LEAVE AND STAFF MODULE OF HRMS PACKAGE

BHARAT SANHAR NIGAM LIMIED SUBMITTED BY:ADVITIYA MUSKAN SINGH BBA(2009-12) A7006409066 HUMAN RESOURCE

UNDER GUIDANCE OF:INDUSTRY GUIDE:FACULTY GUIDE:-

Mr. Prahlad Singh Yadav Junior Telecom Officer ( HR ) BSNL

Mrs. Suchitra Shrivastava ABS, LUCKNOW

(SUMMER INTERNSHIP REPORT IN PARTIAL FULFILLMENT OF THE AWARD OF FULL TIME BACHELORS OF BUSINESS ADMINISTRATION (2009-12))

AMITY BUSINESS SCHOOL AMITY UNIVERSITY UTTAR PRADESH LUCKNOW

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Declaration

I hereby certify that the work which is being presented in the project entitled, in partial Human Resource Management of B.S.N.L Fulfillment of the requirements for the award degree of Bachelor of Business Administration , AMITY University , Lucknow , is an authentic record of my own work . The matter presented in this Project Report has not been submitted by me for the award of any other degree of this or any other University.

Advitiya Muskan Singh BBA 5th sem.

STUDENT CERTIFICATE

Certified that this report is prepared based on the summer internship project undertaken by me in BANK OF INDIA from 4th may, 2011 to 18 june, 2011, under the guidance of Professor RAJNISH SHANKDHAR in partial fulfillment of the requirement for award of degree of Bachelor of Business Administration (BBA) from Amity University, Uttar Pradesh.

Date.______________

Signature Advitiya Muskan Singh STUDENT

Signature Suchitra srivastava FACULTY, ABS

Signature V. P. Sahi DIRECTOR, ABS

FACULTY CERTIFICATE

Forwarded here with a summer internship report on LEAVE AND STAFF MODULE OF HRMS PACKAGE submitted by ADVITIYA MUSKAN SINGH, Enrollment No.A7006409009 student of BBA 5 th Semester (2009-12) This project work is partial fulfillment of the requirement for the degree of Bachelor in Business Administration from Amity University, LUCKNOW Campus, Uttar Pradesh.

SUCHITRA SRIVASTAVA AMITY UNIVERSITY, LUCKNOW CAMPUS UTTAR PRADESH

Acknowledgement

Success of every project depends largely on the SELF & encouragement and guidance of many others. I take this opportunity to express my gratitude to the people who have been instrumental in the successful completion of this study project. First of fall I would like to thank the Management at BSNL for giving me the opportunity to do my one and half month project training in their esteemed organization. Internal Guide for providing me with valuable advice and endless supply of new ideas and support for this project. I would like to thank Mr. Prahlad Singh Yadav for providing practical exposure for the project and his valuable guidance during the project work.

Advitiya Muskan Singh BBA 5th sem.

PREFACE

BBA program is one of the most reputed professional courses in the field of Management. There is a study project as an integral part of BBA in the Fifth Semester. As a complementary to that every one has to submit a report on the work conducted in the industry. This report is thus prepared for the study project done at Bharat Sanchar Nigam Limited (B.S.N.L). The topic of the project is, LEAVE AND STAFF MODULE OF HRMS PACKAGE. The organization shall make all possible efforts to have a secure and safe domain. The data is very important and most critical to the business requirements; therefore proper measures should be adopted so that the information is well secured and protected.

Advitiya Muskan Singh BBA 5th Sem

Table of Content

y y y y y y y y y y y y y y y y y y y y

Chapter 1:Introduction Chapter 2: Organizational profile of a company Chapter 3: Presentation of data and analysis Leave Features of Leave Module Major Activities in Leave Module Leave Credit Entry Leave Verification Leave Sanction Process CL/RH Leave Application & sanction Leave Reports Leave Encashment Staff Staff family details How to reach family detail page Nomination details How to reach nomination details page Training details Chapter 4:Findings, Conclusion and Suggestions Bibliography

EXEUTIVE SUMMARY
Spending a period of six weeks in a project LEAVE AND STAFF MODULE OF HRMS PACKAGE under Hazratganj(U.P.) main branch(HR) was really an interesting time for me. The I received the views of the people in the branch made me realize that practical experience is more different than theoretical knowledge . BSNL was born free, an force unleashed into the market with a relentless and unwavering determination to succeed. A spirit charged with energy and creativity and a team driven to seize the day with an ambition to become the most globally admired telecom services. BSNL after just few years, has risen to the pinnacle of achievements. As Indias leading telecommunication company serving over 33 millions of customer the brand has played a major catalyst in Indias reforms, contributing to its economic resurgence.

OBJECTIVES OF REPORT

The objectives of report are as follow:y y To study how many types of leave are there in leave module. To know how the take a all types of leave ( casual leave, earn leave, paternity leave, etc. ) online within a minute when required. y y y To know how the leave is being recommended and sanctioned by the authorized person. To know how to add or update the family details on family report. To know how to operate the funds of the employee through the employee account in HRMS package. y To know how the employee should get training and in what ways.

Chapter 1: Introduction of Company

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Introduction
Bharat Sanchar Nigam Ltd. formed in October, 2000, is World's 7th largest Telecommunications Company providing comprehensive range of telecom services in India: Wireline, CDMA mobile, GSM Mobile, Internet, Broadband, Carrier service, MPLS-VPN, VSAT, VoIP services, IN Services etc. Presently it is one of the largest & leading public sector unit in India.

BSNL has installed Quality Telecom Network in the country and now focusing on improving it, expanding the network, introducing new telecom services with ICT applications in villages and wining customer's confidence. Today, it has about 46 million line basic telephone capacity, 8 million WLL capacity, 52 Million GSM Capacity, more than 38302 fixed exchanges, 46565 BTS, 3895 Node B ( 3G BTS), 287 Satellite Stations, 614755 Rkm of OFC Cable, 50430 Rkm of Microwave Network connecting 602 Districts, 7330 cities/towns and 5.6 Lakhs villages.

BSNL is the only service provider, making focused efforts and planned initiatives to bridge the Rural-Urban Digital Divide ICT sector. In fact there is no telecom operator in the country to beat its reach with its wide network giving services in every nook & corner of country and operates across India except Delhi & Mumbai. Whether it is inaccessible areas of Siachen glacier and North-eastern region of the country. BSNL serves its customers with its wide bouquet of telecom services.

BSNL is numero uno operator of India in all services in its license area. The company offers vide ranging & most transparent tariff schemes designed to suite
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every customer. BSNL cellular service, CellOne, has 55,140,282 2G cellular customers and 88,493 3Gcustomers as on 30.11.2009. In basic services, BSNL is miles ahead of its rivals, with 35.1 million Basic Phone subscribers i.e. 85 per cent share of the subscriber base and 92 percent share in revenue terms.

BSNL has more than 2.5 million WLL subscribers and 2.5 million Internet Customers who access Internet through various modes viz. Dial-up, Leased Line, DIAS, Account Less Internet(CLI). BSNL has been adjudged as the NUMBER ONE ISP in the country. BSNL has set up a world class multi-gigabit, multi-protocol convergent IP infrastructure that provides convergent services like voice, data and video through the same Backbone and Broadband Access Network. At present there are 0.6 million DataOne broadband customers. The company has vast experience in Planning, Installation, network integration and Maintenance of Switching & Transmission Networks and also has a world class ISO 9000 certified Telecom Training Institute.

Scaling new heights of success, the present turnover of BSNL is more than Rs.351,820 million (US $ 8 billion) with net profit to the tune of Rs.99,390 million (US $ 2.26 billion) for last financial year. The infrastructure asset on telephone alone is worth about Rs.6,30,000 million (US $ 14.37 billion). The turnover, nationwide coverage, reach, comprehensive range of telecom services and the desire to excel has made BSNL the No. 1 Telecom Company of India

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Chapter 2: Organizational Profile of a Company

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Profile

COMPANY NAME: Headquarters :

Bharat Sanchar Nigam Ltd. Bharat Sanchar Bhawan, Harish Chandra Mathur Lane, Janpath, New Delhi

Head Office in Lucknow: BRANCH OFFICES IN

Hazratganj LUCKNOW: Sapru marg,

Hazratganj,Alambagh,Mahanagar,Kaiserbagh Chairman & Managing Director : R.K.Upadhayay Status: India.) Founded: 19th century,incorporated 2000 Owner : Government of India Mini Ratan (a status assigned to reputed public sector companies in

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SWOT ANALYSIS STRENGTH

y y y y y y y y y y Experienced telecom service provider Total telecom service provider H uge Resources (financial & technical pool) H uge customer base M ost trusted telecom brand Transparency in billing Easy deployment of new services C opper in last mile can be used for easy broadband deployment H uge Optical Fibre network and associated bandwidth

WEAKNESSES
y y y y y y y y y y y y y y y Non-optimization of network capabilities P oor marketing strategy Bureaucratic organizational set up Inflexibilit y in mindset (DOT period legacies) Limited number of value added services P oor franchisee network Legacy of poor service image H uge and aged manpower P rocedural delays Lack of strategic alliances P roblems associated with incumbency like outdated technologies, unproductive rural assets, social obligations, political interference, P oor IT penetration within organization P oor knowledge M anagement

OPPORTUNITIES
y y y y y y y y Tremendous market growing at 20 lacs customers per month U ntapped broadband services U ntouched international market capitalize on public sector image to grab Government IC T initiatives Diversification of business to turn-key projects Leveraging the brand image to source funds Almost un-invaded VS AT market
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y y y y

Fuller utilization of slack resources make a kill through deep penetration and low cost advantage Broaden market expected from convergence of broadcasting, telecom and entertainment industry

THREATS
y y y y y y y y Competition from private operators Keeping pace with fast technological changes Market maturity in basic telephone segment Manpower churning Multinational eyeing Indian telecom market Private operators demand for sharing last mile Decreasing per line revenues due to competitive pricing Private operators demand to do away with ADC can seriously effect revenues

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Chapter 3: Presentation of Data and Analysis

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Introduction of Leave for Staff

A new module in HR Package has been developed and launched which covers Leave related transactions in BSNL. This module deals with the following types of leaves prevailing presently in BSNL.

1. Earned Leave (EL) 2. Half Pay Leave (HPL) 3. Commuted Leave (CML) 4. Extra-Ordinary Leave (EXOL) 5. Maternity Leave (ML) 5. Paternity Leave (PL) 6. Casual Leave (CL) 7. Restricted Holiday (RH) 8. Study Leave (SL) 9. Hospital Leave (HL)

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Features of Leave:

This module facilitates to accommodate all sorts of leave related transactions like submission of leave application, Sanction of leave, Joining after availing leave, leave credit, leave conversion, leave balances.

The employee can submit their leave application and joining report after leave through employee portal at www.myhr.bsnl.co.in.

In addition to above, the designated users can submit leave application and joining after leave w.r.t. BSNL employees.

Privilege for recommendation and sanction of the leave application will be available only to JTO and above level executives having the role of supervisor.

Supervisor role to executives can be assigned through ADMIN=>SUPERVISOR MAPPING.

Privilege for cancellation of already sanctioned application will be available only to the sanctioning authority and concerned System Administrator.

y y

Leave Balances will get automatically updated after joining. The system will provide leave credit in respect of EL & HPL on half yearly basis on 1st Jan and 1st July of each year. However leave credit would be accounted only after due confirmation by Leave Coordinator.

After each credit Leave Balances are to be verified by JAO/AO.

y Leave conversion is permissible only w.r.t. Change in the type of leave keeping leave
period intact, within 30days form Date of Application.

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Access of Leave module (Role)

User Management for Leave Module

1. The employees who are user of HR package have the facility of leave application and leave cancellation of self through employee portal. 2. Employee with Supervisor role can recommend, sanction and approve the joining of leave application. 3. Employee with Leave Co-coordinator role can enter the Opening Balances and Leave Credit. 4. Employee with Leave User role can enter the leave application and cancel the application before sanction of it of all the employees in his jurisdiction. 5. If Employee is not the user of the HR package, go to ADMIN module=>ADD menu=>User Creation. Select the Unit(location) ,designation of the Emp. From the Employee list select the desired Staff and select Leave User/Leave coordinator role and jurisdiction location. 5. If Employee is already the user of the HR package, go to ADMIN module=>UPDATE menu=>User Updation. Enter the Employee No. Click on GO button. Employees name will be displayed with UPDATE button. Click on UPDATE button. Change the existing role to Leave User/Leave coordinator role as per requirement and select appropriate jurisdiction.

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Major activities in Leave module

The following are the major activity available in Leave module. A. Opening balance of Leave (One-Time Activity) 1. Entry of Opening balance of Leave at Credit B. Periodical Credit 1. Periodical leave Credit 2. Confirmation of Leave Credit C. Sanction of Leave 1. Leave Application Data entry 2. Recommendation of leave 3. Sanction of Leave 4. Joining report 5. Joining Approval D. Casual Leave E. Leave at employee portal

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Opening Balance of Leave at Credit

Data entry of Opening balance of Leave at credit is the first & one-time activity. The commencement date of Leave module is fixed as 01.07.2009. (For UP(East) it is 1 Jan 2009) Therefore the balance of leave at credit as 01st July 2009(including Credit on 1 st July) has to be filled up by the user for all employees.( UP (EAST) has to enter the balance of leave at credit as 01st Jan 2009(including Credit on 1 st Jan 2009.) This is mandatory activity because all other next steps will be allowed only after completion of this step.

The summary of the forms and reports pertaining to the opening balance entry are given below.

Opening Balance Data : Forms & Reports Form No Form Name Form Type Form Location Remarks Entry of OB of Major leaves at credit EL / HPL Entry of OB of Other leave at credit Entry of Leave not due Availed Report on OB of leave at credit List of staff for whom OB entry not done.

Leave O/B for EL/HPL

Data entry

Add OB Leave entry Add OB Leave entry Add->Leave Not Due Bulk Entry Report

Leave O/B for Other Leaves Leave Not Due Bulk Entry

Data Entry

Data Entry

Leave OB Details Leave Opening Balance pending

Report

Report

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Opening balance for Major Leaves.

Form Name: Add OB Leave entry Leave O/B for EL/HPL By using this form the opening balance of leave at credit of all employees can be entered. The major leave includes the EL. HPL, Maternity Leave, Paternity leave, No. of EXOL which is counted for service, No. of EXOL which is NOT counted for Service. The snapshot of the form is given below

In this form, select the required employees list as per selection criteria either by Staff no, designation or by Unit name.

Enter opening balance as on 01st July 2009 against the concerned leave head of the staff who has been appointed on or before 01.07.2009.

y In case of the staff who is having the appointment date after 01.07.2009, enter the actual
entitled leave for the half year portion in which the appointment date falls.

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Opening balance for Other Leaves.

Form Name: Add OB Leave entry Leave O/B for Other Leaves The other leave includes Hospital Leave, Leave not Due, Special Disability leave, Study leave. The opening balance as on 01.07.2009 has to be entered against the concerned leave head.

The data entry of other leaves can be done by using the form at Sl. No. 2. The snap shot of the form is given below.

Select employee using selection criteria and then select leave type and enter balance or leave availed through this form and click the ADD button.

Leave Not Due Bulk Entry 1. The Leave Not Due bulk entry form is available at Add->Leave-> Leave Not Due Bulk Entry.

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2. In the column Leave Not Due Availed ,please enter the LND availed upto opening Balance Date (ie- Up to 01-jul-2009) for UP(E) up to Jan 2009. 3. In the column LND pending for adjustment column ,if any LND is pending for adjustment (will adjust against HPL) as on opening balance date is to be entered. 4. Click in the boxes against each employee and click on SAVE button. Reports on Leave opening balance The following reports are available with reference to opening balance of leave. 1. Form Name: Reports Leave OB Details This report shows the staff list and the opening balance of various leaves at credit. 2. Form Name: Reports Leave Opening Balance pending This reports shows the list for staff for whom the opening balance entry is pending. The report form is shown below.

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Updation of Opening Balance

Once the Leave opening balance entry is completed, the modification of the data can be done in the same form (the form at Sl. No.1).

However, the modification in the same form will be available only up to the first leave Credit entry. Here first leave credit entry means the grant of bi-annual leave credit on 01st Jan 2010 for EL & HPL. In other words, once the leave Credit entry of Jan 2010 completes, the modification of O/B entry is locked.( For UP(East) first leave credit entry means the grant of bi-annual leave credit on 01st Jul 2009 for EL & HPL.)

Periodical Leave Credit Process

The periodical leave credit is the process by which the employees earning the leave credit. The leave credit is normally earned by the employee in two ways. 1. Bi-Annual leave credit (on 01st January & 01st July of every year) 2. Leave Credit due to un-availed joining period on transfer. The forms and reports deals with the periodical leave credit process are summarized below. Periodical leave Credit Form Form Name Form Type Form Location Remarks

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No 1 Leave Credit Entry For Regular Employee Data entry Add Once in a 6 month Absonding, 2 Leave Credit For Special cases Data entry Add suspension, Exol, LND as data entered. 3 Leave Credit For Joining Period Leave Credit Updation Data entry Data entry Report Update Transfer linked Till next credit follow Leave Credit Confirmation Leave Credit pending list Leave net balance Data entry Report Report Add For split period

4 5 6 7

Before Leave Credit entry, Leave Not Due entry is to be completed. Details are available at point 5.2. The Bi-annual leave credit entry is divided into two portions 1) for regular employee and 2) for special cases.

Form Name: Add Leave Credit Entry For Regular Employee This form deals with the regular employees. The user has to select the credit date from the list. The system will calculate the leave credit for the next 6 months for Earned leave (EL) and Half pay leave (HPL). The user has to confirm the leave after verifying the entitlement of the staff. The snap shot of the form is given below

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y y

Select employees as per selection criteria and credit date. Form will contain Completed month in service. As per Entry of service period, EL and HPL credit will be shown.

Modify the system calculated credit with entitled credit and Click on SAVE button to save the data.

Form Name: Add Leave Credit For Special cases The special cases include the person under the service status of absconding, suspension. The user has to verify the system calculated leave credit and modify as per the entitled leave. The snap shot of the form is given below.

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y y

Select employees as per selection criteria and credit date. Form will contain Completed month in service, Dies non period. As per Entry of service period, dies-non period , EXOL days, Leave not due, EL and HPL credit will be shown.

The user has to verify the system calculated credit and if required it can be modified as per the entitled value.

Click on SAVE button to save the data.

Form Name: Add Leave Credit For Joining Period By using this form the leave credit can be given to the staff who is having the entitled unavailed joining period during his/her transfer as per transfer rules. Modification in availed joining period can be done through Transfer=>Update=>Joining Period.

Form Name: Add Leave Credit Updation By using this form the leave credit given to the employee can be modified at any time till the next credit process.

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y y y

Select employees as per selection criteria and change credit data. Modify the leave credit against the required staff and click on the update button. Credit updation will be possible only before next credit entry in the package has not updated.

Form Name: Add Leave Credit Confirmation The leave credit confirmation is required when the staff is being sanction for leave for the period which covers the date either 01st January or 01st July (i.e. bi-annual credit period). For example, if one staff for whom the leave is being sanctioned for 10 days leave from 26th June to 05th July. In this case the user has to divide the leave in two portion as 1) 26th June to 30th June as first portion and, 01st July to 05th July as second portion. This will facilitate the system to give the leave credit on the due date (i.e. either 01st January or 01st July) and then the second portion will be reduced from the available credit.

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Leave Verification
1. This Form is available at ADD=>Leave=>Leave Verification. 2. System Administrator has to attach the role of Leave Verification to JAO/AO cadre official. 3. The leave net balance after the periodical credit of EL & HPL can be verified by using this form. To complete the verification, the user has to verify the net balances and click the verify button. 4. a. Once the balance is verified, addition/ updation/ deletion of leave transactions for the period up to the verified credit date cannot be allowed. b. The next credit (i.e. on 01.07.2010) will be allowed only after the verification of the previous credit (i.e. 01.01.2010)

Leave Sanction Process

Sanction of leave Sl. No 1 2 Form Name Leave Application Leave Cancellation Before Recommendation(Admin) 2 3 Leave Recommendation Leave Sanction Form Leave Cancellation Before Joining(Admin) Joining Report Entry Joining Report Approval Data entry Data entry Add Add Data entry Data entry Data entry Add Add Delete Form Type Data entry Data entry Form Location Add Delete Remarks

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Leave Revision After Joining Leave Sanction Memo Leave Details Leave net balance

Data entry

Update

(Leave period or Type)

Report Report Report

The activities involved Leave sanction process are the leave application by the employee, recommendation of leave, sanction of leave, particular of joining after availing the leave and the leave cancellation at various stages.

Leave Recommendation:
Recommending Authority can go for recommendation through ADD->Leave->Leave Recommendation Form The form will look as given below.

y y

Here it will show list of employees which are pending for recommendation. Select specific employee and click on RECOMMENDATION for recommendation of leave. It will show Leave details of that specific employee.

Here the user can select recommendation YES or NO and recommendation date. Then select sanctioning authority using level or directly enter his HRMS no. After submission of this form it will be available to Sanctioning authority for sanction.

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Leave Sanction:
Sanctioning Authority can go for sanction through ADD->Leave->Leave Sanction Form. The form will look as given below.

Here it will show list of employees for whom the sanction is pending. Select specific employee and click on SANCTION menu for sanction of leave.

y y

It will show Leave details of that specific employee. The user can select sanction YES or NO and sanction date. Then select looking after staff No using level or directly enter his HRMS no. After submission of this form, this staff no for whom the leave is sanctioned will be available for Joining.

After Sanction of leave, Sanction memo can be taken using from report menu Reports>Leave Reports->Sanction Memo.

Casual Leave Process

Casual leave process is being kept as separate flow and the relevant forms and reports are given below.

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Casual Leave Process Sl No Form Name CL/RH Application Casual Leave Sanction CL cancel After Sanction CL cancel Before Sanction Self Leave Application Leave Cancellation by employee Leave Joining Form Data entry Add Portal Data entry Form Type Data entry Data entry Form Location Add Add Delete Delete Add Delete CL CL CL CL Portal Portal Remarks

Points to be considered before adding leave details: 1) Check leave details on clicking Previous Leave Details. Leave dates must be after the leave period of previous leaves.

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2) If any application is pending for sanction , it will not add new leave details. 3) Enter no of CL days and then select specific dates of leave. Here You can enter RH details also. 4) Select Sanctioning authoritys HRMS no and save application. 5) After submission of this form , it will be available for sanction in sanctioning authoritys pending list. .

Leave Reports
You can check leave reports using path Reports->Leave Reports. Following reports are available in this package. 1) Leave Net Balance 2) Leave Details 3) Leave OB pending 4) Leave Sanction Memo 5) Leave credit pending 6)Leave Summary

Leave Encashment
1. Leave Encashment in Service: Leave encashment is allowed during the service at the time of LTC (i.e. Leave Travel Concession). This encashment can be availed from the EL at Credit of an employee. On encashment of the leave, the EL balance is reduced to that extent. Since the leave encashment is affecting the balance of EL Credit, the leave module is extended to accommodate this transaction. For this purpose the following forms has to be used. These are

Sl.No 01

Form Name Leave Encashment

Location Add->Leave->Leave

Remark Entry of total leave

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OB 01.07.2009

Encashment

encashment days availed as on 01.07.09

02

Leave Encashment OBAL

Leave->Update>Encashment

To update the Opening balance of Leave Encashment as on 01.07.09

03

Leave Application

Leave->add->Leave

To enter the encashment days along with leave application days (online)

04

Leave Encashment. - Leave->Add->Encashment Entry - After Joining

Encashment Entry of encashment days, after joining (Offline)

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STAFF MODULE

FAMILY DETAILS
This Module Accepts/Updates data of Family members of a particular Employee whose Staff number is created. Here meaning of "Family" means Relationship defined as per the rules of BSNL. Family Details collected here is used for declearing Nominations of EPF/GPF, Gratuity, GIS, LTC, MRS etc. This Module is divided in to 3 forms. 1. Listing of Family Members. 2. Addition of New Family Member. 3. Updation of existing Family Member How to reach Family Details page 1. Authorize user login to HR package. 2. Select Staff Master Module . 3. In the Update Menu Click Employee Details. 4. According to Role and Previleges of user ,the user will get search page for selecting the employee to fill up the Family Details, here user will click Upadte Link of desired employee. 5. User will get another page for selected Employee where Staff Number, Name of Emplyee, Designation of selected Employee display, here user can click Family Details Link. 6. After Clicking the Family Details link user get Listing of Family Members page where Staff No, Name of Emplyee, Designation and available family member list of selected Employee display, now user can do Add / Update / Delete / Close Relationship Operations.

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1) Listing of Family Members. This Page Lists all Family Members of Staff and allows user to Add / Update / Delete / Close Relationship Family Member in and from Family declered by Staff. 1. Initially when No Family Member is added this page displayes message "No Family Member Exists" and all Buttons except Add and Back are Disabled. 2. When data exists then we can do all operations such as Add / Update / Delete / Close Relationship. 3. Difference between Delete operation and Close Relationship operation is that Delete is used to remove a Family Member from Employees Family who is eg. added by mistake of Administrator. It is possible only when Employee has not used that particular Family Member for any of his Nomination or has not used his relationship for any purpose. If Employee has used any Family Member for any purpose such as Nomination etc. then that Family Member can not be deleted. Then if Employee does not want that family member in His Family Member List He/she can Close Relationship of that particular Family Member (eg. After Expiry). 4. After Closing any Relationship that Family member remains in the list of Family Members of Eployee but can not accessed for any purpose. it is just visible as evidence. 2) Addition of New Family Member. This form is used to add Details of new Family Member of the selected Employee for Nomination of PF, Gratuity and GIS etc. in this form The relationship of Family Member is divided in to two parts. 1. Main Relationship 2. Exact relationship, So as to scale down all relations to their precise for selection. In Main Relationship all the General relationships are given just to guide user to select Exact relationship from Main Relationship.

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The general flow of the form is as follows... 1. If Selected Employee is Married then form Checks whether His /Her Spouse Details are Entered. 2. If Not then He /She should only get Spouse selection in Main Relationship, else he /She can get all options except No Family. 3. If staff is not married then First he will get all Selections Except Spouse. 4. if he/she selects No Family then she/she will get only No Family in Future. 5. If he/she selects any other relation than No Family then in future he wll get all other relation without No Family.

3) Updation of New Family Member. This form is used to Update / Modify certain data of selected Family Member. Here certain fields cannot be modified eg. Date With Effect From, Relationship, Name of Nominee, Date of birth. User can modify all other information than these fields.

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NOMINATION DETAILS
This module is used to declere Nomination of Employee for his/her Provident Fund (PF), Gratuity Fund (GTY) and General Insurence Scheme (GIS). The general flow of Nomination is like this, 1. First Employee decleres his/her Family in Family Details module. (Family means the relatinoship recognised by BSNL.) 2. Once family is defined then Employee can add Nomination of PF, Gratuity and GIS to the eigible Family Members. 3. After adding Nominartions only he/she can make Alternate Nominations against each Nominations for PF and Gratuity. How to reach Nomination page 1. Authorize user login to HR package. 2. Select Staff Master Module . 3. In the update menu Click Employee Detail . 4. According to Role and Previleges of user ,the user will get search page for selecting the employee to fill up the nomonation details,here user will click upadte link of desired employee. 5. User will get another page for selected Employee where Staff No,Name of Emplyee, Designation of selected Employee display,here user can click Nomination link. 6. After Clicking the Nomination link user get PF Nomination Page where Staff No,Name of Emplyee, Designation and eligible family member listof selected Employee display, now user can fill up the Nomination Detail. 7. On the same page user will get link for Gratuity and GIS Nominations. Three types of Nomination can be declered here in this form, 1. Provident Fund Nomination (PF) 2. Gratuity Nomination (GTY) 3. General Insurence Scheme Nomination (GIS)
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For each Nomination in PF and Gratuity we can make Alternate Nominations for that we have two forms again, 1. Alternate Nomination for Provident Fund (PF) 2. Alternate nomination for (GTY) 1) Nomination for Provident Fund (PF) When user clicks on Nomination Details by default he/she will reach to PF Nomination page where links of other Nominations are also available. On this page some basic information of Employee is given such as Staff Number, Employee Name, Designation etc. to fill up Nomination first, 1. Fill up Date with Effect From field which is must. 2. Below of it all eligible Family Members are listed with PF Share and Contigency fields. 3. Fill up PF share and Contigency such that Total sum of PF share must be 100%. 4. Addition and Updation forms are same. 5. After addition of PF Share. User can Click on Alternate Nomination Link to Add Alternate Nominations. Field wise details of Nomination Details of Provident Fund are given below,

NOMINATION FOR PROVIDENT FUND (PF) Type/Data format Expected Value

Field Name

Purpose

Action

Remarks 1.Date can't be

Either select Date With effect from Date, DD- To capture MONYYYY effective Date of Nomination thru calender link or Can be inputed in given the field e.g. 12-Nov2004 , 12Apr-2002

future date. 2.Date can't be earlier than appointment date. 3. In case

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of updation of the date, Date can't be earlier date the existing date. Number/ Max PF Share length- 6 Min length- 3 To Specify conitngency when the particular nomination will be invalid Input e.g. If son is not staying with mother Type text item only To allot PF Share to the nominee Input PF share in given the field e.g. 10.00 ,34.33 Numeric only( 0 - 9), PF share sum should be exectly 100%

Text / Max Contingency length- 40 Min length- 0

contingency in than his given the field nomination will be invalid link will open alternet

User can't go alternet Nomination Page until he/she input share value of particular family member

In case nominee is no Alternate Nomination Link more than alternet nomination for first nominee On Click link

nomination Page with family member list of other than the selected family member

Save

Button

To save the PF On Click save nomination button

User will get message

If data is already
42

detail of the particular Employee

"Nomination Added succesfully"

available "Nomination updated succesfully"

To Restore the previous value Clear Button committed during last save operation Alternate Nomination for Provident Fund After Adding Nomination form only user will get Alternate Nomination Form by clicking on Alternate Nomination Link. In this form, 1. After Adding Nomination Details of particular Family Member Click on the Link provided after Family Member and below Alternate Nomination. 2. User will get Alternate Nomination Page with basic Staff details along with The Nomination Information of Family Member for whom Alternate Nomination is to be declered. eg. If we are declering Alternate Nomination for AJAY KUMAR in above example then a line " Alternate Nomination for AJAY KUMAR (BROTHER) whose share is 25.0%" will appear. 3. Here write alternate Nomination in percentage whose total sum must be 100%. 4. Note that these shares are 100% of share of Family Member for whom we are declering Alternate Nomination. Fieldwise Detail Inform of each field is as given below, ALTERNATE NOMINATION FOR PROVIDENT FUND (PF) Field Name Type/Data format Purpose Action Expected Value Remarks On Click Clear button

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PF Share

Number/

To allot PF

Input PF share in given the field

e.g. 10.00 ,34.33

Numeric only( 0 9), PF share sum should be exectly 100%

Max length- Share to the 6 Min length- 3 Contingency Text / Max length- 40 Min length0 To Specify conitngency when the particular nomination will be invalid nominee

Input contingency in given the field

e.g. If son is not staying with mother than his nomination will be invalid

Type text item only

Save

Button

To save the PF On Click nomination detail of the particular Employee save button

User will get message "Nomination Added succesfully"

If data is already available "Nomination updated succesfully"

Clear

Button

To Restore the previous value committed during last save operation

On Click Clear button

Back

Button

To go Back to

On Click

Open previous page

PF Nomination Back button Page 1) Nomination for Provident Fund (PF)

When user clicks on Nomination Details by default he/she will reach to PF Nomination page where links of other Nominations are also available. On this page some basic information of

44

Employee is given such as Staff Number, Employee Name, Designation etc. to fill up Nomination first, 1. Fill up Date with Effect From field which is must. 2. Below of it all eligible Family Members are listed with PF Share and Contigency fields. 3. Fill up PF share and Contigency such that Total sum of PF share must be 100%. 4. Addition and Updation forms are same. 5. After addition of PF Share. User can Click on Alternate Nomination Link to Add Alternate Nominations. Field wise details of Nomination Details of Provident Fund are given below,

NOMINATION FOR PROVIDENT FUND (PF) Type/Data format Expected Value

Field Name

Purpose

Action

Remarks 1.Date can't be future date. 2.Date can't be

Either select Date With effect from Date, DD- To capture MONYYYY effective Date of Nomination thru calender link or Can be inputed in given the field e.g. 12-Nov2004 , 12Apr-2002

earlier than appointment date. 3. In case of updation of the date, Date can't be earlier date the existing date.

Number/ PF Share Max length- 6 Min

To allot PF Share to the nominee

Input PF share in given the field

Numeric only( e.g. 10.00 ,34.33 0 - 9), PF share sum should be exectly 100%

45

length- 3 To Specify conitngency when the particular nomination will be invalid Input e.g. If son is not staying with mother Type text item only

Text / Max Contingency length- 40 Min length- 0

contingency in than his given the field nomination will be invalid link will open alternet

User can't go alternet Nomination Page until he/she input share value of particular family member

In case nominee is no Alternate Nomination Link more than alternet nomination for first nominee On Click link

nomination Page with family member list of other than the selected family member

To save the PF nomination Save Button detail of the particular Employee To Restore the previous value Clear Button committed during last save operation On Click Clear button On Click save button

User will get message "Nomination Added succesfully"

If data is already available "Nomination updated succesfully"

46

Alternate Nomination for Provident Fund After Adding Nomination form only user will get Alternate Nomination Form by clicking on Alternate Nomination Link. In this form, 1. After Adding Nomination Details of particular Family Member Click on the Link provided after Family Member and below Alternate Nomination. 2. User will get Alternate Nomination Page with basic Staff details along with The Nomination Information of Family Member for whom Alternate Nomination is to be declered. eg. If we are declering Alternate Nomination for AJAY KUMAR in above example then a line " Alternate Nomination for AJAY KUMAR (BROTHER) whose share is 25.0%" will appear. 3. Here write alternate Nomination in percentage whose total sum must be 100%. 4. Note that these shares are 100% of share of Family Member for whom we are declering Alternate Nomination. Fieldwise Detail Inform of each field is as given below, ALTERNATE NOMINATION FOR PROVIDENT FUND (PF) Field Name PF Share Type/Data format Number/ Purpose To allot PF Action Input PF share in given the field To Specify conitngency when the particular nomination Input contingency in given the field e.g. If son is not staying with mother than his nomination Expected Value e.g. 10.00 ,34.33 Remarks Numeric only( 0 9), PF share sum should be exectly 100% Type text item only

Max length- Share to the 6 Min length- 3 Contingency Text / Max length- 40 Min length0 nominee

47

will be invalid

will be invalid

Save

Button

To save the PF On Click nomination detail of the particular Employee save button

User will get message "Nomination Added succesfully"

If data is already available "Nomination updated succesfully"

Clear

Button

To Restore the previous value committed during last save operation

On Click Clear button

Back

Button

To go Back to

On Click

Open previous page

PF Nomination Back button Page 2) Nomination for Gratuity (GTY)

When user clicks on Nomination Details by default he/she will reach to Gratuity Nomination page where links of other Nominations are also available. On this page some basic information of Employee is given such as Staff Number, Employee Name, Designation etc. to fill up Nomination first, 1. Fill up Date with Effect From field which is must. 2. Below of it all eligible Family Members are listed with GTY Share and Contigency fields. 3. Fill up GTY share and Contigency such that Total sum of GTY share must be 100%. 4. Addition and Updation forms are same. 5. After addition of GTY Share. User can Click on Alternate Nomination Link to Add Alternate Nominations.
48

Field wise details of Nomination Details of Gratuity are given below,

NOMINATION FOR GRATUITY (GTY) Type/Data format Expected Value e.g. 12-Nov2004 , 12Apr-2002

Field Name Date With effect from

Purpose

Action Either select thru calender link or Can be inputed in given the field

Remarks 1.Date can't be future date. 2.Date can't be earlier than appointment date. 3. In case of updation of the date, Date can't be earlier date the existing date.

Date, DD- To capture MONYYYY effective Date of Nomination

GTY Share

Number/ Max length- 6 Min length- 3

To allot GTY Share to the nominee

Input GTY share in given the field

e.g. 10.00 ,34.33

Numeric only( 0 - 9), GTY share sum should be exectly 100%

Contingency

Text / Max

To Specify conitngency

Input

e.g. If son is

Type text item only

contingency in not staying given the field with mother than his nomination will be invalid

length- 40 when the Min length- 0 particular nomination will be invalid

49

Alternate Nomination

Link

In case nominee is no more than alternet nomination for first nominee

On Click link

link will open User can't go alternet nomination Page with family member list of other than the selected family member alternet Nomination Page until he/she input share value of particular family member

Save

Button

To save the GTY nomination detail of the particular Employee

On Click save button

User will get message "Nomination Added succesfully"

If data is already available "Nomination updated succesfully"

Clear

Button

To Restore the previous value committed during last save operation

On Click Clear button

Alternate Nomination for Gratuity After Adding Nomination form only user will get Alternate Nomination Form by clicking on Alternate Nomination Link. In this form, 1. After Adding Nomination Details of particular Family Member Click on the Link provided after Family Member and below Alternate Nomination.
50

2. User will get Alternate Nomination Page with basic Staff details along with The Nomination Information of Family Member for whom Alternate Nomination is to be declered. eg. If we are declering Alternate Nomination for AJAY KUMAR in above example then a line " Alternate Nomination for AJAY KUMAR (BROTHER) whose share is 25.0%" will appear. 3. Here write alternate Nomination in percentage whose total sum must be 100%. 4. Note that these shares are 100% of share of Family Member for whom we are declering Alternate Nomination. Fieldwise Detail Inform of each field is as given below, ALTERNATE NOMINATION FOR GRATUITY (GTY) Field Name GTY Share Type/Data format Number/ Purpose To allot GTY Action Input GTY share in given the field To Specify conitngency when the particular nomination will be invalid Save Button To save the GTY nomination detail of the particular On Click save button Input contingency in given the field e.g. If son is not staying with mother than his nomination will be invalid User will get message "Nomination Added succesfully" If data is already available "Nomination updated succesfully" Expected Value e.g. 10.00 ,34.33 Remarks Numeric only( 0 9), GTY share sum should be exectly 100% Type text item only

Max length- Share to the 6 Min length- 3 Contingency Text / Max length- 40 Min length0 nominee

51

Employee Clear Button To Restore the previous value committed during last save operation Back Button To go Back to GTY Nomination Page 2) Nomination for General Insurence Scheme (GIS) when user clicks on Nomination Details by default he/she will reach to General Insurence Scheme Nomination page where links of other Nominations are also available. On this page some basic information of Employee is given such as Staff Number, Employee Name, Designation etc. to fill up Nomination first, 1. Fill up Date with Effect From field which is must. 2. Below of it all eligible Family Members are listed with GIS Share and Contigency fields. 3. Fill up GIS share and Contigency such that Total sum of GIS share must be 100%. 4. Addition and Updation forms are same. 5. After addition of GIS Share. User can Click on Alternate Nomination Link to Add Alternate Nominations. Field wise details of Nomination Details of General Insurance Scheme are given below, On Click Back button Open previous page On Click Clear button

NOMINATION FOR GENERAL INSURANCE SCHEME (GIS) Type/Data format Expected Value

Field Name

Purpose

Action

Remarks

52

Date With effect from

Date, DD- To capture MONYYYY effective Date of Nomination

Either select thru calender link or Can be inputed in given the field

e.g. 12-Nov2004 , 12Apr-2002

1.Date can't be future date. 2.Date can't be earlier than appointment date. 3. In case of updation of the date, Date can't be earlier date the existing date.

GIS Share

Number/ Max length- 6 Min length- 3

To allot GIS Share to the nominee

Input GIS share in given the field

e.g. 10.00 ,34.33

Numeric only( 0 - 9), GIS share sum should be exectly 100%

Contingency

Text / Max

To Specify conitngency

Input

e.g. If son is

Type text item only

contingency in not staying given the field with mother than his nomination will be invalid

length- 40 when the Min length- 0 particular nomination will be invalid

Save

Button

To save the GIS nomination detail of the particular Employee

On Click save button

User will get message "Nomination Added succesfully"

If data is already available "Nomination updated succesfully"

53

Clear

Button

To Restore the On Click Clear previous value committed during last save operation button

54

TRAINING DETAILS
This Module is designed to take care of Training Details of the Employee in BSNL. Every Employee undergoes certain Training in BSNL all the Training details are added / Updated here. The functioning of Training Details is as follows, 1. Trainings are classifies in to certain categories such as in service / Induction / Workshop / Seminar etc. 2. These Trainings further categorized in to Training Subjects. Training Subjects are in broadly names of the topics on which training is available. 3. These further sharpened with Exact name of the Training as Course Name. 4. Training Institutes are Classified in to two types, BSNL owned and Non-BSNL. 5. In BSNL owned Training Institute types all the available Training Institutes in BSNL are given. 6. In case of Non BSNL Training Institutes the Database is dynamically keeps on Updating. If Institute is not available then User can add Training Institute details. 7. Care is taken that two Training details records will not overlap. Training Module is designed in to 4 forms, 1. Add Training/Seminar/Workshop Details. 2. Update Training/Seminar/Workshop Details. 3. Add Training Institute. 4. Update Training Institute. 1) Add Training/Seminar/Workshop Details The more details of each Fields are given below, ADD TRAINING / SEMINAR / WORKSHOP DETAILS This page is used to Add Training / Seminar / Workshop details of the Employee whose Staff Number is created.

55

SL

Field

Type/Data Format

No. Name 1

Purpose To Select Training Type such as Nature of Training

Action Select Training Type from Dropdown list Select Training Subject from Dropdown list

Expected Value Inservice / Induction / seminar / Workshop /

Remarks Compulsary field catagories Training Nature.

Training Text / Drop Type down Selection

Training Text / Drop Subject down Selection

To Select Training Subject from the available Subject List

List of all training subjects available in BSNL e.g. GSM/MOBILE TECHNOLOGY

compulsary field, This is general Subject. Exact Name of cource is to be written in Course Name field

Course Name

Text / Max 40 To get Exact Characters only Alpha numeric with some Special Characters name of the Training taken

Write down exact name of the Training taken

Exact name of the Training Taken, e.g. Introduction to BTS, Cell

Compulsary Field. In Training Subject field Select

Planning of GSM approprite Mobile Technoogy. subject & in Course Name wtire Exact Name of the Course.

Training Option Button To Institute Differentiate

Select either based on of two selection page

Compulsary Field, This

56

Type

between

option 1)

relods & Training field is used Institute field changes to relode BSNL owned or Non BSNL training Institutes

BSNL owned BSNL 2) & Non BSNL Training Institutes 5 Training Text / Drop Institute Down Selection To select the Training Institute where training is completed Select Training Institute Non BSNL

List of all

If Training

training Institutes Institute is available in BSNL or List of all Non BSNL not available in Non BSNL Training

training Institutes Institute then available user can click on the link to add New training Institute Details. (Only in case of Non BSNL Training Institute)

Training Date / Start Date Calender selection in the Format only DDMON-YYYY

To get Starting date of the Training

Click on Calender or write manully date in the format DDMON-

Date in the Format DDMON-YYYY only e.g. 17NOV-2000

Compulsary Field, Training Start date must be less than todays date and must be

57

YYYY

less than Training End date. And should not overlap previous trainings period

Training Date / End Date Calender selection in the Format only DDMON-YYYY

To get Ending date of the Training

Click on Calender or write manully date in the format DDMONYYYY

Date in the Format DDMON-YYYY only e.g. 17NOV-2000

Compulsary Field, Training end date must be less than todays date and must be greater than Training start date. And should not overlap previous trainings period

Training Text Area / Details Only

To get some details of

Write Training Details

Training details such as Purpose of the training, Contents, Depth of the Training, etc

Not Compulsary Field.

Alphanumeric Training characters with some special such as Purpose, Contents,

58

characters

Depth etc.

3)Update Training/Seminar/Workshop

59

UPDATE TRAINING / SEMINAR / WORKSHOP DETAILS This page is used to Update Training / Seminar / Workshop details of the Employee whose Staff Number is created and Training Details are added. SL Field Type/Data Format Purpose To Update Training Type such as Nature of Training 2 Training Text / Drop Subject down Selection To Update Training Subject from the available Subject List Action Select Training Type from Dropdown list Select Training Subject from Dropdown list List of all training subjects available in BSNL e.g. GSM/MOBILE TECHNOLOGY Expected Value Inservice / Induction / seminar / Workshop / Remarks Compulsary field catagories Training Nature. compulsary field, This is general Subject. Exact Name of cource is to be written in Course Name field 3 Course Name Text / Max 40 To Update Characters only Alpha numeric with some Special Characters Exact name of the Training taken Write down exact name of the Training taken Exact name of the Training Taken, e.g. Introduction to BTS, Cell Compulsary Field. In Training Subject field Select

No. Name 1

Training Text / Drop Type down Selection

Planning of GSM approprite Mobile Technoogy. subject & in Course Name wtire Exact

60

Name of the Course. 4 Training Option Button To Institute Type Differentiate between Select either based on of two option 1) selection page Compulsary Field, This

relods & Training field is used Institute field changes to relode BSNL owned or Non BSNL training Institutes

BSNL owned BSNL 2) & Non BSNL Training Institutes 5 Training Text / Drop Institute Down Selection To Update the Training Institute where training is completed Select Training Institute Non BSNL

List of all

Here Non

training Institutes BSNL available in BSNL or List of all Non BSNL Training Institute can be Updated

training Institutes by clicking available the Link Update.

Training Date / Start Date Calender selection in the Format only DDMON-YYYY

To Update Starting date of the Training

Click on Calender or write manully date in the format DDMONYYYY. Precaution must be taken that

Date in the Format DDMON-YYYY only e.g. 17NOV-2000

Compulsary Field, Training Start date must be less than todays date and must be less than Training End date. And should not

61

other Trainings should not overlap. 7 Training Date / End Date Calender selection in the Format only DDMON-YYYY To Update Ending date of the Training Click on Calender or write manully date in the format DDMONYYYY. Precaution must be taken that other Trainings should not overlap. 8 Training Text Area / Details Only To Update some details Update Training Details Training details such as Purpose of the training, Contents, Depth of the Training, etc Date in the Format DDMON-YYYY only e.g. 17NOV-2000

overlap previous trainings period Compulsary Field, Training end date must be less than todays date and must be greater than Training start date. And should not overlap previous trainings period Not Compulsary Field.

Alphanumeric of Training characters with some special characters such as Purpose, Contents, Depth etc.

62

3) Add Training Institute. Sometime Training Institute is Non BSNL Training Institute and not available in the list of Training Institutes. then one has to add that Training Institute in the Training Institute list. such Training Institute is treated as Non BSNL Training Institute and added and Updated by Following forms.

63

Chapter 4: Findings , Conclusion and Suggestions

64

CONCLUSION:In HRMS package of BSNL, we are having six module. There are pay module, staff module, administration module , leave module, training module, and transfer module. Among them leave and staff are the two main module. In leave module all the activities related with leave is done. Due to introduction and use of HRMS package in the company it has become more easier and time saving work. In this all the employees are given their own id and password which they can operate fill their holidays online anytime. Every employee is given 9 digit number in which first four digit are date of joining the company. Authorized employee give sanction to that who is willing to get the holidays. He can control all the activity of leave after recommended by different heads of different units. In staff module, every detail from top to bottom of an employee is been feed in the account. Details like education, family, salary, transfer, etc is being uploaded. And if any detail we want to know we can know and use it in any of our personal work. As company introduced this HRMS package, there is relief to the employer and employee. It is time saving, economical, reliable, flexible, efficient, way of controlling the HR department.

FINDINGS:In HRMS package, its being more easier to operate the day to day task. Every thing is done online whether it is for leave or updation of family details or anything related to HR. Year before it was hard to do work as everything was on paper and it was time taking and costlier. This package help the employee by giving them their own employee no. and to access the information about the company. Everything is divided into six module administration, transfers, leave, staff, pay and training. And the work which comes under these modules are done through those who are the head of the module.

65

SUGGESTIONS:There are many suggestions that would be useful for the package. All the employees should be given proper training on how to use the package. Because there are some employees who dont know how to use the package,. Many dont have the access to the internet. They should be provided with net facility. There are certain things which one has updated and cant be changed. So there must be a slight change in the system that is in use.

66

BIBLIOGRAPHY:-

a) internet
1. 2. www.myhr.bsnl.co.in www.Bsnl.co.in

3. www.Elearning.com

b) magazines / newspaper
1. Times of India

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