Employee Vital Data

HRMAGIC HRMS classifies employee vital data into two broad segments. Essential-15 and Important-15. Essential-15 are 15 mandatory fields on which basic HR info-base rests. Fields like Name of Employee, Date of Birth, Gender, Grade, Date of Joining etc are ported into the system. Important-15 Data are additional 15 fields which is necessary for HRMS to operate. There are fields like Education, Address, Domicile, Religion, etc, on which the HR framework rests. Together 30 fields are the most basic ‘first-step’ to start with.

Multiple customised drill-down reports and stats are generated with the help basic 30 fields which are most used by HR professionals in their day-to-day affairs. How many employees in different departments, age-grade-department analysis, local-migrant analysis, Sanction-Present-Vacant (SPV) analysis, Employee Joining, Employee turnover Reports, Employees eligible for next promotion in DPC, List of eligible candidates etc are readily run and retrieved without any extra efforts.

Apart from Vital-30 (Essential-15 and Important-15), there are more than 500 employee data fields, and several hundred data-points are in the system those capture data in employee life cycle.

Leave and Payroll

It offers two types of Payroll Processing.

Basic: Organisations those operate on low skill-level workforce. It primarily focuses on statutory compliance on Payment of Minimum Wages as per Skill Level, Managing Attendance and absenteeism, Statutory Deductions like Provident Fund, ESI, Full and Final settlement including Payment of Retrenchment Benefits, Leave Salary etc.

Advanced: Payroll processing features are available to organisations where employees are paid above the statutory minimum wages. Earnings and Deductions are either specific to an employee or applicable to one grade or even to the entire organisation.

Organisation to opt either of the payroll processes. Further, in case an organisation has its own payroll management system or ERP, Organisation is free not to opt for it. It becomes an optional feature for such organisations.

Reservation Rosters

The feature is only applicable to Government Bodies, Departments, State and Central Public Sector Enterprises (CPSEs), Government run and funded Academic Institutions. In order to safeguard the interests of the weaker section, there are constitutional provisions for reservation of candidates belonging to SC, ST, OBC-NCL, ESM, EWS sections. Reservation is applicable in the areas of Recruitment and Promotions as defined by the state from time to time.

e-Rosters is the unique Digital Roaster Mechanism designed accordance with the Government Directives which are ratified by the Subject Experts. The Digital e-Rosters are generated on real-time basis with Zero Error, Transparent and Paperless Manner. There is no scope for error or any misleading method.

There is an info-bank on latest provisions, directions in the form of circulars and memos issued by the Government of India from time to time. There are video tutorials, sample roasters of established CPSEs and departments which are available on demand after consent of owners and approval.

Employee Standing Order

The most important area in any formal Organisations is ‘Discipline’. The Industrial Employment (Standing Orders) Act, 1946 defines the conditions of employment in industrial establishments. It applies to every industrial establishment in India. In absence of certified Standing Order specific to the organisation, the Model Standing Order under Industrial Employment Standing Orders (IESO) becomes applicable to its employees.

While defining conditions of employment, Standing Order also prescribes guiding factors for instilling discipline in any organisation.

The unique feature of HRMAGIC HRMS readily generates ‘Charge-sheet’, ‘Warning Letter’, ‘Show Cause Notice’, ‘Suspension Orders’ in line with the Principle of Natural Justice under the provisions of applicable Standing Order.

Statutory Compliance

The payroll module takes care of the statutory compliance such as mandatory deduction towards contribution towards PF, ESI etc. as per the standard applicable rates. Similarly, payment of minimum wages, Bonus, Gratuity at the applicable rates is well defined and extremely easy to operate. The wage set up has provision for maintaining minimum wages applicable for the region and specific to the industry.

It is also easy to process ‘Full & Final’ of the employee by paying ‘Retrenchment Benefits’, ‘Payment towards Leaves’, ‘Gratuity’ as applicable.

The set-ups available in the ‘Statutory Compliance’ can be modified as per the local requirements. Example: There is an organisation or a branch office which is located outside India has different wage components and deduction rates or earning heads. You can change the rate and heads as per the applicable rules.

Meeting Management

Managing meeting becomes completely easy with its unique Meeting Management Module. It starts with defining a body like ‘Meeting with Union’, ‘Canteen Management Meeting’, ‘HR-Departmental Meeting’ etc. It is followed by enrolling employees as members. You can create as many as different bodies and their respective members. Once members are enrolled, meeting can be scheduled which is communicated automatically through Emails to individual members.

Marking of attendance, recording of Minutes of Meetings, Assigning Responsibility, timeline, and target are carried out digitally once meetings are held. It has direct linkage with Mobile Android App where members can see progress and complete ATR (Action Taken Report) online through Mobile App.

The Meeting Management Module measures effectiveness of participative forums, efficiency of individual departments, functions, and that of individuals. It generates real-time reports, stats, and charts to visually display its progress.

Polls and Surveys

Instant Polls are snapshot to measure feelings of employees and to gather opinion from the mass. Polls are customisable and can be rolled out on real-time basis. Poll results are drawn, processed, and displayed on real-time which saves paper, energy, and time of HR process owners.

HR Super users can schedule Surveys as per their convenience. There is a basket of more than one hundred surveys which carefully created as per the industry best practice and ratified by psychologists and academic experts. Ready to roll Surveys to measure ‘Employee Satisfaction’, ‘Organisational Culture’, ‘Leadership Style’ etc are tested over hundreds of organisations worldwide and has Industry benchmarks to compare with.

Task Management

It is the most contemporary way to monitor task and to assess an employee’s progress. Tasks are assigned to employees by their managers and peers. Tasks are categorised as ‘Normal’, ‘Important’, ‘Urgent’, or ‘Critical’ as per the time-task matrix. Target timeline and weightage are assigned to each task or activity. On the basis of completion of tasks in a prescribed timeline marks are awarded. It assess employee objectively on the basis of completion of volume of work and importance of work.

The relative position of employees in a team and function, report of achievements and work-done and analytics on performance are key feature of the module.

Talent Assessments

The online assessments designed for pre-employment tests for recruitments to measure the psychometric and cognitive assessment of prospective employees. Designed with more than 100 different tests and assessments making almost all assessment unique and customised.

Online and Realtime Assessments pre-designed for middle and senior level executives focusing on Individual Development and potential for growth which can be linked with performance management, rewards, and compensation.

Case Studies, Firo-B, Situational Reaction, Reflections, In-Basket Assessment, 360 Feedback, Peer Assessment, Leadership Style Assessment etc are tools used on interactive cloud platform.

Dak Management

The inward and outward management of Dak and Central Despatch. Documents, letters sent though couriers, posts and other physical means are managed with its unique integrated Dak Management System. It keeps track of source and destination of documents and generates reports and statistics.

The most advanced mode to digitize the Central Despatch of the organisation with end-to-end accountability of physical communications. It manages the internal communication within the organisation and also with communication to the outside world.

The digital central despatch provides log-in for external stakeholders & clients with interface of CRM portal to interact directly with internal process owners. It paves ways to Digitalize and Digitize the process flow with its e-Documentation module for paperless system.

Estate Management

Organisations which own or operate a residential township for its employees, vendors, suppliers or associates find it easy with Estate Management feature of HRMAGIC. Dwelling units are first categories and then published.

Setting up of entitlement, notifying vacancies, creating online and offline proposals and memos, allotment letters, invoicing of rents and receivables to associates, data on multiple allotment and accommodation etc are key features.

Complete inventory management of quarters and assets, health and readiness of dwelling units, maintenance schedule, online complaint management of civil, electrical and other maintenance with mobile apps, rating services also feature in Estate Management.

Asset Management

Any organisation work on movable and immovable assets and capital goods. It manages movable assets including Furniture, PCs and Peripherals.

Each of the assets are standardised, marked, labelled and fed into the system. Every movement of these assets are tracked and monitored. Employees are issued assets as per the their entitlements which is predefined in the set-up of HRMS.

Complete tracking of assets, reports and analytics to forecast the need are key features.