Customer Success Story

FactoHR helped GHCL to streamline and

centralize multi-location HR and Payroll process
 1 About GHCL

2 The Problem
INDEX
3 Solution

4 Result
 1 About Challenges
GHCL
GHCL
Limited
• GHCL LTD was promoted in 1987
• The company is manufacturing
industrial chemicals and textiles.
• Has 4 locations across India
• Employees 10,000 + workforce
Learn more at ghcl.co.in
Valliappan M
Head IT - Textile Division - GHCL
ü All location has different desktop based payroll
solutions - Difficult maintenance, reconciliation
nightmare
ü Disconnected desktop based attendance system -
Error Prone
ü Physical and manual application approval for leave ,
travel application and claim reimbursement - Non
scalable & Time consuming
Goals
ü Single point unified cloud based HR and payroll
platform
ü Online integrated attendance system without manual
intervention
ü Streamline application approval work flow with
hierarchy based approval
Result
ü Payroll processing of corporate office done in single
day
ü Travelling employees can punch attendance through
employee ESS portal
ü Manager can check employee leave balance and
approve application online
ü HR department has improve 20% in operational
efficiency
ü Employee queries has been reduced by 50%
 2 Problem - Different Solutions @ Different Locations

GHCL has 4 location across India and all have

different desktop based payroll solution so processing payroll and compliance with
statutory authority on time was challenge

Location 1 Location 2 Location 3 Location 4

Solution A Solution B Solution C Solution D

Challenge
Ø Each new regulatory rule or every HR policy needs to be configured in each system
at each location so it is headache and time consuming.
Ø Each system provide different reporting output so reconciliation is time taking and
difficult.

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 2 Problem - Disconnected Attendance System

Travelling employee submit attendance through mail to their respective HR than In

month end HR upload attendance manually in system for salary process.

Off-site/ Mail own Attendance HR person manage HR upload attendance Generate

Travelling Every Month and verify attendance data in Payroll every month Salary
Employee data manually

Challenge
Ø Manual intervention during downloading, reconciliation and uploading attendance
every monthly is error prone and inaccurate.
Ø Every travelling employee has to mail their attendance data every month. If they
forgot to do so they will be marked absent which will reduce employee satisfaction

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 2 Problem - Manual Application Approval

In GHCL off-site or travelling employee submit their expense claim application and
proofs to respective hr through mail or through courier then hr verify their proofs
and claim amount and submit to account department for payment

Off-site employee use Manage bills and Mail or Courier

cash for business receipt expense proof to HR
expense

Time Taken 2 - 5 Days

End
HR reconcile and verify
Account department
amount proofs and send to
process payment
account department
Challenge
Ø Every time off-site employee has to manage bills and receipts till they mail
or courier to HR than HR has to manually verify claim amount and proofs
and submits to accounts for payment. So manual intervention is process is
error prone and inefficient
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 3 Solution - Modules Implemented

GHCL has evaluate many HR platform available in market and choose

FactoHR on cloud to streamline and centralize their HR and payroll activities

GHCL has implemented below modules available in FactoHR platform and unified
their end to end HR and payroll activities

Travel Attendance & Leave Payroll

Audit-able evidence for payment Brings discipline and One click salary generation
to employees other than salary punctuality in organization solution with all benefits
calculation

» Travel Application » Attendance / Leave » Salary Process

» Payment Batch Application » Payroll JV
» Claim Detail » Submission of » Final Settlement
» Claim Summary Attendance » Leave Encasement
» Leave Balance » Statutory
» Medical / LTA
» Time sheet Entry Compliance
» Eligibility Checking » Attendance / Leave » Loan Eligibility
» Mobile, Driver, Fuel Report » Loan Rule
» Email Mobile Approval » Time sheet Report Configuration
» Bio-Metrics Machine » Ad-hoc
Work Schedule » Arrears Calculation

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 3 Solution - Unified FactoHR platform on cloud

How unified integrated FactoHR improve work efficiency during payroll cycle

Attendance captured Employee leave

from integrated balance updates from
Bio Metric machine approval work-flow
Expense Claim Off-site employee
Automatically leave updates
captured from work through ESS portal
flow

HR Location 1 HR Location 2 HR Location 3 HR Location 4

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 3 Solution - Attendance through ESS portal

How Employee can register expense claim online and get approval instantaneously

Attendance
Off site Employee register
Employee attendance online
Attendance will be consider
through ESS portal
automatically for payroll
process

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 3 Solution - Leave Application Work-flow

How Employee can register expense claim online

and get approval instantaneously

Employee Application Recommend APPROVE

Employee apply for Managers view and HOD view and
leave application recommend approve leave
through ESS portal application to higher recommended by
authority manager

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 3 Solution - Expense Claim Work-flow

How FactoHR Leave & Travel module simplifies

application approval process for GHCL

Spend Send Approve Verify

Employees spend for They take photos or Managers view and Consider to Payroll
Business Purpose scan bills and upload approve expenses Processing System
online instantly
instantaneously

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 4 Benefits to GHCL

“FactoHR’s Best Practices, Integrated modules and User friendly interface

helped us to create centralized platform for our organization to automate end to end processes
from on-boarding till retirement of all employees.”

Payroll process completed within hours. Easy to maintain unified single solution. Gives same
Valliappan M reporting out which is easy to understand and reconcile
GHCL - Head IT
Textile Division All payroll related data are updated for payroll processing through integrated attendance, leave and
payroll system. Any update in rule or policy applied to all location with one click.Payroll process has
been reduced from days to hours

Leave and Travel application and approval done online through ESS portal. Paperless and streamline
approval process
Employee login to their ESS portal and apply for leave or travel application. Manager can view
employees past leave and remaining leave balance and can approve or reject it. FactoHR admin can
set hierarchy as per companies organization chart and reporting structure

Employee upload claim amount and proofs online. Approval happen sanctimoniously and considered
for payment automatically
Employee login to their ESS portal and can upload expense claim application with proof. Manager
can view claimed amount, proofs and either self approve or recommend to finance team to process
payment. FactoHR admin can set limits on how much amount particular category of employee can
claim for particular expense type

Off-site employees mark attendance through ESS portal. No need to maintain own attendance.
Off-site/ traveling employee can use their ESS portal to mark attendance. Attendance is
automatically considered for payroll with out manual intervention

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