 / Win NT 4.0 / Windows XP

Server Operating System

Windows 2003 / Windows 2000 / Win NT 4.0

DatabaseMS SQL Server / Oracle / Sybase Adaptive Server Anywhere

Memory

256 MB RAM and 40 MB Hard disk space


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APPLECART - MODULE FLOW

START

Administration

Personal

Payroll

HR

Reports

Help

END

Leave

Loan

PF

ESI

Full & Final

Settlement

Bonus

Reimbursement

Other Process

Training

Suggestion

Recruitment

Appraisal

Help Desk

Staffing


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BUSINESS MODEL OF APPLECART HR System

Start

Employeemaster

Employeeersonal data

ContactInformation

Talent & Skillset

Job data,Qualifications

Family details

Previousex erience

Jobres onsibilities

Manpowerre uisition

ManpowerPlannin

Identifytrainin need

Trainingbud et

Interview &short listin

Appointment

Data moving toem lo ee

Recruitmentex ense

Training plan

Scheduletrainin

Conducttrainin

Trainingex ense

Final

settlement

Business logics & central data store

Companydetails

Declare results

Qualification

management

Skill

management

Report setup

parameters

REPORTSManpower planning consolidation.Recruitment hit rate.Employee history.

Individual training need.Training summary.

Man days per employee.Skill gap analysis

Attrition Manpower leftCTC reportsTraining budget

Manpower details

& many more.

Generate

reportsAppraisal

Skill gap

analysisPrint

SECURITY

User ManagementUser authentication & Date

security Assign privileges

Export reports(MS-Excel,FoxPro..etc


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BUSINESS MODEL OF APPLECART Payroll Processing System

REPORTS

START

User Management User Authentication and

data security

Assign Privileges

Define Earnings /

Deductions

Define Masters

Employee master

Company details

Select month for

salary generation

Business logics & central data store

Monthly inputs

Loan Details

Leave details

Over time details

Arrears inputEnter general pay

structure /

formula

Employees pay

structure /

formula

Incentives

Bonus inputs

Time attendance recording

system

Report setup

parameters

1. Monthly pay slips2. Monthly salary report3. Salary disbursement sheet

4. Bank covering letter5. Leave statement6. Outstanding loans7. Arrears salary statement

8. Bonus Statement9. Statutory forms & returns10. Monthly ESI statement

11. Provident fund reports12. Monthly journal reports13. Form 3A14. ESI form 6 & 715. Form 16

16. Form 2417. Form 12B

and many more

PF / ESI

Register

Process

OT

Process

Bonus

Tax

Process

Loan

Process

Salary

Process

Arrears

Generate report

Export reports

( To MS Excel,

FoxPro, etc)

Print


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BUSINESS MODEL OF APPLECART Attendance Processing Software

Start

SECURITY

User Mana ement User authentication and data

security

Assign privileges

MASTER

ARS DEVICE

Assign Shift

Transaction

Assign Week Off/

Holiday

Monthly Inputs

Monthly

Process

Daily Process

Generate Shift

roaster and Day

Employee Master

Employee Barcode

Swipe Category

Shift Details

ARS Data String

Device Setup

File Setup

Import ARS Data

Daily attendance

manual entry

Permission details

On duty details

Monthly Output

to Payroll


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APPLECART KEY FUNCTIONALITY BENEFITS

User Defined Allowance /Earning Components

The user can define any number of Earnings /Allowances components. The properties of these

components (Like Taxability, Included in PF (Provident Fund) calculation wage, ESI (Employee StateInsurance) calculation etc) can also be set by the user. If these components are derived from other

components the user himself will be able to define the arithmetical expressions and calculation

methods (Example if DA (Dearness Allowance) is 50% of BP (Basic Pay) we can define the

arithmetical expression DA = BP*50/100).

User Defined Deduction Components

The user can define any number of deduction components. The user can also set the properties of

these components. If these components are derived from other components the user himself will be

able to define the arithmetical expressions and calculation methods.

User modifiable computation formula

The users can create or modify the formula collection for the computation of component. Thecomputation system supports conditional statements, functions and arithmetical expressions.

Automatic process configuration tools

The automatic process configuration tool guides the user to configure each module correctly and

effortlessly. The user will be able to use the system with out any training and guidance.

Automatic Process flow control System

The process flow control and monitoring system automatically issues warning to the user before each

process is been carried out. For example if the user has added an employee to the employee master,and is trying to process his salary with out entering the salary components a red alert is given to the

user.

Date based automatic process reminderThe process reminder can be cionfigured to intimate the user when a time based event occur. For

example when an increment is due for an employee the admnistrator will get an alert. This time based

alert can be configured for joining date, confirmation date etc.

Configurable Alert and message sending systems

User can send messages and alerts to the other users. All pending approval will be appearing as alert

to the respective users.

Multilevel Approval procedures

The process and procedures like initial pay structure, salary increment, leave approval, Manpower

recruitment and Training request are controlled through multi level configurable approval procedures.

The approving authority will automatically receive an alert if any approval is pending from his behalf.

Data reliability and correctnessOne of the key features of the software itself is the data reliability. The system will also point out

gross deviation in salary structures and its reason so that the user can take appropriate action. The

reconciliation facilities provided in the system will provide deviation of current month salary to

previous month. The system will also point out salary deviation of each employee on a monthly basis

to understand and compare the correctness of the data.


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Data security

HR & Payroll are highly confidential information hence the security feature allows the system to lockthe payroll after it is processed in every month. Only the administrator can unlock the payroll.

Data ownership (security privileges based on data)APPLECART is known for its data transparency and confidentiality. The administrator can create user

who has the privileges to view or modify the data for a group of employees assigned to him. For

example a user belonging to one department will not be able to view the data of the other department,

this assures a high degree of transparency and confidentiality of the payroll data maintained in the

system.

Improve efficiency and Eliminate redundancy

The centralized data repository maintained in APPLECART HR & Payroll system dramatically boosts

efficiency of organization by providing the needed information to the management team with out

delay. The centralized data store can be avoided dependency of individuals for report and data

requirements. The centralized data repository eliminates data redundancy.

Drag and drop reporting feature.Users can create and modify any number of reports as per their wish using the report builder.

Query builder

Query builder is an instant reporting tool that can retrieve employees personal and salary data for an

employee or for a specified group of employees or for all employees. There is no programming

knowledge required to generate report using Query builder.

Customized report configuration

APPLECART is built in with dynamic report building utilities. The user can themselves design the

reports such as pay slip, salary register etc and save the same for future reference.

Graphical report

The Graphical reports are provided for salary, head count etc.

Management Information System (MIS) reports

The standard MIS reports provided in the system is normally sufficient for day-to-day reporting.See the list of reports, refer FUNCTIONALITY OVERVIEW table given.

Automatic generation of statutory reports on payroll generation

The most important feature of the software is that once the salary is generated all statutory reports aregenerated automatically, which can be submitted, as if to the respective authorities in the prescribed

format.

Tax deducted at source (eTDS-Electronic filing of Tax deducted at source) and statutory forms

The eTDS preparation is done automatically by the system. The eTDS text file, which is to besubmitted to the Income Tax department, is also generated in the system. The Software has an eTDS

validation utility to validate the eTDS file. The declaration regarding savings and investments for taxrebate can be keyed in the system. A Tax planner report can be generated for each employee to

understand the tax liabilities of the individuals. At the financial year-end Form 16, Form 12BA and

Form 27A can be generated for all employees and can be submitted to the respective legal authorities.


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Multiple Payment Units, PF, ESI & Tax groups creation

Multiple PF and ESI, group can be created with different establishment numbers. The Professional

Tax groups can be created based on the work location of the employee. Separate reports and forms are

generated in each group as per the statutory requirements. The software has the option of multiplecompanies and payment units creation that helps users to navigate and view the reports of multiple

units.

PF Form 3A report and conversion to DBF format

One of the most tedious tasks is to prepare PF Form 3A annual return form. The software

automatically updates the Form 3A data in every month when the salary is processed. In the year end

the software generates the report and converted to DBF for the purpose of submission to the PF office

as per their specified format.

History of employee information and pay structure

History of the employees is maintained in the system. The users can view and track the salary and

personal data changes, easily, effectively and effortlessly.

Screen wise user editable help

One of the key features of the software is the additional help system. The user himself can write an

alternative help for each screen that can be saved and can be used for future references. This is useful,

to make note about the procedures adopted during implementation.

Organization chart and Employee reporting hierarchy

Employee hierarchy can be created, modified and viewed at any point of time for the purpose of

understanding the position of employees in the organization. The reporting structure of the each

employee can also viewed in a tree structure.

Configurable Journal Voucher passing

The Journal voucher (JV) can be prepared as per the accounting standards of the company. The JV

system is configurable by the user themselves. Another unique feature in the software is its capability

to generate JV that can be uploaded to any ERP /Financial accounting system. Our JV configuration

systems can prepare journal vouchers that can be uploaded directly to SAP ERP / Microsoft Navision

/Accepta and Oracle Financials.

Pay slip-emailing facility to employees

The system is having features to send pay slip via email to employees. Once the payroll is processed it

can be done with a single command. This reduces the work of printing and dispatching pay slip toemployees.

Advances / Loan module

The employee advances and loans can be managed in this module. Once the loan is issued the

deduction is automatically tracked and managed in the system. Bulk loan issue, loan direct repayment,wainve loan amounts/ interest, revoke loan deductions are some of the features of the Advance/Loan

module.


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Leave module

The leave module manages the leave configurable leave masters, policy based leave credit system,

time, late hours and permission hours management, holiday & compensatory off management,maternity leave management for female candidates and over time are managed.

PF moduleIn PF module facilities are provided for creating the PF challan. PF forms are automatically prepared

once the challan is created. The lists of forms generated and printed are form 2, form 5, form10, form

12A, form 10C, form 19, form 3A, form6A & form3A DBF report.

ESI module

In ESI module facilities are provided for creating the ESI challan. ESI forms are automatically

prepared once the challan is created. The list of forms generated and printed are form 1, form 6,

form 7.

CTC (cost to company)

During the joining time the CTC can be fixed and posted to the salary. A computation system is

provided to derive the component values from the entered CTC. The CTC module can take

components that are paid through salary and components that are paid external to the salary. If thereimbursement components are there, that can also be configured and entered into the CTC system.

Canteen module

In the canteen module subsidized food coupons can be issued and the deduction for these coupons for

a period can be summed up and automatically deducted from the salary.

Voucher payment module

The employees are paid travel / conveyance and other reimbursable expenses made on behalf of the

company can be managed in this module.

Arrears

When an employee receives increment or promotion with effect from a pre date we have to compute

the salary payable to him for these periods. This salary can computed and paid along with salary or

can be paid separately. The difference in salary from a pre date to the current period is to be calculated

for a set of components. These component properties can be configured as per the organization policy.

The component properties are set against pay component group.

Bonus

Bonus can be processed and paid separately or along with salary in APPLECART. The bonus

computation property can be configured as per bonus act or as per company policies

Final settlement

When an employee resigns from the organization the final settlement has to be done for the employee.All the list of resigned employees will appear in the final settlement module. We can select an

employee and get all the details of his pay into the final settlement module. The payments that areconsidered for final settlement are leave encashment, Payment of reimbursement balance, unpaid

salary if any and Gratuity payables. The deductions that are considered are the notice period salary,pending loans and recovery for the value of asset if any given to employee. The statutory payments

like PF & ESI and Tax is also taken in to account during final settlement. The TDS is calculated, TDS

is deducted and Form 16 can be generated & given to the employees during Final settlement.


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Gratuity

Gratuity can be computed as per the gratuity act 1972. The gratuity is paid during the final settlement.The gratuity can be computed at any time to find out the actual liability of the company for making

gratuity provisions.

Leave encashment

The number of leave that can be encashed is arrived based on the configurable leave policy given in

the APPLECART system. Based on the number of days the leave encashment amount can be

calculated and paid to the employees.

Reimbursements

Reimbursement is the payment made to the employee on submission of bills. The reimbursements

such as Leave Travel Assistance (LTA), Medical and conveyance are normally paid to employees on

submission of the bills. The employees are having different reimbursement eligibility levels and these

eligible amounts are credited to the employees periodically / beginning of the year /end of the year.

The available monthly credit balance is taken in to account while processing the claim. Facilities are

provided to handle the excess credit or claim. The credit available can be rejected or converted. The

credit balance can be converted and paid as salary at the end of the financial year or in control periodor during the processing period.

Recruitment

The Manpower requisitions approval and various stages of the recruitment process can be handled in

the APPLECART recruitment module. Interview call letters and Offer letter can be prepared in the

system. The recruitment process and its various stages are configurable for each position in a

recruitment process.

Multi-level Appraisal System

The multilevel configurable APPLECART appraisal system can fit in any industry verticals. The user

themselves can configure the key rating areas and objectives and its evaluation methods easily. Using

the self-appraisal system, the employee can inform about his performance during the appraisal period.

The appraiser will be able give their recommendations and grade to the employees. The assessment

reports are generated by the system. 90, 180 and 360-degree appraisal procedures can be configured in

APPLECART appraisal system.

Training

The employees in an organization need to be trained on various skills and subjects. Training and skill

development is an important activity of an organization. The activities covered in the training module

are Training calendar generation, Training program scheduling, and Training cost calculation,Evaluation of the training program and Skill gap analysis. Training plan can be scheduled for batches

of employees and new joiners. Detailed reports can be generated along with feedback forms collected

from the employees who undergo training. The results of the training can be uploaded to the employeemaster for future records and verifications.

Suggestion module

In the suggestion module the employees can post their recommendation and suggestions fororganizational improvements in different areas. If the suggestions are usefull for the organiation

facilities are provided to execute the suggestion recommended by the employee. Formation of the

suggestion commity, minutes of the meeting schedule and action taken for the suggestion can be

managed in the software.


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Complaint / Greivances module

The employees can post their complaints. The complaints are received by the appropriate authoritesand action can be taken against the complaints. An automatic alert cum emailing is incorporated in the

system for receiveing the complaint and intimatin the action plan to the complainer.

Help desk

In the help desk module various help services offered to the employees is configured. For example

booking a ticket for official travel, requirement of office stationary and any other service reqired for

day to day activity can be configured in the service module.


The Software supports any relational database management system like MS SQL, ORACLE, and

Sybase ASA Database etc

APPLECART EMPLOYEE SELF SERVICE

Pay slip

Once the payroll is generated the employees can view their Pay Slip online. Employees can print

their Pay Slips which are uploaded in the system or save it to their local disk as a PDF file.

Annual Pay Slip

Annual Pay Slip is to view the yearly Pay Slip online. This shows month wise salary details with all

earning / variable / deduction components. This can also be saved and print can be taken at any point

of time for future reference.

TDS Planner

TDS Planner is to view the month wise Tax Planner for the financial year so that the employees canplan their savings for the year and get tax exempltions accordingly.

Tax Sheet

The employees can view their Tax Sheet for the financial year.

TDS Declaration

TDS Declaration is the Online TDS Declaration form, option is provided to take hard copy or soft

copy of TDS Declaration form.

IT Investments proofs form

IT Investments proofs form is the Online IT Investments proofs form, option to take a hard copy or

soft copy of their IT Investments proofs is provided for their benefits.

Reimbursement Balance

Reimbursement Balance is to view up to date reimbursement balance online, so that the emloyees

will have an understanding of their reimbursements.


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Reimbursement Claims

Reimbursement Claims is the online Reimbursement Claims form wherein the employees can claim

their reimbursements online and get it approved.

Modify Reimbursement Claims

Modify Reimbursement Claims is to modify their Existing claims online at any time.

Online Leave Application

When an employee wants to apply for leave he can apply for the leave online through Online Leave

Application form and in fact even select the type of leave that he is taking.

Modify Leave Applications

Modify Leave Applications is to Modify Existing Leave Applications that have beem applied online.

Leave Application Status

Leave Application Status is the status of their applied leave for the month, the leave Status

approved, unapproved, waiting for approval can be view by the employees.

Leave ApprovalLeave Approval is the online leave approval form. To view the approved or unapproved leave

applications.

Post Query

Post Query is the online post query form, through which the employees can post their queries to their

superiors pertaining to any doubts they have.

View Document

View Document is the online document download form, through which the employees can downloadtheir payroll related documents.

SYSTEM REQUIREMENTS

Specifications

Client operating system

Windows XP / Windows Vista

Server operating system

Windows 2003 / Windows 2000 / Win NT 4.0

DatabaseMS SQL Server / Oracle / Sybase Adaptive Server Anywhere

Web BrowserInternet Explorer

Memory1 GB RAM and 40 GB Hard disk space


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Cosmosoft APPLECART Proposal Confidential 16

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