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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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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
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.
MIS/FMS Implementation in ICAR
Agenda – Second Day
Superannuation Initiation Process. Pension Forms & Reports. Pension Sanctioning. Pension Authorization. Retrials & Benefits Disbursement. Regular Pension.
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
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.
MIS/FMS Implementation in ICAR
Logging into Oracle Application
Enter Login Credential Information to gain access.
MIS/FMS Implementation in ICAR
Personnel Responsibility
Dealing Hand Access to HRMS Data
MIS/FMS Implementation in ICAR
Personnel Dealing Hand Access For HR Data & Payroll Entries
Different Tasks Under HRMS Responsibility
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
MIS/FMS Implementation in ICAR
Payroll & Related Processes Access For DDO
Different Tasks Related to Payroll for DDO to Perform
MIS/FMS Implementation in ICAR
HR Read Only Data For DDO
Different Tasks Under Read Only HR Access.
MIS/FMS Implementation in ICAR
Clicking on “Open Employee Service Record” Task Will Open the below Form
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.
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.
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,
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.
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.
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.
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.
MIS/FMS Implementation in ICAR
Basic Salary Information
New Page will display Monthly & Yearly Salary Of An Employee.
MIS/FMS Implementation in ICAR
Payroll Components Information.
Click on Salary Components Button to Display all Eligible Payroll Components.
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.
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.
MIS/FMS Implementation in ICAR
Employee Pay Method Details View
Clicking on Pay Method button will display another form with
List Of values.
MIS/FMS Implementation in ICAR
Employee Pay Method Details View
Double Click on Pay Method option to see Employee
Payment Methods
MIS/FMS Implementation in ICAR
Payment Details Form
Bank Details field captures the information of Bank Details.
MIS/FMS Implementation in ICAR
Employee Bank Account & Related Details.
Clicking on Bank Details Field will display Bank Account & Related Details.
MIS/FMS Implementation in ICAR
DDO Payroll Access
Choose “IASRI DDO Payroll Access Responsibility” to perform Payroll
Related Activities
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
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
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.
MIS/FMS Implementation in ICAR
Payroll Run
Search for the Payroll which has to be executed
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
MIS/FMS Implementation in ICAR
Non-Interest Bearing Advance : Festival Advance
MIS/FMS Implementation in ICAR
Interest Bearing Advance : Computer Advance
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.
MIS/FMS Implementation in ICAR
GPF Withdrawal Disbursement
MIS/FMS Implementation in ICAR
Employee Wise Payroll Run Task
Form will be opened for DDO to run Employee wise Payroll.
MIS/FMS Implementation in ICAR
Single Employee Payroll Run
Click on “Run Payroll for a Single Employee” Task to run Employee Wise
Payroll.
MIS/FMS Implementation in ICAR
Employee Wise Payroll Run
Enter Either Full Name or Number of an Employee and Click on Find Button.
MIS/FMS Implementation in ICAR
Employee Wise Payroll Run
Core Form to run Payroll for Individual Employees
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
MIS/FMS Implementation in ICAR
Employee Wise Payroll Run
Employee Wise Payroll Run is successfully Completed..
MIS/FMS Implementation in ICAR
Validation : Employee Wise Payroll Run
Click on View Results Button to Validate the Payroll Run.
MIS/FMS Implementation in ICAR
Validation : Employee Wise Payroll Run
Choose SOE Report option from the available list of
Values and Click Ok Button.
MIS/FMS Implementation in ICAR
Statement Of Earnings Report
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.
MIS/FMS Implementation in ICAR
Payroll Tasks Available Under Finance Payroll Access
Different Tasks Available Under Payroll Access For Finance
Dealing Hand.
MIS/FMS Implementation in ICAR
Employee Wise PrePayments.
Click on “Process PrePayments for a Single Employee” task to
run PrePayments.
MIS/FMS Implementation in ICAR
Run Employee Wise PrePayments
A new form will be opened.
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.
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.
MIS/FMS Implementation in ICAR
Employee Wise PrePayments
Click On View Results Button to Validate the Payroll Run. New Form will be
opened.
MIS/FMS Implementation in ICAR
Employee Wise PrePayments
Double Click on SOE Report to Validate the Payroll Results.
MIS/FMS Implementation in ICAR
Statement Of Earnings Report
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”
MIS/FMS Implementation in ICAR
Validating Pre-Payments Process
Click on View Results Button to Validate Pre-Payments Process. Another form will be
opened.
MIS/FMS Implementation in ICAR
Verifying PrePayment Results
Double Click on Payment Methods to Validate the Pre-Payment Process.
MIS/FMS Implementation in ICAR
PrePayments Status
Another Form will be opened displaying the Status of Pre-payments Process.
MIS/FMS Implementation in ICAR
Start Payroll Archival
Click on Start Archive Button to run Payroll Archival for Payslip Generation.
MIS/FMS Implementation in ICAR
Payroll Archival
Payroll Archival has been successfully completed and Payslip can be generated after this Stage.
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.
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.
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.
MIS/FMS Implementation in ICAR
Verifying Employee Wise Payroll Process Results.
System will display period wise information of all Payroll Processes and their Status.
MIS/FMS Implementation in ICAR
Reviewing Payroll Process Results
Click on “Verify Payroll Process Results” to review the Status of all Payroll Processes
MIS/FMS Implementation in ICAR
Reviewing Payroll Process Results
MIS/FMS Implementation in ICAR
Reviewing Payroll Process Results
MIS/FMS Implementation in ICAR
Reviewing Payroll Process Results
MIS/FMS Implementation in ICAR
Reviewing Employees Processed in Payroll
MIS/FMS Implementation in ICAR
Reviewing Employees Processed in Payroll
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
MIS/FMS Implementation in ICAR
Income Tax Proofs Approval
Click on “Search Tax Declaration” to Approve Income Tax Proofs.
MIS/FMS Implementation in ICAR
Income Tax Proofs Approval
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.
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
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.
MIS/FMS Implementation in ICAR
Appendix