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MIS/FMS Implementation in ICAR Implementation of Management Information System (MIS) including Financial Management System (FMS) in ICAR (NAIP Funded Project) User Acceptance Testing – Payroll

Agenda – First Day

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Implementation of Management Information System (MIS) including Financial Management System (FMS) in ICAR ( NAIP Funded Project ) User Acceptance Testing – Payroll. Agenda – First Day. Employee’s Data View in HR System. Employee’s Service Details View in System. - PowerPoint PPT Presentation

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Page 1: Agenda – First Day

MIS/FMS Implementation in ICAR

Implementation of Management Information System (MIS) including Financial Management System

(FMS) in ICAR

(NAIP Funded Project) User Acceptance Testing – Payroll

Page 2: Agenda – First Day

MIS/FMS Implementation in ICAR

22

Agenda – First Day

Employee’s Data View in HR System. Employee’s Service Details View in System. Payroll Component Entries View in System. HR to Payroll Process Flow. Payroll Processes & Reports.Payroll Integration with Finance.

Page 3: Agenda – First Day

MIS/FMS Implementation in ICAR

Agenda – Second Day

Superannuation Initiation Process. Pension Forms & Reports. Pension Sanctioning. Pension Authorization. Retrials & Benefits Disbursement. Regular Pension.

Page 4: Agenda – First Day

MIS/FMS Implementation in ICAR

Monthly Payroll Life Cycle

Start

Concerned Personnel Authorities and Competent

Authorities( in the Cash section) enter the changes

related to the Employee Payroll Data including Leave Information, Gratuity, Leave

Encashment, Final GPF information to be processed

in payroll before 20th of every month

DDO receives an offline intimation

from relevant stakeholders

to process the Payroll Run for

the month

The Competent Authority in the

Audit and Accounts section verifies the Payroll Run Report

Changes needed?

Yes

Competent authority proposes required changes and sends back to DDO for

correction and re-run of Payroll

NO

DDO intimates the Audit & Accounts

Deptt. for verification of Pay

Bill , Deduction Schedule and

payment

Competent Authority in Audit

& Accounts Section runs Payroll Run

Report

Changes and corrections are carried out by the

stakeholder

The Competent Authority in the Audit and Accounts

section runs the Pre-Payment Process

DDO receives an offline confirmation that the

final process is complete

The DDO runs the Pay Slip Report jobStop

The Pre-payment Process is followed by Cheque Writer, Direct Deposit processes to disburse the amounts to the

employee

Costing Process is run next to apply the cost

allocation of the elements to the various accounts

from which the money is debited

The final process run by the Authority at the

Audit and Accounts will be “Transfer to GL”

Employees receive the Monthly Salary/ Any

other payments processed as a part of

the monthly payroll

Employees can log in to Self Service HR,

navigate to the Pay Slip link to generate the

month’s pay slip.

DDO runs Monthly Payroll Process

Page 5: Agenda – First Day

MIS/FMS Implementation in ICAR

HR-Payroll-Finance Integration

Employee gets created and Service details are entered. Payroll Entries are

made. Eligibility Reports will be checked and Sanction Orders will be generated

from System incase of Loans & Advances. Retirement process initiates and forms are

submitted by Employee incase of Pension.

DDO gets offline intimation to execute the Payroll. Incase of Loans &

Advances, Pension DDO will have Read only Access to Validate the data along

with the respective reports which can be referred before Sanctioning the Case.

Finance Dealing hand gets offline intimation to run Post-Payroll Processes

and Payment is disbursed. Incase of Loans & Advances, Pension – Audit & Accounts officer will Authorize the case

after running the reports. Audit & Accounts will also have Read Only

Access of HR Personnel Data.

Personnel/Establishment DDO/Sanctioning Authority Finance/Audit & Accounts Section.

Page 6: Agenda – First Day

MIS/FMS Implementation in ICAR

Logging into Oracle Application

Enter Login Credential Information to gain access.

Page 7: Agenda – First Day

MIS/FMS Implementation in ICAR

Personnel Responsibility

Dealing Hand Access to HRMS Data

Page 8: Agenda – First Day

MIS/FMS Implementation in ICAR

Personnel Dealing Hand Access For HR Data & Payroll Entries

Different Tasks Under HRMS Responsibility

Page 9: Agenda – First Day

MIS/FMS Implementation in ICAR

DDO Access For Payroll & HR View Data

DDO Access For Payroll Run, Related Processes

& Reports

DDO Read Only Access to HR Data

Page 10: Agenda – First Day

MIS/FMS Implementation in ICAR

Payroll & Related Processes Access For DDO

Different Tasks Related to Payroll for DDO to Perform

Page 11: Agenda – First Day

MIS/FMS Implementation in ICAR

HR Read Only Data For DDO

Different Tasks Under Read Only HR Access.

Page 12: Agenda – First Day

MIS/FMS Implementation in ICAR

Clicking on “Open Employee Service Record” Task Will Open the below Form

Page 13: Agenda – First Day

MIS/FMS Implementation in ICAR

Find Person Form

Enter Either Employee Name or Employee Number and Click on Find Button to Open

the Record of an Employee.

Page 14: Agenda – First Day

MIS/FMS Implementation in ICAR

Employee Basic Details Form

This form will show all the Basic details of an employee as already

entered by Dealing Hand.

Page 15: Agenda – First Day

MIS/FMS Implementation in ICAR

Employee Address Details

Clicking on Address Button will display Address Details of an Employee as already entered by Dealing Hand,

Page 16: Agenda – First Day

MIS/FMS Implementation in ICAR

Employee PAN Details

Clicking on PAN Tab in Employee Basic Details Form will display PAN

information of an employee as already entered by Dealing hand.

Page 17: Agenda – First Day

MIS/FMS Implementation in ICAR

Employee Service Details.

Clicking on Service Details Button in Employee Basic Details Form will display Service Details

of an employee as already entered by Dealing hand.

Page 18: Agenda – First Day

MIS/FMS Implementation in ICAR

Employee’s Payroll & Statutory Information.

Employee’s Payroll Information in Service Details as already entered by Dealing

hand.

Clicking on Statutory Information Tab in Service Details Form will display Statutory Info of an employee as already entered by Dealing hand.

Page 19: Agenda – First Day

MIS/FMS Implementation in ICAR

Employee Basic Salary Information.

Clicking on Salary Information Button to know the Basic Salary Of an employee as already entered by Dealing Hand.

Page 20: Agenda – First Day

MIS/FMS Implementation in ICAR

Basic Salary Information

New Page will display Monthly & Yearly Salary Of An Employee.

Page 21: Agenda – First Day

MIS/FMS Implementation in ICAR

Payroll Components Information.

Click on Salary Components Button to Display all Eligible Payroll Components.

Page 22: Agenda – First Day

MIS/FMS Implementation in ICAR

Payroll Components

Another Form will open and display the Information &

frequency of Payroll Components as already

attached by Dealing Hand.

Page 23: Agenda – First Day

MIS/FMS Implementation in ICAR

Employee Pay Method Details

Click on Payroll Related Button to display Payment Method Details of an Employee as already entered by Dealing

hand.

Page 24: Agenda – First Day

MIS/FMS Implementation in ICAR

Employee Pay Method Details View

Clicking on Pay Method button will display another form with

List Of values.

Page 25: Agenda – First Day

MIS/FMS Implementation in ICAR

Employee Pay Method Details View

Double Click on Pay Method option to see Employee

Payment Methods

Page 26: Agenda – First Day

MIS/FMS Implementation in ICAR

Payment Details Form

Bank Details field captures the information of Bank Details.

Page 27: Agenda – First Day

MIS/FMS Implementation in ICAR

Employee Bank Account & Related Details.

Clicking on Bank Details Field will display Bank Account & Related Details.

Page 28: Agenda – First Day

MIS/FMS Implementation in ICAR

DDO Payroll Access

Choose “IASRI DDO Payroll Access Responsibility” to perform Payroll

Related Activities

Page 29: Agenda – First Day

MIS/FMS Implementation in ICAR

Run Payroll For Group Of Employees

Click on “Create Group of Employees for Payroll Run” to Create a Set of employees

to be used in Payroll Run for Execution

Page 30: Agenda – First Day

MIS/FMS Implementation in ICAR

Creating Set Of EmployeesEnter the name of the Set. The same name

will be used as an input Parameter for Payroll Run

Page 31: Agenda – First Day

MIS/FMS Implementation in ICAR

Payroll Run For All Employees / Group Of Employees.

Click on “Run Payroll for all Employees / Group Of Employees” Task to execute Payroll

Run.

Page 32: Agenda – First Day

MIS/FMS Implementation in ICAR

Payroll Run

Search for the Payroll which has to be executed

Page 33: Agenda – First Day

MIS/FMS Implementation in ICAR

Interest & Non-Interest Bearing Advances Life Cycle

Start

DDO runs the Offcycle Payroll

Run for the month

The Employee obtains and fills

the required application form for availing the

specific advance

Competent Authority

in Establishment Section verifies the application

form

DDO Send the file to Finance Section

for Payment Disbursement

Employee receives

the payment.

Submits the application form to the Competent Authority in

Establishment Section

Generates the

Advances Eligiblity Report

Is the employee

eligible for the availed Loan?

Yes

No

Inform the Employee offline

about the ineligibility for the

Loan

Stop

Stop

Competent Authority at Establishment

Section enters the required loan

advance information in to the system

The Sanctioning Authority approves the proposal and sends sanctioning Order to

DDO.

Sends the Note sheet of Proposal,

Application Form, Related documents,

and System generated Interest calculation

sheet to the Sanctioning Authority

for approval offline

Page 34: Agenda – First Day

MIS/FMS Implementation in ICAR

Non-Interest Bearing Advance : Festival Advance

Page 35: Agenda – First Day

MIS/FMS Implementation in ICAR

Interest Bearing Advance : Computer Advance

Page 36: Agenda – First Day

MIS/FMS Implementation in ICAR

GPF Advance & Withdrawal Process FlowStart

GPF Withdrawal GPF Advance

The application is submitted to

Establishment Section

Competent Authority in Establishment Section creates the GPF Withdrawal element

in the system and extracts Sanction Order Form from the System for Sanctioning

Authority’s Approval.

The DDO passes the report offline along with the sanction letter

from the approving authority to the Audit and Accounts

Department

The Competent Authority in the Audit and Accounts section runs

the Pre-Payment, Cheque Writer, Direct Deposit , Costing

and Transfer to GL Processes

Employee fills the prescribed application

form and applies for GPF Advance / Withdrawal

offline

The Competent authority in the Audit and Accounts Department

verifies the report

The application is submitted to

Establishment Section

Competent Authority in Establishment

Section runs the GPF Withdrawal eligibility

report from the system

Employee eligible?

No

Stop

Inform the employee

offline about the ineligiblity

No

Yes

Establishment Section Sends the application offline, to the seek

approval of the sanctioning authority.

Changes required?

Yes

The competent authority proposes the required changes and passes it back to the DDO for

correction and re-run of Quick Pay Process post

corrections

No

Employee receives the payment.

Stop

The DDO passes the report offline along with the sanction letter

from the approving authority to the Audit and Accounts

Department

The Competent authority in the Audit and Accounts Department

verifies the report

Yes

Employee eligible?

No

Stop

Inform the employee

offline about the ineligiblity

No

Competent Authority in Establishment

Section runs the GPF Advance eligibility

report from the system

Upon receiving the approval from the Sanctioning authority, the DDO runs the

Quick Pay for the employee.

Competent Authority in Establishment Section creates the GPF Advance element in

the system and extracts Sanction Order Form from the System for Sanctioning

Authority’s Approval.

Establishment Section Sends the application offline, to the seek

approval of the sanctioning authority.

Upon receiving the approval from the Sanctioning authority, the DDO runs the

Quick Pay for the employee.

Page 37: Agenda – First Day

MIS/FMS Implementation in ICAR

GPF Withdrawal Disbursement

Page 38: Agenda – First Day

MIS/FMS Implementation in ICAR

Employee Wise Payroll Run Task

Form will be opened for DDO to run Employee wise Payroll.

Page 39: Agenda – First Day

MIS/FMS Implementation in ICAR

Single Employee Payroll Run

Click on “Run Payroll for a Single Employee” Task to run Employee Wise

Payroll.

Page 40: Agenda – First Day

MIS/FMS Implementation in ICAR

Employee Wise Payroll Run

Enter Either Full Name or Number of an Employee and Click on Find Button.

Page 41: Agenda – First Day

MIS/FMS Implementation in ICAR

Employee Wise Payroll Run

Core Form to run Payroll for Individual Employees

Page 42: Agenda – First Day

MIS/FMS Implementation in ICAR

Employee Wise Payroll Run

Enter Date Paid & Date Earned as Last Day Of The Month before Clicking on Start Run Button

Page 43: Agenda – First Day

MIS/FMS Implementation in ICAR

Employee Wise Payroll Run

Employee Wise Payroll Run is successfully Completed..

Page 44: Agenda – First Day

MIS/FMS Implementation in ICAR

Validation : Employee Wise Payroll Run

Click on View Results Button to Validate the Payroll Run.

Page 45: Agenda – First Day

MIS/FMS Implementation in ICAR

Validation : Employee Wise Payroll Run

Choose SOE Report option from the available list of

Values and Click Ok Button.

Page 46: Agenda – First Day

MIS/FMS Implementation in ICAR

Statement Of Earnings Report

Page 47: Agenda – First Day

MIS/FMS Implementation in ICAR

Finance Dealing Hand Access For Payroll & HR View Data

Finance Dealing Hand Access for Payroll Processes.

Finance Dealing Hand Read Only Access for HR

Data.

Page 48: Agenda – First Day

MIS/FMS Implementation in ICAR

Payroll Tasks Available Under Finance Payroll Access

Different Tasks Available Under Payroll Access For Finance

Dealing Hand.

Page 49: Agenda – First Day

MIS/FMS Implementation in ICAR

Employee Wise PrePayments.

Click on “Process PrePayments for a Single Employee” task to

run PrePayments.

Page 50: Agenda – First Day

MIS/FMS Implementation in ICAR

Run Employee Wise PrePayments

A new form will be opened.

Page 51: Agenda – First Day

MIS/FMS Implementation in ICAR

Employee Wise PrePayments

Enter Either the Full Name or Number for whom PrePayments have to be run and

Click on Find Button.

Page 52: Agenda – First Day

MIS/FMS Implementation in ICAR

Employee Wise PrePayments

New Form will be opened and it can be used to Validate the Payroll executed by DDO before running the PrePayments.

Page 53: Agenda – First Day

MIS/FMS Implementation in ICAR

Employee Wise PrePayments

Click On View Results Button to Validate the Payroll Run. New Form will be

opened.

Page 54: Agenda – First Day

MIS/FMS Implementation in ICAR

Employee Wise PrePayments

Double Click on SOE Report to Validate the Payroll Results.

Page 55: Agenda – First Day

MIS/FMS Implementation in ICAR

Statement Of Earnings Report

Page 56: Agenda – First Day

MIS/FMS Implementation in ICAR

Start PrePayments

Click on Start Pre-payments Button to run Pre-Payments of an Employee and generate a report by the name : “ICAR

Employee Payment Mode Report”

Page 57: Agenda – First Day

MIS/FMS Implementation in ICAR

Validating Pre-Payments Process

Click on View Results Button to Validate Pre-Payments Process. Another form will be

opened.

Page 58: Agenda – First Day

MIS/FMS Implementation in ICAR

Verifying PrePayment Results

Double Click on Payment Methods to Validate the Pre-Payment Process.

Page 59: Agenda – First Day

MIS/FMS Implementation in ICAR

PrePayments Status

Another Form will be opened displaying the Status of Pre-payments Process.

Page 60: Agenda – First Day

MIS/FMS Implementation in ICAR

Start Payroll Archival

Click on Start Archive Button to run Payroll Archival for Payslip Generation.

Page 61: Agenda – First Day

MIS/FMS Implementation in ICAR

Payroll Archival

Payroll Archival has been successfully completed and Payslip can be generated after this Stage.

Page 62: Agenda – First Day

MIS/FMS Implementation in ICAR

Verifying Employee Wise Payroll Process Results.

Click on “Verify Employee Wise Payroll Process Results” to review the Payroll Processes being

executed at Employee level for each period.

Page 63: Agenda – First Day

MIS/FMS Implementation in ICAR

Verifying Employee Wise Payroll Process Results.

A form will be opened to review the Payroll Processes and their Statuses

already executed.

Page 64: Agenda – First Day

MIS/FMS Implementation in ICAR

Verifying Employee Wise Payroll Process Results.

Enter either Full Name or Number as a Search Criteria and then Click on Find Button for System to display all Payroll Processes

already executed for the same employee.

Page 65: Agenda – First Day

MIS/FMS Implementation in ICAR

Verifying Employee Wise Payroll Process Results.

System will display period wise information of all Payroll Processes and their Status.

Page 66: Agenda – First Day

MIS/FMS Implementation in ICAR

Reviewing Payroll Process Results

Click on “Verify Payroll Process Results” to review the Status of all Payroll Processes

Page 67: Agenda – First Day

MIS/FMS Implementation in ICAR

Reviewing Payroll Process Results

Page 68: Agenda – First Day

MIS/FMS Implementation in ICAR

Reviewing Payroll Process Results

Page 69: Agenda – First Day

MIS/FMS Implementation in ICAR

Reviewing Payroll Process Results

Page 70: Agenda – First Day

MIS/FMS Implementation in ICAR

Reviewing Employees Processed in Payroll

Page 71: Agenda – First Day

MIS/FMS Implementation in ICAR

Reviewing Employees Processed in Payroll

Page 72: Agenda – First Day

MIS/FMS Implementation in ICAR

Investment Declaration & Approval For Accurate Income Tax Calculation

The Competent Authority releases a circular to all the departments and its employees for Investment and

Saving declaration along with proofs and a cut off date for submitting the

same for getting the benefits of IT during the 3rd quarter of the

financial year.

Employees log in to Self Service HR, navigate to the Investments and Deductions section and

make the required changes (in case there have been changes to their investments since the

last change) as per the available documents of proof of investments, HRA and savings

available for submission

Employees log in to Self Service HR, navigate to the Investments,

HRA and Saving declaration section at the beginning of the

financial year before the cut off date window.

The DDO receives the hard copies of the proof along with the declaration details entered on Self Service HR before the

specified cut off date

Enter the amounts as applicable in the section

and save the changes

The Monthly payroll run calculates the TDS based on the entries made by

the employees

A print out is taken and attached with the investment proofs due to be

submitted to the DDO

The DDO also recieves the hardcopy of the investment

proofs by the Pensioners

The Payroll Run after the validation of the proof will include the balance

(income tax if applicable) TDS components equally divided in the

remaining payroll runs of the financial year

The Payroll Run after the validation of the proof will include the balance

(income tax if applicable) TDS components equally divided in the

remaining payroll runs of the financial year

The DDO runs the Form 16 Report job after the

closure of the Fiscal Year

Hard Copies of the Form 16 is made available for the employees after the

DDO signs themStop

The employees will not be able to make changes further before the circular is released for investment

proof submission

The Investment declaration in the system will be

unlocked in the system by the DDO for the employees

to make changes.

The Investment proofs are validated against the entries made in the Oracle System

Stop

Page 73: Agenda – First Day

MIS/FMS Implementation in ICAR

Income Tax Proofs Approval

Click on “Search Tax Declaration” to Approve Income Tax Proofs.

Page 74: Agenda – First Day

MIS/FMS Implementation in ICAR

Income Tax Proofs Approval

Page 75: Agenda – First Day

MIS/FMS Implementation in ICAR

Quarterly & Annual Archival & Tax Returns.

Click on “Annual Payroll Archival” to Archive Yearly Data after the Completion of all the

Payroll runs in a Financial year.Click on “Employee Quarterly Tax

Returns” task to generate Quarterly Tax Reports.

Click on “Employee Annual Tax Returns” to generate Form16

of employees.

Click on “Quarterly Payroll Archival” task to Archive Quarterly Payroll Runs.

Page 76: Agenda – First Day

MIS/FMS Implementation in ICAR

Arrear Payment

Start

DDO makes the required entries in to

the system

DDO runs the Retro Process for the past months

The competent authority in the concerned

establishment sections prepare the input sheet with Arrears and Salary

Change details

Sends the sheet to the DDO offline for making

system changes

Monthly Payroll Run

Employee receives the

payment.

Stop

System calculates the difference amount and

creates element entries in current

pay period

Page 77: Agenda – First Day

MIS/FMS Implementation in ICAR

Arrears Payments : A Pre-Payroll Process

Click on “Arrear Notification Report” task to review all the Employees Eligible to get

Arrear Payment.Click on “Arrear Process”

task to attach Arrear Components with all the

Eligible Employees.

Page 78: Agenda – First Day

MIS/FMS Implementation in ICAR

Appendix