Human Resource Management System

HRMS is the core of IT infrastructure within an organization. It is focused on Human Resource and developed around the needs to manage it. It includes mainly: Employees’ Profiles, Leave/Attendance Management and Payroll Management. It may also include a module to manage the process of recruitment.

The Human Resources Division within any organization is charged with among other duties: Recruitment, Personnel Record Management, Attendance and Leave Management, Annual Evaluation, Promotions, Terminations, Transfers, Payroll generation and a number of others. A need is always there to improve the manner in which the Human Resource Division performs its duties through the automation of these functions.

Main objective of HRMS is to improve record keeping of personnel records and to improve the Human Resources Division’s service delivery through the reduction of time and efforts required for managing the employee related stuff.

Managing Officials in an appropriate and organized way in terms of their Payroll and associated information and keeping track of changes is one of the main focuses within an organization. Maintaining accurate and timely payroll and managing all aspects of Payroll management processes can be a serious challenge without proper management system. The use of Payroll Management Systems in organizations can expedite the task of managing Payroll records and a whole spectrum of Payroll management processes leading to the benefits such as improved organizational efficiency through better utilization of human resources.

Main objective of Human Resource Management System is to improve performance, accuracy and authenticity, log-keeping and to improve the Payroll section’s service delivery through the reduction of time and effort required.

Employees Profile Management System

An HRMS module to cover all the information that most organizations like to record about their employees. It consists of employee’s personal and official profiles. These profiles are supposed to represent information like: an employee’s name, gender, age, father/husband’s name, CNIC, qualification, work experience, skills, job description, designation, department, branch, leave quota, salary, allowances, bank account, contract information and much more.

HRMS-Employee Personal & Official Profile Management

  • New Hiring
    • Talent Hunt & Recruitment Management: Optional Integration with ePatronus Jobs Portal.
  • Personal Information
  • Emergency Contact Details
  • Uploading Documents/photo etc.
  • Bank Account Details
  • Dependents Details
  • Academic Qualification/ educational Details
  • Joining Information
  • Job Profile
    • Job title & Description
    • Probation Period, Current position
    • Contract Renewal
    • Salary: Payments & Deductions
  • Work Experience Details / Job History
    • Details about previous jobs and technical experiences
  • Skills
  • Joining and leaving
  • Transfer b/w departments
  • Employee ID Card Generation
  • Designation/Change of Designations
  • Record of Transfers
  • Record of Promotions
  • Designation and Pay scale
  • Job Status
  • Departments Management
  • Option to attach scanned documents
    • ID Card
    • Driving license
    • Passport
  • Alerts Generation
    • e.g. on expiry of ID Card/li>
    • near expiry of contract
    • expiry of probation

Biometric Attendance/Leave Management System

Optimized time management and best utilization of human resource i.e. man-hours is one of the major tasks of HR management and a challenge for top management within an organization or institute. With our software solution, keeping track of an employee’s assigned working hours and its deviation from real worked-hours helps top management to point out the resource leakage.

We offer an effective Attendance Management System. It may optionally be equipped with Biometric device to provide biometric time and attendance management. Biometric device may have any or all of these options to recognize an employee: fingerprint, RFID card, passcode and face recognition. Biometric device may also control access to the work-area.

There are multiple models to work with biometric devices: you may use one biometric device to mark TIME-IN and another device to mark TIME-OUT. You may use only one biometric device to mark both Time-IN and OUT. You may use multiple time devices to facilitate employees by avoiding mess during rush hours. Model is selected according to the specific requirements, number of employees, physical office locations and budget.

These devices have a local buffer to store attendance data for some time period up to certain limit. After defined time interval, the attendance data is extracted from the time devices and uploaded into the Software/Application Server, where business rules are applied on it and data is accordingly represented to the HRMS end-users in appropriate form of timesheet or so.

It is notable that a manual attendance management system is also possible.

Attendance Management System when integrated with HRMS & Payroll Management System produces a lot of ease for Management.

Some of the salient features of Biometric Attendance Management System are given below:
  • Enrolment with Biometric Machine (via device software)
  • Attendance Data Uploading to the main server
  • Attendance Application Deployment at the main server.
  • Data Fetching & Uploading Utility
  • Option to mark gazetted Holidays
  • Shifts creation and allocation to employees
  • Option to define Shift Roster
  • Shift Allowances
  • Multiple Leave Types
  • Leaves Quota Management
  • Manual adding/editing of attendance data
  • Option to export selected data to Excel document

Payroll Management System

A simple yet comprehensive and effective Payroll Management System that enables you to calculate, manipulate/transform and then generate Payroll of employees, all or selected against different departments with simple clicks. You may add/edit Tax slots, as many Allowances and Deductions as you need. Generate Pay slips. Integrated with HRMS.

Payroll management system works with integrated HRMS & Biometric Attendance Management System.

ePatronus Payroll Management System produces Payment/Payroll for all employees, registered with HRMS. It is mostly simple-clicks based process to configure, calculate and confirm standard pay for the employees. You may organize your employees into pay groups to meet your specific payroll needs. You may calculate your payroll in both batch mode for a group of workers and individually for a single worker. This module offers:

  • Payroll Calculation
  • Payroll Verification(corrections possible)
  • Preview payroll reports before payroll is confirmed
  • Reconciliation Report
  • Option to review the effect of payroll before final compilation
  • Payroll Generation
  • Salary Formula
    • Basic Salary/Daily wages
    • Increments
    • Bonuses(to selective or all employees)
    • Deductions
    • Allowances
    • Overtime allowance
    • Commissions
    • General Payments
    • General Deductions
    • Deductions and Contributions
    • Tax Calculations according to defined slots
  • Individual or group/location wise or collective Payroll Generation
  • Pay slip generation
  • Sending Pay slips via email
  • View and print the payroll summary of all employees by different criteria.
  • Payroll reports

Step-I :: Payroll Calculation

Once Payroll is confirmed successfully, the Payroll and related data is not supposed to be changed.

Step-II :: Payroll Generation

Payroll generation is a two-step process. At first payroll is calculated and corrected and at second step it is reviewed and finalized.

During payroll period, authorized/ designated Payroll generating official will initiate the Payroll Calculation Procedure. During this process the system will calculate basic Salary, allowances, deductions, taxes, and net pay for selective/all employees.

Some Other Features

  • Creation of new payroll schedule
  • Ability to generate payroll reports prior to the close of pay period
  • Ability to view and correct errors prior to the closing of the pay period

Reports

On the basis of data input, as defined above, system will generate reports as per Formats provided by the client in the very initial phase of Software Development. Some of the optional reports:

  • Employee Details report
  • Employees leaves report
  • Employees attendance report
  • Employee Late coming report
  • Employee early going report
  • Employee over-time report
  • Personal details report
  • Contact details report
  • Birthdays list
  • Employees’ salary structure
  • Transfer/Promotion details report
  • Department wise employees list
  • Allowances / Deductions report
  • Increments details
  • Resigned employees report
  • Wages Register
  • Bank payment report

Rich End-user Experience

Users Management

  • A comprehensive module to add, update or remove software end-user(s).
  • Users are created against one of pre-defined roles, few of possible roles are given below. These roles are defined according to the scope of the software application.
    • -Top Management
    • -Admin
    • -HR Manager
    • -Finance Officer
    • -Inventory Controller
    • -Data entry Operator
  • A quick interface to manage users with simple clicks
  • User Passwords re-setting, activating/inactivating within this module
  • Access control & rights management
    • -our software modules are equipped with authentication and authorization procedure.
    • -Each end-user is given access to its concerned area according to the role assigned to him.
  • Ajax based user interaction
  • Document scanning and attachments
  • Minimum data entry(single point of entry)
  • e-alerts/e-Mail/SMS alerts
  • Documents generation in PDF and Excel format
  • Easy file(s) management
  • Multi-user / user access levels
  • Authentication and Authorization
  • Access control and rights management
  • Definition tables and smart drop down list of values
  • Scalability: scope for future development
  • Modular approach towards comprehensive ERP
  • Tight integration between different modules
  • To-Do List
  • Birthday reminder (integrated with HRMS)

Reports

We offer comprehensive and very useful reports as per formats defined by our customers. Reports Module offers better business insight for Top Management to know about the ups and downs in business trends and tendencies. It gives the required info in a bird’s-eye view.

Our Reports Module covers

  • Dashboard
  • Statistical Reports
  • Graphical Reports
  • Statistical reports
  • Graphical reports
  • Examples
  • Within this financial year
  • Within certain range of amount
  • Against some specific client
  • Against some specific product
  • For certain period of time
  • By some specific customer
  • Balance sheet
  • Ledgers
  • Profit and Loss
  • Receivables
  • Payables etc and a lot more ....