System User Manual - Piramalvconnect.piramal.com/PublicPages/documents/MyPiramal_(Oracle HR… ·...

System User Manual

Version 1.1

From Nandini’s Desk…

As part of SEEDS-our HR transformation journey, we have been working on transforming our people processes and enhancing employee experience. In line with our culture of entrepreneurship and empowerment, I am pleased to announce the launch of Phase 1 of >MyPiramal, our online Human Resources platform on Friday 16th December 2016. The system will help you: View and manage your personal profiles as well as your team’s profiles Set and manage performance goals for yourself and your team online; align goals with

peers and others transparently Manage the recruitment process through a seamless online system; refer jobs to your

network through social media View jobs available across the Piramal Group (across companies, businesses and

functions) and apply for them One of the factors contributing to the genesis of this project is employee feedback received during Bandhan and in our people connect forums with respect to improving our use of online technology in HR processes i.e. e-PMS, e-recruitment, employee and manager self-service, etc. Thus, in collaboration with the IT team as part of the Project ASPIRE (Technology led Business Transformation Initiative) we worked on detailed evaluation of various best-in-class systems available globally, and in partnership with our business leaders across the Group, we decided to partner with Oracle to implement their cloud-based HCM system across the Piramal Group. As you would expect, any new system has its challenges and we should be prepared to deal with these challenges to ensure a seamless transition. Each of us can contribute to this by making sure that we update our own profiles on the system and address our challenge of data accuracy. For any queries or assistance on the system, please reach out to the >MyPiramal Helpdesk, which can be reached by emailing queries to mypiramal@piramal.com. Last but not the least; we thank all the HR, IT, Finance, Supply Chain and Business colleagues who have contributed to the delivery of this global strategic HRIT initiative.

Contents

1. Getting Started with MyPiramal i. How to reach MyPiramal

ii. Welcome (Home) page

2. Your Profile (About Me section)

i. How to access Your Profile

ii. Update your name

iii. Manage your marital status

iv. Manage your address

v. Manage your personal relationships

vi. Manage your communication information

vii. Manage your document records

viii. Manage your payment method

ix. View your payslips

x. Create your development goals

xi. Manage your accomplishments

xii. Manage your licenses and certificates

xiii. Manage your educational degrees

xiv. Manage your previous employment

xv. Submit your grievance

xvi. Manage training programs attended (LU/ External)

xvii. Manage your skills & qualifications

xviii. Manage your career planning

xix. Manage your development & growth

xx. Employee initiated separation / resignation

xxi. Review your employment details in Piramal

3. Your Team (My Team section) i. Overview of Manager Accessible Processes

ii. Deep Dive into processes

a) Managing employee’s talent data

b) Manage document record

c) Approving employee initiated separation / resignation

d) Managing employee’s talent data

iii. Manager Dashboard

4. Recruitment i. Introduction

ii. Requisition Creation

iii. Pre-screening & Disqualification Questions

iv. Requisition Approval Flow

v. Interview Management

vi. Interview Evaluation

vii. Recruitment - Frequently Asked Questions

5. Onboarding i. Initiating Onboarding

ii. India

iii. United Kingdom

iv. Germany

v. United States of America

vi. Canada

vii. Sri Lanka

Contents Contd…

6. Other features i. Internal job opportunities

ii. Social sourcing

7. Annexure i. Video Library Catalogue

ii. MyPiramal helpdesk

iii. MyPiramal Access Links

Contents Contd…

Getting Started with

Enter the system to access a one-stop solution for all your career related tasks. This system will help you manage your

own as well as your team’s career within Piramal.

i. Signing In

Signing In 1. Access MyPiramal with the link https://hcwf.fs.ap1.oraclecloud.com. 2. Access MyPiramal by clicking on Widgets -> HR -> MyPiramal through

vConnect

Further details with link in Annexure Section MyPiramal Access Links

The Home page can be accessed by clicking on the Home icon from any other location too.

Favourites and Recent Items: Users can access the recently used tasks and can also create favourites

Navigator: Use this link to view the roles and duties that can be accessed by the user based on their privileges.

Notifications for all tasks can be accessed through this link

Your Name

Upon successful sign-in, the below Home page will be displayed.

ii. Welcome (Home) Page

Your Profile (About Me section)

Your Profile through the About Me section will provide you access to your personal records and payroll details. This section will empower you to only view your information as maintained

by the organisation and update the same.

Access your details through the Navigator -> About Me as shown below.

i. How to access Your Profile

Step 1: Access your details through the Navigator -> About Me -> Personal Information as shown below.

ii. Update your name

Step 2: Click on the My Details icon and then Edit button

Step 3: Click on Biographical information and Click the pencil icon to edit the name

Step 4: Enter an effective start date that reflects change of this data and change the name. Click Save and close at top right of the screen

Step 5: The transaction goes as a trigger to the Business HR but does not require approval. The trigger to Business HR will only go in case of India & Sri Lanka based employees.

Quick Tip: While changing your name does not require any approval, this will have an impact to various processes which are linked to your name such as payroll as well name on your salary slips etc.

iii. Manage your marital status

Step 2: Click on the MyDetails and then Edit button

Step 3: Click on Biographical information and Click the pencil icon to edit the marital status

Step 4: Enter an effective start date that reflects change of this data and change the marital status. Click Save and close at top right of the screen

Step 5: The transaction goes for an approval to the respective Business HR. At this stage no changes can be made to this section of personal information while it is pending for approval.

Quick Tip: Please review your nomination details and update the same in the company records through the system if any changes are required.

iv. Manage your address

Step 2: Click on the MyDetails and then Edit button

Step 3: Employee can change the mailing address and can add a new address as well. Click Save and Close

Quick Tip: A trigger is sent to the Business HR for any changes made to the permanent address but no approval is required for the same in India and Sri Lanka locations. For other countries no trigger is sent to the Business HR.

Step 1: Access your details through the Navigator -> About Me -> My Portrait

Step 2: Click on the personal information card

👪 v. Manage your personal relationships

Step 3: Add a personal relationship contact by Clicking on +Add button

Step 4: Employee can add / update the relationship information and personal information of the contact in the below screen

Step 5: The added / updated contact will then reflect in your personal relationship section

Quick Tip: This is helpful for the organisation in case they need to be contacted in an emergency situation.

Step 2: Click on the contact information card

vi. Manage your communication information

Step 3: Click on Edit and select the option from the drop down to add/edit the communication details

Step 4: Edit the contact information as shown in the screen below and click on save and close

Quick Tip: Please enter our work phone number and extension number as a good work practise so that your HOD, Business Head and internal customers can contact you seamlessly.

Quick Tip: Please note you can update all contact information except work email which is not editable.

vii. Manage your document records

Step 2: Click on All Actions in the left hand tab and then Manage Document Records

Step 3: Click on +Create to create a new document record

Step 4: Select the country and type of document

Step 5: Fill in the required fields and upload the document. Click save and then Submit

Step 6: On clicking on submit you will receive a warning message as below. You may click on the arrow beside the Approvers tab to view the list of approvers to whom this request has been submitted for approval.

Step 7: Once approved the document will be displayed in your records.

Quick Tip: Only one bank account can be active at a time for India & Sri Lanka. While changing your bank details does not require any approval, this will have an impact on processes such as payroll. Therefore, please connect with the HR office to ensure that this process is seamless in India, UK, Germany, Italy, Canada & USA. In Sri Lanka, please connect with the HR and Finance team

viii. Manage your payment method

Step 2: Click on Click on Manage Personal Payment Methods in the left hand tab

Step 3: Click on + (Create icon) to create a new payment method

Step 4: Enter the payment details as shown in the screens below

Quick Tip: The list of values for Bank Account details is maintained based on data fro India, Sri Lanka, Canada and USA only.

Step 5: Enter your bank account details

Step 6: After click on save and close the changes will reflect in your records. The transaction goes as a trigger to the Business HR but does not require approval.

Quick Tip: Only one bank account can be active at a time for India & Sri Lanka. While changing your bank details does not require any approval, this will have an impact on processes such as payroll. Therefore, please connect with the HR office to ensure that this process is seamless in India, UK, Germany, Italy, Canada & USA. In Sri Lanka, please connect with the HR and Finance team

ix. View your payslips

Quick Tip: The data will be updated for India & Sri Lanka in February 2017. The same will be updated for the rest of the world going forward. We will share the notification with the respective employees as it is launched in each location.

Step 2: Click on the Payroll tab

Step 3: Click on Search for Payslips tab

Step 4: Add a search criteria or view all payslips

Payslip documents will appear here

Step 1: Access your details through the Navigator -> Career Development

x. Create your development goals

Step 2: Click on Add Goal and then choose from the dropdown

Step 3: Enter the goal details such as the goal name, start date, completion date, category, level, priority, description, success criteria etc

Quick Tip: In case you would like to keep the goal private and not submit the same to your manager you can click on the Private checkbox highlighted above.

Step 4: Click on the submit button on the top right.

Step 5: You will receive a confirmation message. Click on Ok and the goal will be submitted to the line manager for approval if it is not a private goal.

Quick Tip: This is different from organisational / KRA goals and for your development purpose to progress in your career and manage any personal goals such as working on your hobby, losing weight, complete a course online etc.

Step 1: Access your details through the Navigator -> About Me -> Talent Profile

xi. Manage your accomplishments

Step 2: Click on the Edit button on the top right of the screen to add / update accomplishments

Step 3: You can add a new accomplishment or edit existing one and click on Submit

Step 4: On clicking submit you will receive a confirmation message as below. Click OK to submit this for approval to your manager.

Step 5: Once approved the change will reflect in your accomplishment section as shown below.

xii. Manage your licenses and certificates

Step 2: Click on the Edit button on the top right of the screen to add / update licences and certifications

Step 3: You can add a new licences and certifications or edit existing one and click on Submit

Step 4: On clicking submit you will receive a confirmation message as below. Click OK to submit this for approval to your Business HR.

Step 5: Once approved the change will reflect in your licence and certification section as shown below.

Quick Tip: Please update your certifications and licenses to be searchable talent for hiring managers across the Piramal Group. Your career in your hand!

xiii. Manage your educational degrees

Step 2: Click on the Edit button on the top right of the screen to add / update educational degree

Step 3: You can add a new educational degree or edit existing one and click on Submit

Step 5: Once approved the change will reflect in your educational degrees section as shown below.

Quick Tip: Your Business HR will reach out to you to collect a copy of the said educational degree. Please upload the document in the Document Records section as well.

xiv. Manage your previous employment

Step 2: Click on Add Content dropdown and select Previous Employment

Step 3: Add a profile section on previous employment and click on submit.

Step 5: Once approved the change will reflect in your previous employment section as shown below.

Quick Tip: Your Business HR will reach out to you to collect a copy of the said employment documents. Please upload the document in the Document Records section as well.

xv. Submit your grievance

Step 2: Click on Add Content dropdown and select Grievance.

Step 3: Select the type of grievance and enter the related details and then click on Submit.

Step 4: On clicking submit you will receive a confirmation message as below. Click OK to submit this for action to your Business HR.

Quick Tip: List of grievance type that you can submit: • Rating • Compensation

• Feedback • Promotion

• Others

Step 5: Once the grievance is addressed by the Business HR the same will be closed with comments from the Business HR

xvi. Manage training programs attended (Learning University/ External)

Step 2: Click on Add Content dropdown and select LU Training / External Training program attended

Step 3: Add the relevant details such as training name, type and date of program and click on submit.

Step 4: On clicking submit you will receive a confirmation message as below. Click OK to submit this for approval to your line manager. You may update data for past dated trainings as well.

Step 5: Once approved the change will reflect in your trainings attended section as shown below.

Quick Tip: For Learning University trainings please choose the training from the list of values that will appear as a dropdown.

xvii. Manage your skills & qualifications

Step 2: Click on Experience and Qualification tab and then on edit icon for Skills and qualifications

Step 3: Select the skill such as language, honors and awards, memberships or nominations. Please note the nominations in this tab is linked to your Provident Fund, gratuity etc.

Step 4: Enter the relevant details. For example: For Language after selecting language in the previous dropdown enter the language such as German and click on OK.

Step 5: Enter the details related to language – Reading, Writing & Speaking proficiency. Click on Submit

Step 6: Once submitted the same will be visible in the Skills & Qualifications section

Quick Tip: Your Business HR will reach out to you to collect a copy of the said language certification documents. Please upload the document in the Document Records section as well.

xviii. Manage nominations

Step 2: Click on Experience and Qualification tab and then on edit icon for Skills and qualifications

Step 3: Select the skill such as language, honors and awards, memberships or nominations. Please note the nominations in this tab is linked to your Provident Fund, gratuity etc.

Step 4: Enter the relevant details. For example: For Language after selecting language in the previous dropdown enter the language such as German and click on OK.

Step 5: Enter the details related to language – Reading, Writing & Speaking proficiency. Click on Submit

Step 6: Once submitted the same will be visible in the Skills & Qualifications section

Quick Tip: Your Business HR will reach out to you to collect a copy of the said language certification documents. Please upload the document in the Document Records section as well.

Manage your career by stating your objectives, listing your work preferences, and finding opportunities that match your interests.

xix. Manage your career planning

Step 2: Click on Career Planning tab and then on edit icon for Career Statement, Career Preferences and Careers of interest Example of career Statement available in the Manage your development & growth

Manage your professional development by tracking both work and personal goals. Identify opportunities for training and development by

reviewing a comparison of your profile to a job profile.

xx. Manage your development & growth

Step 2: Click on Development and Growth tab and edit or view the relevant sections as below: • In the Career Statement box, Click on Pencil icon to add a career

statement • In the Performance Goals Box all the performance Goals are visible • In the Development Goals box, all the development goals are visible

Quick Tip: Performance goals pertain to organisation KRA goals. Development goals are for your career growth or personal development.

Step 1: Access your details through the Navigator -> About Me -> Personal Information

xxi. Employee initiated separation / resignation

Step 2: Click on task menu (right hand side) -> Submit Resignation

Step 3: Fill in the necessary details .Separation date would automatically populate based on the notice period

Step 4: Review and submit your resignation. On submission the resignation request will go your manager with a trigger to the Business HR

Step 1: Access your details through the Navigator -> Directory -> Person Gallery

xxii. Review your employment details in Piramal

Step 2: Search for the person. To view your own employment details search by typing your name.

Step 3: View your employment details as below

Step 4: One can also view the organization chart ,which one is a part of.

Quick Tip: Historical Data such as Transfer, promotions, etc. will not be available in system at present (Dec 2016). We will update this over a period of 6-9 months.

Your Team (My team section)

As managers you can access the My Team section to manage the careers of your team members. This will enable managers to view and edit various aspects for their team members and

also analyse and track their career progression

Step 1: Manager’s Access to his reports’ information is captured under ‘My Team‘

i. Overview of Manager Accessible Processes

Step 2: By clicking on the My Team section -> and the arrow beside any team member you can view the details for your team member

Step 3: Manager has the access to manage employee’s performance, career, talent related data

ii.(a) Managing employee’s talent data

Step 1: Access details through the Navigator -> My Team -> My team as shown below.

Step 2: Click on the employee’s name to view his / her details such as: Employment Details Skills & Qualification Career Planning Goals Performance Compensation (not valid for Piramal Glass)

Employee Details

Step 3: Manager can view the employee’s job details, the history of employment in the organization using employment information card

Step 4: As managers you can view and approve skills and qualifications details for your team members such as previous employment, skills, certifications, educational qualifications etc

ii.(b) Manage document record

Step 1: Access your details through the Navigator -> My Team -> My team as shown below.

Step 2: Click on the orange arrow-> Personal and Employment -> Manage Document Records

Step 3: Select the country and type of document. Click on the +(Create icon) below , fill the relevant details, attach the documents.

Step 4: Fill in the required fields and upload the document. Click save and then Submit

Step 5: On clicking on submit you will receive a warning message as below. You may click on the arrow beside the Approvers tab to view the list of approvers to whom this request has been submitted for approval.

ii.(c) Approving employee initiated separation / resignation

Step 1: As an employee submits his / her resignation., an approval action is triggered to the manager for approval. The manager will be able to view the same in the notifications tab on the top

Step 2: Click on the orange arrow-> Personal and Employment -> Separate

Step 3: The manager can review the details as shown in the below screen and then take an action of either Approve or Reject.

iii. Manager dashboard

Line Manager can perform (tasks) with respect to their subordinates either through the Navigator or through Manager Resources Dashboard on the Home page.

View Reporting Hierarchy

• On clicking the Manager Resources section on the Home page the manager will be able to view the reporting hierarchy their team.

• Managers can also select the levels of the hierarchy they want to view • Through the View By dropdown one can view the various reporting

structure based on HOD, project reporting etc.

View Performance Ratings

• On clicking the Manager Resources section on the Home page the manager will be able to view the performance of their team.

• Manager can compare his team members on the basis of potential, length of service, salary etc. (Salary information is not available in Piramal Glass )

View Performance Rating Distribution & Performance Task Completion Status

• On clicking the Manager Resources section on the Home page the

manager will be able to view the Performance Rating Distribution of their team.

• Manager can view team members’ performance ratings and the completion status of the performance related tasks.

Recruitment

The Recruitment(RRF) section will enable a hiring manager to raise requisitions, screen and select candidates. The recruiter

can use this section to post jobs on various portals, attach sourced profiles to requisitions and complete various activities

under Recruitment.

ii. Introduction

This is the home screen after having successfully logged in to the Taleo Module.

The two main tabs on the home screen are Centers and Quick Access. Centers has two main categories under it. They are Recruiting and Oracle Business Intelligence (OBI). The Recruiting module will take you to the recruitment center where you can create requisitions, work on various tasks assigned to you. The OBI module will redirect you to a business intelligence portal where various reports and dashboards can be viewed.

This is the home screen after having successfully logged in to the Taleo Module.

Quick Access is nothing but a list of frequently used tabs for which One-Click access is provided. It consists of Onboarding which takes you to the screen where you can run various actions related to onboarding candidates who have accepted the offer; Requisitions which redirects you to the Requisitions page and Candidates and Social Sourcing tab take you to their respective pages.

Quick Tip: Use the shortcut tabs provided on the home screen to directly land on the page where you want to perform the activity. This helps you reduce navigation in a few cases.

iii. Requisition Creation

Step 1: Click on Recruiting highlighted in red on the left of the screenshot to open the recruitment center.

Step 2: Click on Recruiting highlighted in red on the left of the screenshot to open the recruitment center.

Step 3: Select the Relevant Position with appropriate position code and the name of the hiring manager/ business HR. Click on Next and select the relevant Organization, Location and Job Field.

Quick Tip: In Step 3, choose appropriate position code so that most of the other information is auto-populated correctly.

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Step 4: Use Quick Filters to help select the right position/ hiring manger.

Step 5: Check for the right Organization, Primary Location and Job Field, edit it if required by clicking on the icon highlighted in red and click on Create.

Step 6: The requisition is created successfully. Edit various fields in the requisition window and click on save to update the requisition in the system.

Step 7: Fill in the details about the Job Description(JD) by either writing it in the text box or copying it from a JD File and once all headings are filled, click on Save & Close to complete the requisition creation process.

iii. Cancelling a Requisition

Step 1: Click on the requisition you want to cancel. Go to More Actions and then on Cancel Requisition. Enter necessary comments in the comments section and submit the same. Your requisition will be cancelled.

Quick Tip: Most of the fields can be edited in a requisition, however if you wish to delete the same, please use the method mentioned above.

iv. Pre-Screening & Disqualification Questions

Step 1: Click on Requisitions Tab to view the list of requisitions that have been raised. Click on a requisition that you want to attach a pre-screening & existing disqualification question to.

Step 2: Click on Edit and scroll down to Point 7. Pre-screening & Disqualification

Step 3: Click on Add and select questions from the list of questions.

Quick Tip: You cannot change the existing disqualification questions but can add pre-screening questions. Pre-screening will help you identify ideal (ace) candidates if they clear the questions. You can add approvers but not change/modify approvers

Step 4: Select the relevant questions from the list of 12 questions provided and the selected questions will appear in the question selector. Once the relevant questions are selected, Click on Done.

Step 5: Tag response as Required/ Asset. Candidate with higher asset score reflect up in the list. You can also reorder the questions in this stage by clicking on the number against the question and change it appropriately. Click on Save and Close once done.

v. Requisition Approval Flow

Step 1: After finishing all points in the requisition window, when you click on Save, the process will automatically redirect you to Request Approval Screen. You can add more approvers by clicking on the Add Approvers button highlighted in the red box in the snapshot.

Step 2: Add comments in the comments section and click on done to formally complete the requisition process

vi. Interview Management

Step 1: In order to schedule interviews, click on the number of candidates for the requisition, in this case ‘3’ highlighted in the red box in the screenshot.

Step 2: Click on the candidate name for whom the interview is to be scheduled.

Quick Tip: To offer a wow candidate experience please limit the instances to three. Use panels whenever multiple stakeholders are interviewers. Be cognizant of your peers and candidates’ time.

Step 3: Click on Interviews Tab and then click on Create Interview

Step 4: Select the type of interview and the number of interviews to be scheduled for the candidate.

Step 5: Select participants be selecting from the drop-down. You can also add participants by clicking on Add Participants. Further select the date and time for the interview. Check the Piramal Interview Assessment Sheet so that the responses can be captured on it during the interview. Mention the location of the interview meeting and click on save and close.

Step 6: The interviews can be manged by editing, resending and cancelling them as and when required by using the buttons in the ribbon as highlighted below.

vii. Interview Evaluation

Step 1: Evaluators of the interview will get an email with the link as highlighted in red box below. Click on the link to access the interview assessment sheet.

Step 2: Fill in the interview assessment sheet for questions related to Behavioural and Functional Evaluation as shown in the screenshot below with comments wherever required. When done click on Submit and the assessment will be saved and sent.

Quick Tip: Interview assessment sheet is a combination of behaviour and skill based assessment. Please fill in detail to ensure you capture data for historical purpose.

viii. Frequently Asked Questions

Qn. 1: Do I need to create a requisition for every position I want to hire on? Ans.: Yes, for every hiring you do, be it a replacement or for a new position, you will be required to create a requisition, except for mass / bulk hiring. Qn. 2: Where will I find the Job Description for a position in the system? Ans.: The job descriptions are not available in the Oracle system and will need to be created locally. Qn. 3: Can I directly attach the Job Description to a requisition I am raising? Ans.: No. The Job Descriptions cannot be attached to the requisition. The content from a JD file can be copied in the requisition . Qn. 4: Can I Add/ Delete the approvers for a particular requisition? Ans.: Approvers can be added to the requisition if they are not a part of the Dynamic Approval List (DAL). While you may add approvers, you cannot change or delete auto-populated approvers. Qn. 5: Can I request someone from outside of the organization to evaluate a candidate for a position? Ans.: Yes, while scheduling an interview, mention the name and e-mail id of the person whom you want be an evaluator and they will get an email regarding the same using which they will be able to evaluate the candidate. Qn. 6: Can the interview evaluation be edited? Ans.: No, once the interview evaluation is entered in the system, it cannot be altered.

Onboarding

The Onboarding tool will provide the new hire with a very smooth and consistent experience of hiring across business and location in Piramal Group. The onboarding process automated and each task auto-triggers after completion of preceding task. The process ensures that a new hire is ready to roar on Day 1.

Step 1: Once the employee has accepted the offer, click on the employee and go to More Actions. Under More Actions, Click on Start Onboarding.

Step 2: Select India Onboarding for Indian Candidate and fill in necessary comments and click on Done. By default India’s On-Boarding process is selected. Please select the respective country for country other than India.

i. Initiate Onboarding Process

ii. INDIA

Step 1: Recruiter receives an email for initiating the medical process of candidate 30 days before the day of joining. Step 2: Initiate the medical process offline.

Task 1: Initiate Medical Checks (By HR Recruiter)

Step 3: Click on the New Hire Portal hyperlink.

Step 4: Click on Complete to provide confirmation

Step 5: Completed tasks move out of the pending Tasks list.

Step 1: Candidate receives a mail to upload documents and complete all the assigned tasks. Click on the New Hire Portal hyperlink.

Task 2: Upload Documents (By Candidate)

Step 2: Agree to the terms and conditions & login with their credentials.

Document and Information that a candidate needs to upload / provide on the system: 1. Upload Education Documents 2. Upload Work Experience Documents 3. Provide Personal Information such as:

General information Parent Details Education Work experience Accidental Insurance Gratuity Nominations NPS PF Nominations Emergency Contacts Health Declaration

4. Upload Signature: Attach a scanned copy of signature 5. Upload Statutory Forms:

Download the forms i(PF Form 11, PF Nomination, PF Transfer) n PDF by clicking on the hyperlink.

Sign and Scan the documents and upload

Quick Tip: • Mandatory information has been marked with a red astrix. • Candidate is required to provide registered email id as an e

signature for employee declaration.

Step 1: Recruiter will receive a mail for identification of buddy. Click on hyperlink of New Hire Portal.

Task 3: Identify Buddy (By HR Recruiter)

Step 2: Click on execute to execute the task.

Step 3: Identify and provide details for Buddy in the requested form. Click on Submit.

Step 4: Mail sent to the buddy 7 days before the date of joining providing details of the new hire.

Step 5: Mail sent to the candidate 7 days before the date of joining providing details of the buddy

Generic email notification mentioning a new hire joining date and details sent to • Business HR Head • Recruiter • Head of Department • HR Ops

Task 4: Generic Notification

• IT Infra • IT mail • HR Business Partner • Administrator • SHE Manager

Step 1: Mail triggered to candidate 7 days before joining to bring the necessary documents.

Task 5: Documents required on joining date (By Candidate)

Step 1: Mail triggered to Hiring Manager 1 day before joining to ask for software’s etc to be configured through the New Hire Portal

Task 6: Provide Software & Access Details in the system (By Hiring Manager)

Step 2: Execute the task and provide the details. Click on Submit.

Task Assignee Task Name

Line Manager Provide Software & Access Details in the system

Administration Arrange for Petro card

Administration Arrange for seating space

Administration Setup welcome board

Administration Arrange for parking space

Task 7: Tasks triggered

Task completion email will be sent to Administrator, HR Ops, Recruiter, IT Infra, HRBP, SHE Manager, IT Mail, Hiring Manager. HR Ops – 2 emails stating task completed First email will be sent on DOJ Second Email will be sent on One day after DOJ HRBP – 2 emails stating task completed First email will be sent 1 day after DOJ Second Email will be sent on 5 days after DOJ

Task Assignee Task Name

HR Ops Verify Personal Documents

HR Ops Time & Attendance system update

HR Ops Issue Access Card

HR Ops Medi claim Registration

HR Ops Super top up registration

HR Ops Flexi-comp registration

IT - Infra Configure the computer with software's received from manager

IT - Mail Admin Setup email

IT - Mail Admin Add in emailing group based on Business, Location & department

IT - Mail Admin Active directory Setup for Fusion access

IT - Infra Handover Laptop/Desktop

Administration Handover stationary

Administration Handover visiting card

Administration Handover ID Card

Administration Handover Welcome Kit

Administration Support for mobile & Internet connection

Administration Support for Bank account creation

Administration Provide cafeteria access

HRBP Introduction to the team

SHE Manager Safety Induction

Line Manager Goal Setting

HRBP Meet & Greet Session

HR Ops Bus Pass

HR Ops Provide Uniform

HR Ops Review Nomination and Address Details

HRBP SOP Training

HR Ops Company Induction

HR Ops Necessary documents closure in personal files (Document Checklist)

Task 8: Checklist Tasks

Step 1: HR Business Partner will receive a mail to complete the tasks above. Click on hyperlink in email.

Step 2: Click on task name and then “Complete” .

Task 9: Candidate Feedback

Step 1: Mail triggered to candidate 6 days after joining to provide feedback on the onboarding process.

Step 2: Candidate llogs in using the credentials provided earlier. Click on Submit.

UNITED KINGDOM

Step 1: Welcome Email is sent to the candidate Step 2: Candidate can view and download the attachments’ and Click on “New Hire Portal” hyperlink.

Task 1: Receive Welcome Email (By Candidate)

Step 3 Download Anti Bribery Policy by clicking on the hyperlink. Post reading click on “Complete” to acknowledge the policies.

Step 4: Download Code of Conduct

Step 5: Upload P45/HRMC Starter Checklist by Uploading the P45 form or you can download the HRMC Starter Checklist in PDF by clicking on the hyperlink. Attach the relevant form by choosing the file. Click on “Complete”.

Step 6: Provide Personal Information and the mmandatory information that has been marked with a *.

Step 8: Intimation of medical checks is sent to the candidate.

Step 1: OHE receives an email for assessing the medical reports of the candidate. Click on the hyperlink to execute the task.

Task 2: Assess Medical Reports (By OHE)

Step 2: Provide confirmation and Submit.

Step 1: Recruiter will receive mail to confirm date of joining. Click on the hyperlink of “New Hire Portal”.

Task 3: Confirm Date of Joining (By Recruiter)

Step 2: Click on complete to provide confirmation for the task execution.

Step 1: Mail is triggered to the candidate confirming date of joining .

Task 4: Date of Joining Confirmation (By Candidate)

Step 1: Recruiter will receive a mail 14 days before the day of joining for identification of buddy. Click on the hyperlink of “New Hire Portal”. .

Step 3: Identify and provide details for Buddy in the requested form and Click on Submit. .

Task 6: Intimation to the Buddy

Step 1: Mail sent to the candidate 7 days before the date of joining providing details of the buddy.

Task 7: Share Details of the Buddy

Task 8: Stater Forms

(By Hiring Manager)

Step 1: HM will receive mail to initiate starters form. Initiate the process offline then Click on the hyperlink of “New Hire Portal”.

Step 2: Click on Execute and provide the requested information.

Task 9: Generic Notifications

Step 1: Generic email notification sent to • IT Mail • OHE • IT Infra

Step 2: Click on Execute and provide the requested information.

Task 10: Notification

Step 1: Mail triggered to IT and HR ops on the day of joining to ensure appropriate tasks are completed. Confirm the task by following the link provided in mail. Click on Complete

GERMANY

Step 1: Click on the New Hire Portal hyperlink. Agree to terms and policies on the career Section. Provide user name and passowrd to login.

Task 1: Provide Personal Information (By Candidate)

Step 2: Provide the requested information. Click on Next Page and provide rest of information.

Step 3: On the last page provide email id and click on “Submit”

Step 1: Click on policy names to download them in a PDF format.

Task 2: General Policies (By Candidate)

Step 2: Click on “Complete” to complete the task.

Step 1: Recruiter receives an email for initiating the medical process of candidate. Click on the hyperlink provided in the mail.

Step 2: Click on Medical Checks.

Step 3: Click on Complete to provide confirmation.

Step 4: Completed tasks move out of the pending Tasks list. .

Task 8: Upload Signed Documents

(By HR Recruiter)

Step 1: Recruiter asked to upload signed documents on day of joining. Click on the candidate link in mail

Step 2: Upload documents under attachments tab

Step 3: Confirm task completion on New Hire Portal. Click on the New Hire Portal link in mail.

Step 4: Click on Complete in task

Task 9: Arrange Logistics (By HR Recruiter)

Step 1: Mail triggered to Recruiter for arranging logistics

Step 2: Confirm task completion on New Hire Portal.

Step 2: Candidate logs in using the credentials provided earlier. Click on Submit.

UNITED STATES OF AMERICA

Step 1: Trigger the onboarding process in “Post Offer Check” step. Step 2: Change the step and status

Task 1: Initiate US Process (By HR Recruiter)

Step 3: Change the Step to Post Offer Checks. Change the status to “To be checked”. Enter the comments if required. Click on “Save and Close”.

Step 2: Click on Complete to provide confirmation. Completed tasks move out of the pending Tasks list.

Task 2: Medical Checks (By HR Recruiter)

Step 1: Recruiter receives an email , 30 days before joining, for initiating the medical process of candidate. Click on the New Hire Portal hyperlink.

Step 2: Execute the task and provide confirmation.

Task 3: Medical Check Status (By HR Recruiter)

Step 1: Recruiter to provide medical check status though an online form.

Step 1: Candidate receives a mail to provide information. Click on the New Hire Portal hyperlink. .

Step 2: Provide credentials.

Step 3: Fill in the fields. Click on Next page to provide rest of the information. .

Step 4: On the declaration page provide email id as a part of e signature. .

Task 9: Required Documents

(By Candidate)

Step 1: Mail sent to the candidate providing details of the documents to be brought on the day of joining

Step 2: Mail sent to the candidate 7 days before date of joining to fill State Tax and I9 Form

Task 10: Documents to be uploaded on day of joining (HR Recruiter)

Step 1: Mail sent to the Recruiter to attach the signed copy of I9 form. Click on the candidate file hyperlink to attach the forms

Step 2: Add forms under the attachment tab

Step 3: Click on hyperlink New Hire Portal. Provide confirmation for task completion

CANADA

Step 1: Trigger the onboarding process in “Post Offer Check” step. Step 2: Change the step and status

Task 1: Initiate Canada Process (By HR Recruiter)

Step 3: Change the Step to Post Offer Checks. Change the status to “To be checked”. Enter the comments if required. Click on “Save and Close”.

Task 2: Change in employee status form (By HR Recruiter)

Step 1: Recruiter receives an email for initiating the change in employee status form, 30 days before date of joining.

Step 2: Click on Complete to provide confirmation. Completed tasks move out of the pending Tasks list.

Step 2: Provide credentials. Complete all the parallel tasks

Task 3: Upload code of conduct (By Candidate)

Step 1: Candidate receives a mail for completing the assigned tasks. Click on the New Hire Portal hyperlink. Agree to the terms and conditions.

Step 3: Download the code of conduct in a PDF format. Upload a signed copy. Click on Complete

Step 1: Upload the education documents in a .zip format. Complete the task

Task 4: Upload Education and Immigration Documents (By Candidate)

Step 1: Download the documents in a PDF by clicking on the links. Click on Complete to acknowledge these policies.

Task 5: Acknowledge General Policies (By Candidate)

Step 1: Fill in the fields. Click on Next page to provide rest of the information .

Step 2: On the declaration page provide email id as a part of e signature

Task 7: Benefits and State Tax Form (By Candidate)

Step 1: Download the documents in a PDF by clicking on the links. Click on Complete

Alex Smith

SRI LANKA

Step 1: Recruiter receives an email for initiating the medical process of candidate 30 days before the day of joining. Step 2: Initiate the medical process offline.

Step 3: Click on the Initiate Medical Checks.

Step 4: Click on Complete to provide confirmation

Step 5: Completed tasks move out of the pending Tasks list.

Step 1: Candidate receives a mail to upload documents and complete all the assigned tasks. Click on the New Hire Portal hyperlink.

Task 2: Upload Documents (By Candidate)

Quick Tip: • Mandatory information has been marked with a red astrix. • Candidate is required to provide registered email id as an e

signature for employee declaration. • Fill in all the details that are mentioned under each head

marked in the red highlight on the screenshot

Step 3: Fill in the fields and Click on Next so that you can provide the remaining information.

Step 1: Recruiter will receive a mail for identification of buddy. Click on hyperlink of New Hire Portal.

Step 3: Click on New Hire Portal and update Buddy Information in the system. Once the portal opens, click on Execute.

An Email is triggered to candidate to view and acknowledge policies. Candidate can log in to the career section and download policies in PDF. Further they can click on Complete to acknowledge them

Task 4: General Policies

Step 1: Mail triggered to candidate 7 days before joining to bring the necessary documents.

Task 5: Documents required on joining date (By Candidate)

Step 1: The recruiter will receives an email for arranging the logistics. Initiate the process offline. Click on the New Hire Portal hyperlink and complete the task manually.

Task 6: Arrange Logistics (By Recruiter)

Other Features

The Other Features section will enable users to source profiles for a requisition through social media, leverage identification

of right talent in-house through internal job postings and social sourcing facility.

i. Internal Job Postings

Step 1: Access external career section as external candidate

In line with the entrepreneurial culture that we wish to support, various positions will first be opened for internal employees for the

first 7 days to apply their candidate for it.

Step 2: Click on Job Title

Quick Tip: For posting job internally, please ensure before hand that the Internal Job Description is created for the requisition.

Step 3: Click on Apply Online

Step 4: Accept the Privacy Agreement and Login to the system . Make your profile by uploading data from LinkedIn Profile, CV Parsing or entering the details manually.

Step 5: Acknowledgement will be sent to candidate with link to review candidature or modify details.

ii. Social Sourcing

Step 1: Click on Social Sourcing from the Fusion Homepage to be redirected to Employee Referral Portal or the Social Sourcing link provided in the annexure.

Step 2: Ensure that your social media accounts are logged in. If the logo is not highlighted, it means that the account is not linked. Click on the icon and log-in to the account to link it.

This portal will enable you to share various jobs with your friends using Social Media

Step 3: Select the job that you wish to post on social media.

Step 4: Click on Recommend to a Friend.

Step 5: Select the appropriate option to either update the status on Facebook, Twitter or LinkedIn. You can also send a personal message via Facebook Messenger. Also, an employee can select a referral link and share it via email or any other media.

Annexure

i. Video Library Catalogue

i. Your Profile

i. Manage your Contact Information

ii. Manage your Document Records

iii. Manage Employee initiated Separation

iv. Manage your Marital Status

v. Access & Update your Skills & Qualifications

vi. Manage Employment & Payroll Details

vii. Manage your Development Goals

viii. View your work connections

ii. Your Team

i. Update your team’s Skills and Qualifications

iii. Recruitment

i. Access to the Recruitment Portal

ii. Manage the Recruitment Process

iv. Other Features

i. Posting a Job Description on Social Network

ii. Applying to Internal Job Openings

Access to video library catalogue on vConnect: Widgets -> HR Tab -> MyPiramal Tutorial Videos

Particulars Details

Shift One 10am to 7pm IST

4:30am to 1:30pm GMT

11:30pm to 8:30am EST

Shift Two 6pm to 3am IST 12:30pm to 9:30pm GMT

7:30am to 4:30pm EST

Support Days Monday to Friday

Support through email (mypiramal@piramal.com) and phone (+91 22 3027 5357)

Helpdesk operations based in

Mumbai, India

Purpose

• To ensure that any query raised by employees/sites is resolved in a timely manner and all these queries are documented ensuring SLA adherence.

• To provide employees/sites with a single point of contact (SPOC) to address their queries

ii. MyPiramal helpdesk

Route 1 - Employees with Piramal login ID accessing the system through Piramal network

• When accessing the system from within Piramal network, simply click on http://hrms.piramal.com . You’ll be able to login to all applications of MyPiramal (Fusion, Taleo Recruiting, Internal Career Section & Social Sourcing) through Single Sign On functionality (Just like Outlook, Skype for business)

Route 2* - Employees without Piramal login ID / Employees accessing the system form outside Piramal network

• The Single Sign On functionality won’t work in this scenario. You’ll have to login to the mypiramal applications using your Login ID & Password, which will be shared with you individually over email.

iii. MyPiramal Access Links

Related URLs:

• Fusion: http://hrms.piramal.com

• Taleo Recruiting: http://recruitment.piramal.com

• Internal Career Section: http:// internalcareers.piramal.com

• Social Sourcing: http://socialsourcing.piramal.com

Moving ahead

One stop solution

Power in your hands

Take charge

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