XI

Human Resource
The department forms consist of 9 masters, 15 data entry forms, 4
processing activities and 6 reports.
Master:
1.
2.
3.
4.
5.
6.
7.
8.
9.

Employee Master
Grades Master
Jobs handled
Performance appraisal
Allowances / Perquisites
Holidays Master
Shift timings master
Reasons for leave
Activity master

Data Entry:
1. Muster entry
2. Outdoor duty
3. Overtime working
4. Leave application
5. Advances/loan
6. Salary/Wage deduction
7. Performance Appraisal
8. Increment
9. Promotion
10.Transfers
11.Training courses
12.Accident
13.Bonus formulae
14.Reminder
15.Activity list
Processing:
1.
2.
3.
4.

Pay sheet
Leave calculation
Overtime payment
Bonus payment

Report:
1. Shift working
2. Employees blood groups
3. Reminder

4. Activities due
5. Activities overdue
6. Monthly report

Masters
1 Employee master All the details about the employee are given in this
master. There are 11 tabs used to show these details. First tab gives his personal
information (including his photograph) and details of the present position in the
company. Second tab has details of his close relatives (particularly those who are
staying with him and/or those who are eligible for benefits given by the company).
Details of his education, the courses he has attended/completed and his
extracurricular activities are available in third tab. His experience before joining the
company is given in the fourth tab. The employees progress in the company since
joining departments he has worked in, the jobs he has handled, the positions he
has held is given in the fifth tab. The leave (casual, sick, privilege and unpaid) he
has taken every year in the company is in the sixth tab. The seventh tab gives
details of his yearly salary from his appointment in the company. Training he has
received in the company in company or outside agency courses is in the eighth
tab. The rewards company has given the employee and/or disciplinary actions taken
against him are shown in the ninth tab. The tenth tab gives the information if the
employee has met with an accident or if he has any injury in the factory or out of
factory on official duty. At the time of appointment all his certificates are checked by
HR person and the true copies of these are to be kept in his personal file. The list of
the certificates checked and the copies which are filed is entered in the last tab.
Whenever data is entered in the data entry form, the details are copied in the
relevant employees master by the system. When the master is opened, all the
details of this employee are available. The details can be seen only by specific
personnel and not by all. Only the relevant information can be seen by other
employees.
2 Grades master Whatever grades are thee in the company, from lowest
grade worker to the highest grade employee of the organization, are written in this
master.
3 Jobs handled Categorywise list of jobs which are being carried out or
anticipated in the near future are given in this master.
4 Performance appraisal The appraisal can be carried out either on traits
basis or on performance on objectives. The appraisal on traits basis would have a
form giving all traits their definitions, categories for which it is applicable, points
allotted for each trait (may differ categorywise). The appraisal based on objectives
is given for all positions in the company with key result areas for each and other
objectives for the position. Points for rating of each objective are also given.
5 Allowances / Perquisites Categorywise / gradewise allowances
perquisites paid to the employees including the amount in percentage or in the
range of values or actual amount in Rupees are listed in this master. Income tax
implications, if any, are also covered for each item.

6 Holidays master Holidays in the next calendar year are declared and
given in the holidays master. If there is practice of having substituted holidays, such
holidays are also mentioned in the list. The change of shift schedule also may be
included in this master as the shift change synchronises with weekly off or some
holiday (in case of substituted holiday).
7 Shift timings master Timings of all the shifts running in the company
are given in this master. Production reports take timings from this master and these
timings are used wherever man-hours calculations are involved.
8 Reasons for leave Various reasons for going on leave are enumerated
here in this list. If any employee has a different reason than any of the reasons in
the master, that can be added by HR dept in the master.
9 Activity master The list of activities to be carried out by HR dept. are
given here. This includes mainly the statutory reports which are to be sent to
government authorities alongwith the frequency and applicable dates.

Data Entry
1 Muster entry The card punching system (if available) is to be connected
to the server. All those who are present would be marked present in the shift and
half an hour after shift starts, those who are not present are marked absent by the
system. Outdoor duty notes from the departments are entered by departments
concerned and the relevant entries are to be made by HR personnel. Similarly, leave
applications are entered by the employees and approved by the authorities. The
leave entries on the basis of these applications are made by HR person. If an
employee comes more than half an hour late, his absenteeism entry is changed in
the system. In case, card punching system is not available, outdoor duty, leave and
absenteeism entries are to be made by HR person and the balance would be
marked present by the system.
2 Outdoor duty Whenever an employee is sent on outdoor duty, the
intimation to HR dept. is given in this form. It includes the period (from - to hours or
days) for which the employee would be away from the workplace. Since HR dept.
person would be marking the attendance on the basis of this note, it is expected
that the note is given the previous day of the outdoor duty or at the most on the
day of the outdoor duty.
3 Overtime working The supervisor sends the cost centerwise names of
the employees working on overtime giving start and end time of overtime for every
employee in the overtime entry form through dept. head.
4 Leave application The leave application form is created for each
employee. Balance leave of each type (casual, sick & privilege) at the beginning of
the year is entered at top of form according to formula by the system. While going
on leave, entry is made in the form by the employee selecting the reason from the
master (if the reason is not available in the master, addition can be made in the
master).Leave without pay is also entered by the employee and got approved by
the dept. head. If particular type of leave is exhausted, the employee cannot make

entry for that type of leave. The approval is done by the dept. head and balance
leave reduced accordingly. Entry in the muster is made by HR person (so that the
HR personnel would have knowledge about the leaves in the company though the
entries can be made by the system).
5 Advances / Loan If the company has policy of paying advance to the
employees in the middle of the month, these entries are made by HR person in the
form for advances. If an employee requires loan (or advance if policy of paying
monthly advance is not there), he fills in loan form and gets approval from the dept.
head and HR dept. head.
6 Salary / wage deduction In this form the deductions in the salary or
wages of each employee are entered under different headings by HR person.
7 Performance appraisal Performance appraisal form for each of the
employees is created by HR dept. The form can be on the basis of traits or it may be
defining objectives. If the method of appraisal by traits is used, then the forms for
the dept. employees are given to the dept. head who marks the appropriate points
for each of the trait. The total points for each of the employees are worked out by
HR dept. and further process of appraisal is carried out.
In case of appraisal by objectives, the dept. head gets all the forms for
performance appraisal for all the employees in his dept. in the beginning of the
period of appraisal. The dept. head alongwith the employee concerned notes down
the objectives for the result areas (key result areas and secondary areas). At the
end of the period, the achievements of the employees are entered by the system
where possible and achievements for remaining objectives are entered by the dept.
head. The percentage achievements and points for all the objectives are worked out
and entered by the system for all the employees by the system. The next process is
carried out by the HR dept.
8 Increment The increments given to the employees are entered in this
form by HR dept. The format includes basic salary/wages and all components
including allowances for each employee. The increment letters are issued based on
the details in this form as also monthly salary sheet is prepared taking data from
this form.
9 Promotion In this form the details of the new position designation,
grade, dept. (if changed) and the changes in the pay structure are given for each of
the promoted employee.
10 Transfer The details of the transfers of the employees are given for
every such employee in this form.
11 Training courses The details of the training external and in house
which have been attended by the employees with the names of those attending are
entered in this form.
12 Accident For any accident taking place in the company or if an
employee is involved in an accident out of the company, the details of the accident
and the details of the employees affected are given in this form.

13 Bonus formulae The payment of bonus amount is decided by the top

management (may be with consultation with the union) and the formula and
amounts may differ for each category of employees every year. These formulae /
amount for each category are entered in this form which becomes the base for
actual bonus calculation by processing in the system.
14 Reminder - An employee can add reminders for the things he wants to
carry out at particular time on a specific day. He has to enter date, time and action
required in brief.
15 Activity list There are activities such as making statutory payments to
government authorities or sending regular reports. The list of such activities is given
in this form. When the activity is completed, entry is made in this form. Once this
entry is done, the activity would not be shown as due/overdue activity.

Processing
1 Pay sheet Salary sheet and wages sheet are prepared every month by
collecting data from various data entry forms by the system once control for pay
sheet is activated.
2 Leave calculation In the beginning of the leave year, every type of
leave for each employee is calculated as per formulae laid down considering the
balance leave to his credit, number of days of attendance etc. Every type of leave
to his credit is entered in the leave card of each employee.
3 Overtime payment The data of all the employees who have worked on
the overtime during a month is available in the data entry form. The amount of the
overtime payment as per the formulae is calculated by the system by processing all
the data.
4 Bonus payment Collecting data from the database in the system and
the bonus formulae given in the data entry forms, the bonus for all the eligible
employees is worked out in the system.

Reports
1 Shift working The shift record of the employees whose shifts are rotated
working in the shifts is noted down in this form.
2 Employees blood groups Blood group of not only all the employees but
also their relatives taken from employee masters is listed down in this report. The
names are sorted on the blood group. The employees name and card number is
included against the relatives name.
3 Reminder The reminder an employee has set would be shown at that
time as a small window irrespective of what he is doing. He can also see the list of
future reminders he has entered as a report.
4 Activities due Activities expected to be completed within next 7 days
as per production plan are given in this report for the dept.

5 Activities overdue - The activities which are not completed as per the
requirement are listed in this report.
6 Monthly report This report would include
1.Number of employees in the company on the last day of the
month, number joined and left during the month and during the year
with similar figures for the previous year.
2. Absenteeism percentage during the month, the quarter and
the year with comparison to the previous year.
3. Overtime hours, payment and percentage to the monthly
wage bill during the month, quarter, year and comparison with the
previous year.
4. Advance and loan payment to the employees during the
month.
5. Transfers during the month.
6. Accidents that have taken place in the company during the
month, number of employees involved and manhours lost due to
these.
7. Details of the training courses during the month for which
employees are sent. Also details of in house training course arranged
and employees who attended it are given.
8. Details of the statutory reports sent.
9. Details of the statutory payments made.
_____________________________________________________________________________
Contact :eMail : purat.avinash9@gmail.com
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