OEIT Ation Exit Clearance Management System ECMSUser Manual 1.0
ExitClearanceManagementSystemECMSUserManual_1.0
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ECMS User Manual – PAN India Capgemini 07 Sep 2017 Version 0.3 ECMS User Manual – PAN India | Document Information Revision History Version Date Updated By Changes Applied 0.1 28 October 2013 Nilima Gurnani Created 0.2 07 September 2017 Abhijeet Kesare Updated – As per PAN India ECMS harmonization process. 0.3 06 March 2017 © Capgemini, India Abhijeet Kesare Updated – As inputs given by business team Page 2 of 70 ECMS User Manual – PAN India | Table of Contents Table of Contents 1 ECMS Overview ..............................................................................................................................4 2 Employee Clearance Process .......................................................................................................6 2.1 Separation & Approval Types .................................................................................................6 3 Getting Started ...............................................................................................................................7 3.1 Sign-On or Login Procedure ...................................................................................................7 3.2 Role Management ...................................................................................................................8 4 Home .............................................................................................................................................13 4.1 The Top Panel .......................................................................................................................13 4.2 The Bottom Panel..................................................................................................................15 5 My Information .............................................................................................................................17 6 Employee Resignation Process .................................................................................................19 6.1 Resignation Form ..................................................................................................................20 6.2 Employee Feedback Form ....................................................................................................23 7 Exit Clearance Status Form ........................................................................................................25 8 Supervisor Approval ....................................................................................................................27 9 Functional Clearances .................................................................................................................31 9.1 Asset Management Clearance ..............................................................................................31 9.2 EIS Clearance .......................................................................................................................34 9.3 ICRES Clearance ..................................................................................................................37 9.4 Learning and Development Clearance..................................................................................42 9.5 Supervisor Clearance ............................................................................................................47 9.6 Performance Management Clearance ..................................................................................50 9.7 Finance Clearance ................................................................................................................53 9.8 Time Helpdesk Clearance .....................................................................................................59 9.9 People Process/HR Clearance .............................................................................................62 9.10 Mobility Clearance .............................................................................................................65 9.11 Final Clearance .................................................................................................................67 © Capgemini, India Page 3 of 70 ECMS User Manual – PAN India | 1 ECMS Overview The Exit Clearance Management System (ECMS) is a web-based application which has been designed to regulate the flow of process when an employee leaves the organization. It facilitates the associated entities with automated process for handling resignations, transfers, termination with appropriate approval process, issuing the relieving, and experience letters. Listed below are the basic functionalities that ECMS is equipped with: Resignation Process: Employee will be able to resign using the ‘Resignation Form.’ This is applicable for Employee Resignation type of separation. Different types of separations that are included in this application are: Resignation, Termination, Deceased, Release Contractors, Retirement and Transfers. Resignation Approval: When an employee applies for a resignation, the resignation has to be approved by the supervisor. There is multi level resignation approval if employee requested to release early (Less than 85 days of notice period). For early release case there are BUHR, HR lead approvals are mandatory in system. Due Clearance Handling: The due clearances are an important part of the employee’s separation, as all the valuable assets of the company which have been assigned to the employees must be returned back. Supervisor, BUHR, and various Function Clearance Admins are responsible for doing these clearances and the application has the provision to segregate each clearance and has made it role based. Each individual role will be able to view only their respective clearance which is formalized and the separation documents are issued to the employee only after all clearances have been completed. Different Dues Clearance functions are: Assets, Finance, EIS, Library -L&C, Supervisor, ICERS, Mobility, PMD, People process, Time help desk, BUHR etc. Withdrawal process – Employee can submit resignation withdrawal through system then there are multilevel approvals for withdrawal – Supervisor, BU HR are mandatory approvals for resignation withdrawal. Exit Clearance Status: Employee and Admin function will be able to see the Exit Clearance Status Form. This status form shows all the dues receivable from employee. The intermediate status form shows a list of all the employees whose exit clearance process is in progress. Each of the above functionalities will be explained in detail in the Admin section. Other features supported by the application are: Employees can contact BUHR/Admin for all early release and resignation initiations. © Capgemini, India Page 4 of 70 ECMS User Manual – PAN India | Filling of the Feedback Form (applicable only for separation type as ‘Employee Resignation’) is mandatory for employee while submitting resignation. Exit clearance by different functions and auto-generated intimations. Clearance process follow-up will be handled via automated mailers. Calculation of final dues by Finance. Reopening of already submitted clearances, auto reopen of working days related clearances if LWD is changed after clearance submission. Issue of ‘Experience’ and ‘Relieving’ letters on last working date will be done after all stakeholder and financial due clearances have been completed. Soft copy of digitally signed ‘Experience’ and ‘Relieving’ letter will be trigger to employees personal email address. © Capgemini, India Page 5 of 70 ECMS User Manual – PAN India | 2 2.1 Employee Clearance Process Separation & Approval Types This section gives a quick view of the entire application. A matrix of the Separation Types versus the Clearances has been carved here. All the supported separation types that are applicable at any point in time to an employee can be referred through the below table and the corresponding clearance that © Capgemini, India EIS/HR BUHR ICRES Library, L&D Supervisor Performance Management Clearance Time Help desk People Process Finance Mobility Final Clearance Resignation Termination Retirement Deceased ReleaseContractor STT/Secondment ACISTransfer LongTermTransfer NonPayrollDomestic Transfer FsToNonfsTransfer FSTransfer BSVTransfer ProbationNotConfir med Asset management/IT Clearances must be done. Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y - Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y - Y Y Y - Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Page 6 of 70 ECMS User Manual – PAN India | 3 3.1 Getting Started Sign-On or Login Procedure Users can get into the system by clicking the Exit Clearance Management System link under the India Application portal. This can be seen in the below image: Link for ECMS portal The Exit Clearance Management System can be accessed through: https://ecms.fs.capgemini.com/ © Capgemini, India Page 7 of 70 ECMS User Manual – PAN India | 3.2 Role Management This section serves every user’s purpose, as they would exactly know what their responsibilities within the application are, on the basis of their individual roles. This will help them navigate through the application with ease. By referring this matrix, the user with a particular role would know what clearance is to be done and corresponding to that will be able to view the forms after logging into the Resig nation Form Withdr awal Form My Inform ation Super visor Appro val BUHR Appro val HR lead Appro Final Clearance Report Admin Payroll Mobility admin L & D Library Certification L&D Library Books People Process Time Helf Desk Performance Mgmt. Finance -Payroll Finance Housing Adv. & Forex Finance Relocation Finance Admin ICERS – Amex Card ICERS – Telephone ICERS – Access Card ICERS – Drawer Key ICERS – Bus Pass EIS Asset Mgmt. HR Lead BUHR Admin HR Lead Supervisor Contractors Employee Form s HRSS Admin application. © Capgemini, India Page 8 of 70 ECMS User Manual – PAN India | val Emplo yee Resig nation Clear ance Status Emplo yee Feedb ack Initiat e Separ ation Initiat e Transf ers HRSS Confir matio n Asset Clear ance EIS Clear ance ICRE S Bus Pass Clear ance ICRE S Drawe r Key Clear ance ICRE S Acces s Card Clear ance ICRE S Telep hone Expen se © Capgemini, India Page 9 of 70 ECMS User Manual – PAN India | Recov ery Clear ance ICRE S – Amex Card L & D Librar y Clear ance L & D Certifi cation Clear ance Super visor Clear ance Mobilit y Clear ance Finan ce Clear ance Finan ce Reloc ation Clear ance Finan ce Housi ng Adv. & Forex Clear ance Finan ce Payrol l Perfor manc e mana geme nt © Capgemini, India Page 10 of 70 ECMS User Manual – PAN India | Clear ance Time Helpd esk Clear ance Peopl e Proce ss Clear ance BUHR Clear ance HR lead Appro val Separ ation Date Chan ge Appro val Proxy Login Assig n Super visor Reinitiate Clear ance Separ ation Date Chan ge Withdr awal Proce ss User Mana geme nt Hold Final Clear ance © Capgemini, India Page 11 of 70 ECMS User Manual – PAN India | Repor ts BUHR Repor t Final Clear ance © Capgemini, India Page 12 of 70 ECMS User Manual – PAN India | 4 Home The first menu viewable at the extreme left on the Home Page. It gets you to the Home page from wherever you are within the application. Below is the image of the ECMS Home page: Top Panel Bottom Panel The Home page is typically divided into the two parts each of which is mentioned below in detail: 1. Top Panel 2. Bottom Panel 4.1 The Top Panel It is designed to facilitate users to easily reach to the most useful items when proceeding with an employee’s separation process. On the rightmost corner of the panel at the top are a few links which are as follows: Resignation Policy: This link will direct user to the KM portal. The policy documents are available for the employees to make sure they are aware of the Capgemini Resignation Policy and Protocols and comply with them. SLA Document: Clicking this link will direct users to the KM portal where the SLA document is made available. Contact List: Clicking this link will direct users to a page where a list containing the Point of Contact for the clearances would be displayed. This list is dependent on the logged-in employee’s location. The details displayed here are: Location, Clearance Type, Contact Person, and Contact Number. © Capgemini, India Page 13 of 70 ECMS User Manual – PAN India | Holiday List: A list of holidays based on the logged-in employee’s location will be displayed on this page. Support: Service Desk portal can be directly accessed using this link which will help users to raise a ticket from within the application. FAQ: Common issues faced by the users can be resolved using the Frequently Asked Questions link. Process Chart: Each process has been made into simplified process flow diagrams which can be referred through this link on the KM portal. Log Out: Click this link when you want to log out of the application at any point in time. Aside from the links, the panel also includes menu options which contain various forms that are the heart of the application. These menu options are customized and role dependent. Based on the user who has logged into the application, the corresponding menu options are viewable. To know more about the menus viewable to a specific role, refer the Role Management Matrix. Below is the description of the menu options: Home: It leads user to the Home page of the application. Resignation Process: The employees can apply for the resignation through this menu. This is viewable to every employee regardless of their role. Further, there are sub-menus which are: Resignation Form, Withdrawal Form*, My Information, Exit Clearance Status*, and Employee Feedback Form*. Resignation Approval Process: This tab appears to the employees having a role of a Supervisor, BUHR, HR Lead. Resignation Approval Form menu option for respective users appears in the dropdown. Dues Clearance Process: After an employee has resigned, different approving entities (Clearance Admin) will access this tab to record their consent/approval which is an important part in the process of employee separation. This tab is only viewable to the Clearance Admin. There are various menu options appearing in the dropdown. They are: Supervisor Clearance, HRSS confirmation, EIS Clearance, Final Settlement Statement, Asset Management Clearance, Finance Clearance, ICRES Clearance, Learning & Development Clearance, Talent Management Clearance, Time Helpdesk Clearance, BUHR Approver, Mobility clearance People Process Clearance and Final Clearance. © Capgemini, India Page 14 of 70 ECMS User Manual – PAN India | 4.2 The Bottom Panel This section covers the main aspects of the application, its features and functions in nutshell. Following the merits of the applications is the link to the user guide which, when clicked, opens the ECMS User Manual. It is available for the ease of users to navigate through the application without hassle. The last link that appears on the Home page is the link to the ‘Service Desk Portal,’ for raising any technical issues met by the users. For the Clearance Admin, the bottom panel in the Home page will look slightly different. A table is displayed that includes all the clearance types along with the count against each clearance that is pending to be cleared. The following image shows how the bottom panel looks when the Clearance Admin logs into the system: The details that are displayed in the table are: Clearance Name, Pending Count, and Cleared. Clearance Name: All the clearances that are displayed in the ‘Dues Clearance Process’ dropdown are also displayed under this field. Pending Count: Each number displayed here is a link which lets user know how many clearances are yet pending to be completed. The user lands on the corresponding clearance page where an appropriate action for each clearance can be taken. Click here to know more about how to do provide a clearance. Cleared: In this field, the user will see ‘Log Details’ appearing as a link against each clearance. Upon clicking the link, the user gets directed to the corresponding report which shows a complete history of the clearances made by the user (only the data of past 1 year will be displayed). Following screenshot illustrates the view of the Asset Management Clearance Report on clicking the ‘Log Details’ link. Following is the description for the fields available on Report screen: Search Employee ID: This option allows searching details of the employee using the Employee ID. Separation Type: The available search criteria’s has following options: All, Resignation, Termination, Retirement, Deceased, ReleaseContractor, STT/Secondment, ACISTransfer, Permanent Transfer, NonPayrollDomesticTransfer, FsToNonfsTransfer, FSTransfer, BSVTransfer, ProbationNotConfirmed © Capgemini, India Page 15 of 70 ECMS User Manual – PAN India | Location: Includes various Capgemini locations. The available search criterion has following options: All, Gandhinagar, Bhubaneswar, Salem, Thiruvananthapuram (ex Trivandrum), Gurgaon, Tiruchirapalli, Kolkata, Noida, Chennai (ex Madras), Hyderabad, Bangalore, Pune, Mumbai Below are the functions available for using the report: This icon allows going on first page. This icon allows going on previous page. This icon allows going on next page. This icon allows going on last page. The drop-down arrow field allows viewing the report in various sizes. The free text field allows entering the text to be searched. ‘Find’ link locates the entered text in the report and ‘Next’ link allows finding the same text one after the other. Once the search is completed following message box is displayed. Click OK to close the message box. This icon allows exporting the report to XML, CSV, PDF, MHTML, Excel, TIFF, or Word format. This icon allows refreshing the entire report. This icon allows printing the report. Information will flow in the report based on the type of clearances done. © Capgemini, India Page 16 of 70 ECMS User Manual – PAN India | 5 My Information This option appears in the ‘Resignation Process’ dropdown. The My Information Form is viewable to all PAN India employees including contractors regardless of their role in the system. Below image illustrates the My Information menu option: After the employee puts a resignation, through the Resignation Form, this section when accessed will display the corresponding details entered in the Resignation Form. However, if the employee fills the details in this form first, the similar details will flow in the Resignation Form. These are the details of an employee which system requires so as the company may contact the employee post the separation. Below is the image showing the My Information Form. The fields available in the form are: Address for Communication* (After Last Working Date), Landline Number, Mobile Number*, Preferred E-mail Address*(needs to be other than Capgemini email address), and Documents Pick-Up Location. © Capgemini, India Page 17 of 70 ECMS User Manual – PAN India | Employees must make sure to enter all the details required by the system. Once this done, click the ‘Submit’ button to successfully submit all your information. The ‘Reset’ button will reset the fields to blank. The ‘Cancel’ button will exit from the My Information Form and will take you to the Home page. Note: It is mandatory to enter either the Landline Number or the Mobile Number in required format. The Address for Communication and the Contact Number will flow in from GDH. © Capgemini, India Page 18 of 70 ECMS User Manual – PAN India | 6 Employee Resignation Process The resignation is regarded as one of the important separation type in the ECMS application. The process for this is very lengthy due to the clearances involved; however, it is easy to understand. Employees when apply for the resignation, requires the supervisor approval, HRSS confirmation, and numerous clearances from the functions. Here’s a quick look at the resignation process: Exit Process for Regular/Probationary Employee: Default notice period Exit Clearance Management System would provide interfaces for:i. Employee: 1. Apply for Resignation 2. Exit Clearance Status (Visible in Resignation Process dropdown for employee upon Supervisor approval) 3. Employee Feedback Form (Mandatory for resignation submission) 4. Withdrawal form (Visible after resignation submission) ii. Supervisor: 1. Approval of Resignation iii. HRSS Confirmation iv. Functions: 1. Function Clearances Exit Process for Regular Employee: Early release case Exit Clearance Management System would provide interfaces for:v. Employee: 1. Apply for Resignation 2. Exit Clearance Status (Visible in Resignation Process dropdown for employee upon Supervisor approval) 3. Employee Feedback Form (Mandatory for resignation submission) 4. Withdrawal form (Visible after resignation submission) vi. Supervisor: © Capgemini, India Page 19 of 70 ECMS User Manual – PAN India | 1. Approval of Resignation vii. BU HR: 1. Approval of Resignation viii. HR Lead 1. Approval of Resignation ix. HRSS Confirmation x. Functions: 1. Function Clearances 6.1 Resignation Form On the Home page, the ‘Resignation Form’ menu option appears in the ‘Resignation Process’ dropdown. This is viewable to all the FS India employees regardless of their role once they login to the application. Following screenshot illustrates the ‘Resignation Form’ menu option in the ‘Resignation Process’ dropdown: © Capgemini, India Page 20 of 70 ECMS User Manual – PAN India | On selecting this menu option, the user will land up to employee’s detailed Resignation Form. The information of the employee flows in here and similarly, it would also be viewable in various other forms available throughout the application. Following screenshot illustrates the fields available on the Resignation Form: Following is the data of the employee that flows in the Resignation Form: Employee ID, Employee Name, Designation, Supervisor, SBU, BU, Sub BU Name, Separation Reason, Confirmed Resignation Date, Supervisor Approval Date, BUHR Approval Status, Resignation Date, Last Working Date, Notice Shortfall Days, Global Date of Joining, Local Date of Joining, Location, Assigned Supervisor, Organization, Separation/Transfer Type, Confirmed Last Working Date, Supervisor approval Status, Location of Transfer etc. Aside from the information that flows in, following are the fields where user has to manually enter the information: Reason (options in the dropdown include: Interpersonal, Personal, Work), SubReason*, Message to Supervisor / Comments, Address for communication (After the Last Working Date), Landline Number, Mobile Number, and Personal E-mail Address [other than Capgemini email id]. Employees must make sure to enter all the details required by the system. Once this done, click the ‘Submit’ button system ask user to submit the feedback form. © Capgemini, India Page 21 of 70 ECMS User Manual – PAN India | After submitting Feedback form on clicking the Submit button, the ‘Non-Solicit and Compete Clause’ appears to which an employee can choose to agree by clicking the ‘I Agree’ button. Else, the employee can click the ‘X’ button located at the top right corner of the clause to close and go back to the Resignation Form. The resignation will only be submitted successfully upon acceptance of the non-solicit clauses. As a next step in the process, an e-mail is triggered from the employee to the supervisor and will also be copied to the employee. E-mail will also be sent from the employee to the Supervisor & BUHR upon acceptance of the Non-Solicit & Competence Clause. The employee’s resignation will now be reflected in the Supervisor’s queue. Note: Employees with designation of Manager and above will have a different list of DL, while the e-mail notifications for their resignation are being sent out The ‘Reset’ button will reset the fields to blank. The ‘Cancel’ button will exit from the Resignation Form and will take you to the Home page. Sub-Reason* - The data in the field gets populated based on the selection made in the ‘Reason’ field. © Capgemini, India Page 22 of 70 ECMS User Manual – PAN India | Business Rules Resignation for a transferred employee can only be initiated if following conditions are met: Base Location is India Transferred Process Flow has been completed This facility is not available to the Contractors and Interns. 6.2 Employee Feedback Form Capgemini conducts the exit interviews in order to get feedback about the job the employee held, the work environment, and the organization. It is an opportunity for an employee to give feedback on the company, and on the supervision they received. ECMS has a provision to record employee feedback while using the application for the separation procedure. This form is mandatory while submitting resignation. ‘Employee Feedback’ button is displayed in resignation form only. The lower panel of the screen includes several questionnaires which require the users to provide their input by either replying to the question with a Yes/No, or, by mentioning their comments in the textboxes. Below image illustrates the fields available on the feedback form: The various sections you would see in the form are: Facilities at Work Place, Personal, Work Related, Growth & Development, Compensation and Benefits, Interpersonal Issues, Organizational Practices, Systems, and Processes, and General. © Capgemini, India Page 23 of 70 ECMS User Manual – PAN India | Employees have to expand each section and provide their valuable feedback. A provision of saving the entered information has been given in this form. Use the ‘Save’ button to save your entry and resume back to where you had left. Employees must make sure to enter all the details required by the system. Once this done, click the ‘Submit’ button to successfully submit the form. The form is not allowed to be edited after it has been submitted. However, it can be viewed by the employee. The ‘Reset’ button will reset the fields to blank. The ‘Cancel’ button will exit from the Employee Feedback Form and will take you to the Home page. © Capgemini, India Page 24 of 70 ECMS User Manual – PAN India | 7 Exit Clearance Status Form This form is viewable to the employee who has applied for the resignation and wants to track the status of all the clearances. ECMS gives this facility to an employee to view the statuses in a single interface. This form can be located in the ‘Resignation Process’ menu on the Home page. However, it will only be viewable in the dropdown after the ‘HRSS Confirmation’ has been done. Below is the screenshot that illustrates the ‘Exit Clearance Status Form’ in the ‘Resignation Process’ dropdown: When user clicks this option, he gets directed to the ‘Exit Clearance Status’ form page. The basic information of the employee that is displayed at the top panel of the form is: Employee ID, Global Joining Date, Employee Name, Local Date of Joining, Designation, Location, Supervisor, Assigned Supervisor, Entity, Organization, SBU, BU, Sub BU, Separation / Transfer Type, Separation Reason, Separation Sub Reason, Confirmed Resignation Date, Confirmed Last Working Date, Supervisor Approval Date, Supervisor Approval Status, BUHR Approval Status, and Location of Transfer. © Capgemini, India Page 25 of 70 ECMS User Manual – PAN India | There are two sections in this form that provide the status of various clearances: 1. Functions 2. Others Functions Various functions that are listed in this section under the ‘Function’ field are: Asset Management EIS Clearances Supervisor Clearance Finance ICRES Learning & Development People Process Performance Management Mobility Time Helpdesk ‘Status’ field gives statuses of each function clearance or sub-clearance. ‘Dues Amount’ field contains the amount which is pending for the employee to be paid. Others BUHR, Employee Feedback, and Final Clearance are the additional items whose status can be tracked and are viewable under the ‘Status’ dropdown. Click here for the complete contact list: It is the link that routes employee to the contact page where the contact numbers of all the SPOCs based on the location of the employee are listed. At any point in time, if the employee wants to contact the SPOC the list can be used. © Capgemini, India Page 26 of 70 ECMS User Manual – PAN India | 8 Supervisor Approval The approval of the supervisor is typically the most vital step in the process of separation type as resignation and is regarded as one of the important approval. Supervisor approval is not required in other separation types. Supervisor can change LWD of employee. Depending of LWD submitted by Supervisor approval workflow is differs. Supervisor approval is mandatory in resignation, withdrawal. When the Supervisor logs into the application, on the Home page, the Worklist will display the employee’s resignation request pending for an action. The image displayed below illustrates the Home page of the Supervisor after the employee has applied for the resignation: Home The action items for Supervisor are: 1. Supervisor Approval 2. Supervisor Clearance Supervisor Approval When the user clicks the Pending Count link, the user gets routed to the ‘Resignation Approval’ page. A list of employees who have applied for separation will be viewable in this list. Following screenshot illustrates the Resignation Approval screen: © Capgemini, India Page 27 of 70 ECMS User Manual – PAN India | Below is the description of the fields available on the Resignation Approval screen: Search Criteria Employee Name (ID): User can enter the name of the employee available in the list to narrow down the search. Click the ‘Search’ button to filter the search results. Following are the fields that will be displayed in this screen: Employee Name ID*, Location, Separation Type, Resignation Date, Last Working Date, Request Status, and HRSS Confirmation Date. Employee Name ID* - It is a link in the application that routes to the Resignation Approval Form. Click here, for more information on Supervisor Clearance. Supervisor approval page © Capgemini, India Page 28 of 70 ECMS User Manual – PAN India | Supervisor has an option to change last working date if employee requested. If notice shortfall is less than 85 days then supervisor must need to submit BUHead approval email for early releasing. Along with LWD supervisor has to enter assessment inputs of employee, does employee has breach agreement, if any message to hrss team. Supervisor Clearance The ‘Log Details’ link will route users to the Supervisor Clearance Report. Refer section 4.2 to know more about how to use the report. Supervisor Clearance Report Following screenshot illustrates the view of the ‘Supervisor Clearance Report’ upon clicking the ‘Log Details’ link: Below is the description of the fields available on the report: Search Employee ID: This field helps searching results of a particular employee using the employee ID. Employee details displayed in the report are: Employee ID, NT User ID, Employee Name, Location, Location of Transfer, Separation Type, Resignation Date, Last Working Date, HRSS confirmation, All Time Sheets Approved, All Time Sheets Approved Comments, Expense Approved, Expense Approved Comments, Project Related Material Returned, Project Related Material Due Amount, Project Returned Material Returned Comments, Client Access Revoked, Replacement Supervisor, Completed By, and Completed Date. Resignation Process This menu on the home page contains the following menu options for the Supervisor: © Capgemini, India Page 29 of 70 ECMS User Manual – PAN India | Resignation Form My Information Resignation Approval Process The menu option contains a single menu item: Resignation Approval Form Dues Clearance Process It is important to provide the Supervisor Clearance for an employee. This can be done by accessing the ‘Supervisor Clearance’ menu option from the dropdown. This will direct user to the Supervisor Clearance screen. Below image illustrates the Supervisor Clearance screen: The fields available on the Supervisor Clearance screen are: Search Criteria Employee Name (ID): Enter the name or KIN ID of an employee to search a particular employee and click the ‘Search’ button. © Capgemini, India Page 30 of 70 ECMS User Manual – PAN India | 9 Functional Clearances Clearances play a vital role when the employee separation is in process. They are done to ensure that no valuable assets that belong to the company remain with the employee and vice versa. The beauty of the application is that it covers all the possible clearances that might be applicable to the employee at the time of separation. Additionally it is the best tool to track and handle the clearances. This step is usually followed by the HRSS confirmation. If a request appears in the clearance queues, means that the HRSS confirmation has been done. Accordingly, after the approvals from all clearances have been completed will the employee be able to receive the separation documents, if applicable. This section will cover each clearance type included in the application. Below listed are the clearances which will be described in detail in the following sub-sections: 1. Asset Management Clearance 2. EIS Clearance 3. ICERS Clearance 4. Learning and Development Clearance 5. Supervisor Clearance 6. Performance Management Clearance 7. Finance Clearance 8. Time Helpdesk Clearance 9. People Process Clearance 10. BUHR Clearance 11. Mobility Clearance 9.1 Asset Management Clearance This clearance is for the Asset Management Team within Capgemini and is done by them. The request will be viewable in their ‘Worklist’ when they log into the application. Click here to know more about the separation types that require Asset Management Clearance. © Capgemini, India Page 31 of 70 ECMS User Manual – PAN India | Below image illustrates the Home page of the user responsible for doing the Asset Management Clearance: Home The action items for Asset Management Clearance role are: 1. Asset Management Asset Management Clearance The requests related to company Desktops, Laptops, Hardware, and/or Software which have been allotted to employee which are to be returned back to the company are tracked here. When the user clicks the Pending Count link, the user gets routed to the ‘Asset Management Clearance’ page. A list of employees for whom the Asset Management Clearance is to be done will be viewable. Following screenshot illustrates the Asset Management Clearance screen: Below is the description of the fields available on the Asset Management Clearance screen: Search Criteria © Capgemini, India Page 32 of 70 ECMS User Manual – PAN India | Employee Name (ID): User can enter the name of the employee available in the list to narrow down the search. Click the ‘Search’ button to filter the search results. Following are the fields that will be displayed in this screen: Data Source, Employee Name ID*, Location, Separation Type, Resignation Date, Last Working Date, Request Status, and HRSS confirmation Date. Employee Name ID* - It is a link in the application that routes to the Asset Management Clearance Form. Asset Management Clearance Form User needs to provide status on the assets, enter any amount that is due on employee, comments and ‘Submit’ the request. Below image illustrates the Asset Management Clearance Form: The basic information of the employee that is displayed at the top panel of the form is: Employee ID, Global Joining Date, Employee Name, Local Date of Joining, Designation, Location, Supervisor, Assigned Supervisor, Entity, Organization, Project Name / Number, Separation / Transfer Type, Separation Reason, Separation Sub Reason, Confirmed Resignation Date, Confirmed Last Working Date, Supervisor Approval Date, Supervisor Approval Status, BUHR Approval Status, and Location of Transfer. The user has to perform the below mentioned task in the fields that are displayed below the employee information. The user can choose either status that may be applicable to the following: Desktop © Capgemini, India Page 33 of 70 ECMS User Manual – PAN India | Laptop Hardware Software Each of the above mentioned fields have a dropdown and the available statuses in this dropdown are: Returned, Not Returned, and Not Applicable. The assets can be n either of the status. Amount: This field is common to all the asset fields and the user can enter the due amount here. Comments: This field is also common to each of the asset fields and user comments can be entered here. A provision of saving the entered information has been given in this form. Use the ‘Save’ button to save your entry and resume back to where you had left. Employees must make sure to enter all the details required by the system. Once this done, click the ‘Submit’ button to successfully submit all your information. The ‘Reset’ button will reset the fields to blank. The ‘Back’ button will exit from the Asset Management Form and will take you back to the employee list. The ‘Notify Employee’ button when clicked will open the Microsoft Outlook page where the user can write an e-mail to employee for sending out any important notification. The e-mail will be sent to the employee and the Supervisor of the employee, Asset Management login user, and the HRSS Off boarding Process will be copied in the mail. Business Rules The Asset management screen has different views based on the separation types. Request Submitted An e-mail notification is sent to the employee. An e-mail notification is sent to the payroll team in case a re-opened form is submitted. The request goes off from the ‘Pending’ queue and the record appears in the clear queue. 9.2 EIS Clearance This form opens in the approval queue once HRSS Confirms the resignation. It is used for calculating the salary components of the employees. This clearance is done by the EIS Clearance Admin. The © Capgemini, India Page 34 of 70 ECMS User Manual – PAN India | request will be viewable in their ‘Worklist’ when they log into the application. Click here to know more about the separation types that require EIS Clearance. Below image illustrates the Home page of the EIS Clearance: Home The action items for EIS Clearance role are: 1. EIS EIS Clearance In this type of clearance, the user works on the salary components of the employee which includes the notice period days, net salary payable, etc. and provides the clearance. When the user clicks the Pending Count link, the user gets routed to the ‘EIS Clearance’ page. A list of employees for whom the EIS Clearance is to be done will be viewable. Following screenshot illustrates the EIS Clearance screen: Below is the description of the fields available on the clearance screen: Search Criteria © Capgemini, India Page 35 of 70 ECMS User Manual – PAN India | Employee Name (ID): User can enter the name of the employee available in the list to narrow down the search. Click the ‘Search’ button to filter the search results. Following are the fields that will be displayed in this screen: Data Source, Employee Name ID*, Location, Separation Type, Resignation Date, Last Working Date, Request Status, and HRSS confirmation Date. Employee Name ID* - It is a link in the application that routes to the EIS Dues Clearance Form. EIS Dues Clearance Form User needs to provide status on the salary payable to the employee based on the notice period of the employee that will be served. Below image illustrates the EIS Dues Clearance Form: The basic information of the employee that is displayed at the top panel of the form is: Employee ID, Global Joining Date, Employee Name, Local Date of Joining, Designation, Location, Supervisor, Assigned Supervisor, Entity, Organization, Project Name / Number, Separation / Transfer Type, Separation Reason, Separation Sub Reason, Confirmed Resignation Date, Confirmed Last Working Date, Supervisor Approval Date, Supervisor Approval Status, BUHR Approval Status, and Location of Transfer. Following are the fields which are viewable below the employee information where user has to enter the information: Waiver of Notice Period, Number of Days, Reason, Notice Period Days to Employee, Salary Payable (days), Notice Pay Days from Employee, Comments, and File Upload. Upload button will upload the e-mail file that has been selected by the user using the ‘Browse’ button. © Capgemini, India Page 36 of 70 ECMS User Manual – PAN India | A provision of saving the entered information has been given in this form. Use the ‘Save’ button to save your entry and resume back to where you had left. Employees must make sure to enter all the details required by the system. Once this done, click the ‘Submit’ button to successfully submit all your information. The ‘Reset’ button will reset the fields to blank. The ‘Back’ button will exit from the EIS Form and will take you back to the employee list. The ‘Notify Employee’ button when clicked will open the Microsoft Outlook page where the user can write an e-mail to employee for sending out any important notification. The e-mail will be sent to the employee and the Supervisor of the employee, EIS login user, and the HRSS Off boarding Process will be copied in the mail. Business Rules Request Submitted An e-mail notification is sent to the employee. An e-mail notification is sent to the payroll team in case a re-opened form is submitted. The request goes off from the ‘Pending’ queue of the Approver. The Status of the Employee Clearance Form gets updated. 9.3 ICRES Clearance This clearance is for the ICRES Team within Capgemini and is done by them. The request will be viewable in their ‘Worklist’ when they log into the application. The ICRES Clearance has been divided into parts which makes it easier for users of each department to individual clearance and helps completing the clearance process smoothly. Click here to know more about the separation types that require ICRES Clearance. Different ICRES Sub-Clearances are: 1. ICRES Amex 2. ICRES Access Card 3. ICRES Bus Pass 4. ICRES Drawer Key 5. ICRES Telephone Expense Recovery © Capgemini, India Page 37 of 70 ECMS User Manual – PAN India | Each sub-clearance roles can be assigned to a single user or to different users. This role can be assigned by the Admin through the User Management Module. The Home page and the ICRES Clearance screen for all the above roles would be same with a minor difference in the ICRES Clearance Form for each of the roles. This section will cover in detail how to use the ICRES Clearance Form for all the roles. Below image illustrates the Home page of the user responsible for doing the ICRES Clearance: Home The action items for ICRES Clearance role are: 1. ICRES ICRES Clearance The requests related to Amex Cards, Access Cards, Bus Pass, Drawer Keys, and Telephone Expense Recovery which have been allotted to employee and must be returned back to the company at the time of separation are tracked here. When the user clicks the Pending Count link, the user gets routed to the ‘ICRES Clearance’ page. A list of employees for whom the ICRES Clearance is to be done will be viewable. Note: The ICRES Clearance will be considered as completed for a particular employee when all the individual asset clearances (e.g., Amex Card, Bus Pass, etc,) have been done. Following screenshot illustrates the Clearance screen: © Capgemini, India Page 38 of 70 ECMS User Manual – PAN India | Below is the description of the fields available on the ICRES Clearance screen: Search Criteria Employee Name (ID): User can enter the name of the employee available in the list to narrow down the search. Click the ‘Search’ button to filter the search results. Following are the fields that will be displayed in this screen: Employee Name ID*, Location, Separation Type, Resignation Date, Last Working Date, Request Status, and HRSS confirmation Date. Employee Name ID* - It is a link in the application that routes to the GFM Clearance Form. ICRES Clearance Form User needs to provide status on the assets that are to be returned by the employee and ‘Submit’ the request. Below image illustrates the ICRES Clearance Form: © Capgemini, India Page 39 of 70 ECMS User Manual – PAN India | The basic information of the employee that is displayed at the top panel of the form is: Employee ID, Global Joining Date, Employee Name, Local Date of Joining, Designation, Location, Supervisor, Assigned Supervisor, Entity, Organization, Project Name / Number, Separation / Transfer Type, Separation Reason, Separation Sub Reason, Confirmed Resignation Date, Confirmed Last Working Date, Supervisor Approval Date, Supervisor Approval Status, BUHR Approval Status, and Location of Transfer. The user has to perform the below mentioned task in the fields that are displayed below the employee information. ICRES Clearance – Amex Cards The user can choose either status that may be applicable to the Amex Card for that employee: Returned Not Returned Not Applicable Amount: This field is common to all the asset fields and the user can enter the due amount here. Comments: This field is also common to each of the asset fields and user comments can be entered here. A provision of saving the entered information has been given in this form. Use the ‘Save’ button to save your entry and resume back to where you had left. © Capgemini, India Page 40 of 70 ECMS User Manual – PAN India | Employees must make sure to enter all the details required by the system. Once this done, click the ‘Submit’ button to successfully submit all your information. The ‘Reset’ button will reset the fields to blank. The ‘Back’ button will exit from the Asset Management Form and will take you back to the employee list. The ‘Notify Employee’ button when clicked will open the Microsoft Outlook page where the user can write an e-mail to employee for sending out any important notification. The e-mail will be sent to the employee and the Supervisor of the employee, Asset Management login user, and the HRSS Offboarding Process will be copied in the mail. ICRES Clearance – Access Cards The user can choose either status from the Access Cards field that may be applicable to the Access Card for that employee: Returned Not Returned Not Applicable ICRES Clearance – Bus Pass The user can choose either status from the Bus Pass field that may be applicable to the Bus Pass for that employee: Returned Not Returned Not Applicable ICRES Clearance – Drawer Keys The user can choose either status from the Drawer Keys field that may be applicable to the Drawer Key for that employee: Returned Not Returned Not Applicable © Capgemini, India Page 41 of 70 ECMS User Manual – PAN India | ICRES Clearance – Telephone Expense Recovery The user can choose either status from the Telephone Expense Recovery field that may be applicable to the Telephone Expense for that employee: Recovered Not Recovered Not Applicable Business Rules Request Submitted An e-mail notification is sent to the employee only when all the ICRES Clearances have been completed. An e-mail notification is sent to the payroll team in case a re-opened form is submitted. Status of the Employee Clearance Form gets updated only if all the ICRES Clearances have been done. 9.4 The request goes off from the ‘Pending’ queue of the ICRES Approver. Learning and Development Clearance This clearance is for the Learning & Development Team within Capgemini and is done by them. The request will be viewable in their ‘Worklist’ when they log into the application. Click here to know more about the separation types that require Learning and development Clearance. The Learning and development has been divided into parts which makes it easier for users of each department to do individual clearance and helps completing the clearance process smoothly. Different Learning and Development Sub-Clearances are: 1. L&D – Certification 2. L&D – Library © Capgemini, India Page 42 of 70 ECMS User Manual – PAN India | Each sub-clearance roles can be assigned to a single user or to different users. This role can be assigned by the Admin through the User Management Module. The Home page and the Learning and Development Clearance screen for all the above roles would be same with a minor difference in the Learning & Development Form for each of the roles. Below image illustrates the Home page of the user responsible for doing the Learning and Development Clearance: Home The action items for Learning & Development role are: 1. Learning & Development Learning & Development Clearance The requests related to company Library and Certifications for the employee is tracked here. When the user clicks the Pending Count link, the user gets routed to the ‘Learning & Development Clearance’ page. A list of employees for whom the Learning & Development Clearance is to be done will be viewable. Following screenshot illustrates the Clearance screen: © Capgemini, India Page 43 of 70 ECMS User Manual – PAN India | Below is the description of the fields available on the Clearance screen: Search Criteria Employee Name (ID): User can enter the name of the employee available in the list to narrow down the search. Click the ‘Search’ button to filter the search results. Following are the fields that will be displayed in this screen: Data Source, Employee Name ID*, Location, Separation Type, Resignation Date, Last Working Date, Request Status, and HRSS confirmation Date. Employee Name ID* - It is a link in the application that routes to the Learning & development Clearance Form. Learning & Development Clearance Form User needs to provide status on the books or material issued from the library and the certification taken by the employees. If any amount is due to be paid by the employee if the books are not returned for the certification done can be tracked through this clearance form. There is auto feed from library application to ECMS if any books is taken by employee & not return yet. Below image illustrates the Learning & Development Clearance Form: © Capgemini, India Page 44 of 70 ECMS User Manual – PAN India | The basic information of the employee that is displayed at the top panel of the form is: Employee ID, Global Joining Date, Employee Name, Local Date of Joining, Designation, Location, Supervisor, Assigned Supervisor, Entity, Organization, Project Name / Number, Separation / Transfer Type, Separation Reason, Separation Sub Reason, Confirmed Resignation Date, Confirmed Last Working Date, Supervisor Approval Date, Supervisor Approval Status, BUHR Approval Status, and Location of Transfer. The user has to perform the below mentioned task in the fields that are displayed below the employee information. L&D Development - Certification The user can choose either status from the ‘Certification’ field that may be applicable to the Certification taken by the employee: Applicable Not Applicable User can view inputs from PICS application for dues, in-cace if employee is eligible for due. The user can enter any other certification done by the employee in the ‘Certification Other’ field. L&D Clearance – Library The user can choose either status from the ‘Library Books’ field that may be applicable to the Library Books issued by the employee: © Capgemini, India Page 45 of 70 ECMS User Manual – PAN India | Returned Not Returned Not Applicable The user can enter any other library books issued by the employee in the ‘Library Other’ field. Amount: This field is used to enter the due amount. Comments: The user comments can be entered here. A provision of saving the entered information has been given in this form. Use the ‘Save’ button to save your entry and resume back to where you had left. Employees must make sure to enter all the details required by the system. Once this done, click the ‘Submit’ button to successfully submit all your information. The ‘Reset’ button will reset the fields to blank. The ‘Back’ button will exit from the Asset Management Form and will take you back to the employee list. The ‘Notify Employee’ button when clicked will open the Microsoft Outlook page where the user can write an e-mail to employee for sending out any important notification. The e-mail will be sent to the employee and the Supervisor of the employee, Learning & Culture Management login user, and the HRSS Offboarding Process will be copied in the mail. Business Rules Request Submitted An e-mail notification is sent to the employee only when both the L&D Clearances have been completed. An e-mail notification is sent to the payroll team in case a re-opened form is submitted. Status of the Employee Clearance Form gets updated only if both the L&D Clearances have been done. The request goes off from the ‘Pending’ queue of the L&D Approver. © Capgemini, India Page 46 of 70 ECMS User Manual – PAN India | 9.5 Supervisor Clearance This clearance is for the Supervisor of the employee and is to be done by them. The request will be viewable in their ‘Worklist’ when they log into the application after the employee’s separation request is the HRSS confirmation status. The HRMS Supervisor can view and approve the resignation through this form. Click here to know more about the separation types that require a Supervisor Clearance. Below image illustrates the Home page of the Supervisor responsible for doing the Supervisor Clearance: Home The action items for Supervisor role are: 1. Supervisor Clearance Supervisor Clearance It is important for the Supervisor to perform all clearance formalities for the employee. When the user clicks the Pending Count link, the user gets routed to the ‘Supervisor Clearance’ page. A list of employees for whom the Supervisor Clearance is to be done will be viewable. Following screenshot illustrates the Clearance screen: Below is the description of the fields available on the Clearance screen: Search Criteria Employee Name (ID): User can enter the name of the employee available in the list to narrow down the search. © Capgemini, India Page 47 of 70 ECMS User Manual – PAN India | Click the ‘Search’ button to filter the search results. Following are the fields that will be displayed in this screen: Data Source, Employee Name ID*, Location, Separation Type, Resignation Date, Last Working Date, Request Status, and HRSS confirmation Date. Employee Name ID* - It is a link in the application that routes to the Supervisor Clearance Form. Supervisor Clearance Form The Supervisor needs to provide status on the project related material which were assigned to the employee, any expenses pending to be cleared, whether all time sheets have been duly submitted and approved, and all access pertaining to the client has been removed to ensure security of the critical data. There is feed from time card application which shows whether time sheets are approved for employee for required period. Below image illustrates the Supervisor Clearance Form: The basic information of the employee that is displayed at the top panel of the form is: Employee ID, Global Joining Date, Employee Name, Local Date of Joining, Designation, Location, Supervisor, Assigned Supervisor, Entity, Organization, Project Name / Number, Separation / Transfer Type, Separation Reason, Separation Sub Reason, Confirmed Resignation Date, Confirmed Last Working Date, Supervisor Approval Date, Supervisor Approval Status, BUHR Approval Status, and Location of Transfer. The Supervisor has to perform the below mentioned task in the fields that are displayed below the employee information. The user can choose either status from the ‘Project Related Material Returned’ field that may be applicable to the project assets issued to the employee: Yes © Capgemini, India Page 48 of 70 ECMS User Manual – PAN India | No Not Applicable The user can choose either status from the ‘Time Sheets Approved’ field that may be applicable to the time sheets to be filled by the employee: Yes No The user can choose either status from the ‘Expense Approved’ field that may be applicable to the expenditure made by the employee: Yes No Not Applicable This field is to maintain security of the client data and it is very important to revoke client access when the system is being returned back. The user can choose either status from the ‘ Client Access Revoked’ field if the employee is working for the clients: Yes No The user can choose either value from the ‘Shift Allowance’ field that is applicable for BSv employee only: Yes No Not Applicable Amount: This field is used to enter the due amount. Comments: The user comments can be entered here. A provision of saving the entered information has been given in this form. Use the ‘Save’ button to save your entry and resume back to where you had left. Employees must make sure to enter all the details required by the system. Once this done, click the ‘Submit’ button to successfully submit all your information. © Capgemini, India Page 49 of 70 ECMS User Manual – PAN India | The ‘Reset’ button will reset the fields to blank. The ‘Back’ button will exit from the Supervisor clearance Form and will take you back to the employee list. The ‘Notify Employee’ button when clicked will open the Microsoft Outlook page where the user can write an e-mail to employee for sending out any important notification. The e-mail will be sent to the employee and the Supervisor of the employee and the HRSS Offboarding Process will be copied in the mail. Business Rules Request Submitted An e-mail notification is sent to the employee when the Supervisor Clearances has been completed. Status of the Employee Clearance Form gets updated. The request goes off from the ‘Pending’ queue of the Supervisor. For ACIS employee Submit clearance button is enable only if time sheets are submitted & approved in time card application. [time sheets for last 6 months from LWD month] 9.6 Performance Management Clearance This clearance is applicable for resignation, retirement, ACIS Transfer, FS transfer, BSv transfer, Long term transfer, non payroll domestic transfer & probation not confirmed separation type. The request will be viewable in ‘Worklist’ of the users having the PMD admin, when they log into the application after the employee’s separation request is the HRSS confirmation status. The form is available to the Performance Management Admin. Performance clearance is automatically done if resigned employee is not appraiser. Else if he/she is appraiser then PMD admin has to submit clearance manually. Below image illustrates the Home page of the Admin responsible for doing the Performance Management Clearance: © Capgemini, India Page 50 of 70 ECMS User Manual – PAN India | Home The action items for Admin role for the Performance Management Clearance are: Performance Management Performance Management Clearance It is important for the Admin to perform all clearance formalities related to the project exit interview of the employee. When the user clicks the Pending Count link, the user gets routed to the ‘Performance Management Clearance’ page. A list of employees for whom the Performance Management Clearance is to be done will be viewable. Following screenshot illustrates the Clearance screen: Below is the description of the fields available on the Clearance screen: Search Criteria Employee Name (ID): User can enter the name of the employee available in the list to narrow down the search. Click the ‘Search’ button to filter the search results. Following are the fields that will be displayed in this screen: Data Source, Employee Name ID*, Location, Separation Type, Resignation Date, Last Working Date, Request Status, and HRSS confirmation Date. Employee Name ID* - It is a link in the application that routes to the PMD Clearance Form. Performance Management Clearance Form © Capgemini, India Page 51 of 70 ECMS User Manual – PAN India | The team needs to provide status on the exit interview which the employee needs to undergo when he/she is getting released from the project. Below image illustrates the Talent Management Clearance Form: The basic information of the employee that is displayed at the top panel of the form is: Employee ID, Global Joining Date, Employee Name, Local Date of Joining, Designation, Location, Supervisor, Assigned Supervisor, Entity, Organization, Project Name / Number, Separation / Transfer Type, Separation Reason, Separation Sub Reason, Confirmed Resignation Date, Confirmed Last Working Date, Supervisor Approval Date, Supervisor Approval Status, BUHR Approval Status, and Location of Transfer. The Admin has to perform the below mentioned task in the fields that are displayed below the employee information. The user can choose either status from the ‘Reason for Completing Project Exit Interview’ field that may be applicable to the exit interview given by the employee: Self Only For Self and Reportees For Reportees Only Not Completed The user can choose the date on which the interview was scheduled using the Calendar icon appearing next to the ‘Project Exit Interview Date of Completion’ field. Comments: The user comments can be entered here. A provision of saving the entered information has been given in this form. Use the ‘Save’ button to save your entry and resume back to where you had left. Employees must make sure to enter all the details required by the system. Once this done, click the ‘Submit’ button to successfully submit all your information. © Capgemini, India Page 52 of 70 ECMS User Manual – PAN India | The ‘Reset’ button will reset the fields to blank. The ‘Back’ button will exit from the PMD Management Form and will take you back to the employee list. The ‘Notify Employee’ button when clicked will open the Microsoft Outlook page where the user can write an e-mail to employee for sending out any important notification. The e-mail will be sent to the employee and the Supervisor of the employee, Performance Management login user and the HRSS Off boarding Process will be copied in the mail. Business Rules Request Submitted An e-mail notification is sent to the employee when the Performance Management Clearance has been completed. An e-mail notification is sent to the payroll team in case a re-opened form is submitted. Status of the Employee Clearance Form gets updated if the Performance Management Clearance has been done. 9.7 The request goes off from the ‘Pending’ queue of the Performance Management Admin. Finance Clearance This clearance is for the Finance Admin Team within Capgemini and is done by them. The request will be viewable in their ‘Worklist’ when they log into the application. Click here to know more about the separation types that require Finance Clearance. The Finance Clearance has been divided into parts which makes it easier for users of each department to do individual clearance and helps completing the clearance process smoothly. Different Finance Sub-Clearances are: 1. Finance - Admin 2. Finance - Housing Advance and Foreign Exchange (Forex) 3. Finance – Relocation 4. Finance - Payroll Each sub-clearance roles can be assigned to a single user or to different users. This role can be assigned by the Admin through the User Management Module. The Home page and the Finance © Capgemini, India Page 53 of 70 ECMS User Manual – PAN India | Clearance screen for all the above roles would be same with a minor difference in the Finance Clearance Form for each of the roles. Below image illustrates the Home page of the Finance Clearance: Home The action items for Finance Clearance Admin are: 1. Finance Finance Clearance The requests related to housing, foreign exchange, and relocation of the employee is tracked here. When the user clicks the Pending Count link, the user gets routed to the ‘Finance Clearance’ page. A list of employees for whom the Finance Clearance is to be done will be viewable. Following screenshot illustrates the Clearance screen: Below is the description of the fields available on the Clearance screen: Search Criteria © Capgemini, India Page 54 of 70 ECMS User Manual – PAN India | Employee Name (ID): User can enter the name of the employee available in the list to narrow down the search. Click the ‘Search’ button to filter the search results. Following are the fields that will be displayed in this screen: Data Source, Employee Name ID*, Location, Separation Type, Resignation Date, Last Working Date, Request Status, and HRSS confirmation Date. Employee Name ID* - It is a link in the application that routes to the Finance Clearance Form. Finance Clearance Form User needs to provide employee’s relocation and housing related statuses if they are applicable to the employee. Below image illustrates the Finance Clearance Form: © Capgemini, India Page 55 of 70 ECMS User Manual – PAN India | The basic information of the employee that is displayed at the top panel of the form is: Employee ID, Global Joining Date, Employee Name, Local Date of Joining, Designation, Location, Supervisor, Assigned Supervisor, Entity, Organization, Project Name / Number, Separation / Transfer Type, Separation Reason, Separation Sub Reason, Confirmed Resignation Date, Confirmed Last Working Date, Supervisor Approval Date, Supervisor Approval Status, BUHR Approval Status, and Location of Transfer. The user has to perform the below mentioned task in the fields that are displayed below the employee information. Finance Clearance – Admin There are two sections which are viewable on the Finance Clearance Form when the Admin logs into the application: Inputs for Earnings and Inputs for Deductions. Inputs for Earnings The user can enter amount into the following fields that may be applicable to the employee: Housing Int Sub. Amount (Rs.) Vehicle Int Sub. Amount (Rs.) General Int Sub. Amount (Rs.) Processing Chrgs Amount (Rs.) Other Amount (Rs.) © Capgemini, India Page 56 of 70 ECMS User Manual – PAN India | For all of the above charges applicable, user can choose an effective date using the Calendar icon in the ‘Effective From Date’ field. This field is viewable next to each of the above mentioned fields. Inputs for Deductions The user can choose either status from the None, Yes, and Not Applicable for the following fields: LTA Telephone Recovery KIT allowance cost Others Finance Clearance – Housing and Foreign Exchange The user can choose either status from the ‘Housing Advance’, ‘ Foreign Exchange’ field that may be applicable to the housing facilities provided to the employee: None Yes Not Applicable Finance Clearance – Relocation The user can choose either status from the ‘Relocation Cost’ field that may be applicable to the relocation cost applicable to the employee: None Yes Not Applicable Finance Clearance – Payroll © Capgemini, India Page 57 of 70 ECMS User Manual – PAN India | The user can choose either status from the None, Yes, and Not Applicable for the following fields: - Overpayment/Advance Salary - Reimbursement - Joining Bonus Recovery - OAAR - Outstanding Settling allowances - Outstanding Prepaid Variable Bonus - Relocation Cost (Payroll) Amount: This field is used to enter the due amount. Comments: The user comments can be entered here. A provision of saving the entered information has been given in this form. Use the ‘Save’ button to save your entry and resume back to where you had left. Employees must make sure to enter all the details required by the system. Once this done, click the ‘Submit’ button to successfully submit all your information. The ‘Reset’ button will reset the fields to blank. The ‘Back’ button will exit from the Asset Management Form and will take you back to the employee list. The ‘Notify Employee’ button when clicked will open the Microsoft Outlook page where the user can write an e-mail to employee for sending out any important notification. The e-mail will be sent to the employee and the Supervisor of the employee, Finance login user, and the HRSS Off-boarding Process will be copied in the mail. Business Rules Request Submitted An e-mail notification is sent to the employee only when the three sub-clearances have been completed. An e-mail notification is sent to the payroll team in case a re-opened form is submitted. Status of the Employee Clearance Form gets updated only if all the three Finance Clearances have been done. The request goes off from the ‘Pending’ queue of the Finance Approver. © Capgemini, India Page 58 of 70 ECMS User Manual – PAN India | 9.8 Time Helpdesk Clearance This clearance is for the Time Helpdesk Team within Capgemini and is done by them. The request will be viewable in their ‘Worklist’ when they log into the application. It is viewable to the Time Helpdesk Admin. Click here to know more about the separation types that require Time Helpdesk Clearance. There is auto clearance for ACIS employee for time help desk. Check of 6 month criteria is applied for time sheets. Employee’s time sheets are needs to be submitted/ approved for last 6 month since LWD month. For FS/ BSv this clearance is manual. Below image illustrates the Home page of the user responsible for doing the Time Helpdesk Clearance: Home The action items for Time Helpdesk Admin role are: 1. Time Helpdesk Time Helpdesk Clearance The requests related to company time and expenses for the employee are tracked here. When the user clicks the Pending Count link, the user gets routed to the ‘Time Helpdesk Clearance’ page. A list of employees for whom the Time Helpdesk Clearance is to be done will be viewable. Following screenshot illustrates the Clearance screen: © Capgemini, India Page 59 of 70 ECMS User Manual – PAN India | Below is the description of the fields available on the Clearance screen: Search Criteria Employee Name (ID): User can enter the name of the employee available in the list to narrow down the search. Click the ‘Search’ button to filter the search results. Following are the fields that will be displayed in this screen: Data Source, Employee Name ID*, Location, Separation Type, Resignation Date, Last Working Date, Request Status, and HRSS confirmation Date. Employee Name ID* - It is a link in the application that routes to the Time Helpdesk Clearance Form. Time Helpdesk Clearance Form Below image illustrates the Time Helpdesk Clearance Form: The basic information of the employee that is displayed at the top panel of the form is: Employee ID, Global Joining Date, Employee Name, Local Date of Joining, Designation, Location, Supervisor, Assigned Supervisor, Entity, Organization, Project Name / Number, Separation / Transfer Type, © Capgemini, India Page 60 of 70 ECMS User Manual – PAN India | Separation Reason, Separation Sub Reason, Confirmed Resignation Date, Confirmed Last Working Date, Supervisor Approval Date, Supervisor Approval Status, BUHR Approval Status, and Location of Transfer. The user has to perform the below mentioned task in the fields that are displayed below the employee information. Time Helpdesk Clearance The user can choose either status from the ‘Time & Expense Approval’ field that may be applicable to the employee: Approved Not Approved Comments: The user comments can be entered here. A provision of saving the entered information has been given in this form. Use the ‘Save’ button to save your entry and resume back to where you had left. Employees must make sure to enter all the details required by the system. Once this done, click the ‘Submit’ button to successfully submit all your information. The ‘Reset’ button will reset the fields to blank. The ‘Back’ button will exit from the Time help desk Form and will take you back to the employee list. The ‘Notify Employee’ button when clicked will open the Microsoft Outlook page where the user can write an e-mail to employee for sending out any important notification. The e-mail will be sent to the employee and the Supervisor of the employee, Time Helpdesk login user, and the HRSS Off-boarding Process will be copied in the mail. Business Rules Request Submitted An e-mail notification is sent to the employee when the Time Helpdesk Clearance has been completed. An e-mail notification is sent to the payroll team in case a re-opened form is submitted. The request goes off from the ‘Pending’ queue of the Time Helpdesk Approver. © Capgemini, India Page 61 of 70 ECMS User Manual – PAN India | 9.9 People Process/HR Clearance This clearance is for the People Process Team within Capgemini and is done by them. The request will be viewable in their ‘Worklist’ when they log into the application. There is a dependency of this clearance on the Time Helpdesk Clearance. But there is no any system check on time help desk clearance. Click here to know more about the separation types that require the People Process Clearance. Below image illustrates the Home page of the user responsible for doing the People Process Clearance: Home The action items for People Process role are: 1. People Process People Process Clearance The clearance requests related to shift allowances and leave encashment of the employee are tracked here. When the user clicks the Pending Count link, the user gets routed to the ‘People Process Clearance’ page. A list of employees for whom the People Process Clearance is to be done will be viewable. Following screenshot illustrates the Clearance screen: © Capgemini, India Page 62 of 70 ECMS User Manual – PAN India | Below is the description of the fields available on the Clearance screen: Search Criteria Employee Name (ID): User can enter the name of the employee available in the list to narrow down the search. Click the ‘Search’ button to filter the search results. Following are the fields that will be displayed in this screen: Data Source, Employee Name ID*, Location, Separation Type, Resignation Date, Last Working Date, Request Status, and HRSS confirmation Date. Employee Name ID* - It is a link in the application that routes to the People Process Clearance Form. People Process Clearance Form User needs to provide status on the shift allowances and the leave encashment to be given to the employees. If any amount is due to be paid by the company can be tracked through this clearance form. Below image illustrates the People Process Clearance Form: © Capgemini, India Page 63 of 70 ECMS User Manual – PAN India | The basic information of the employee that is displayed at the top panel of the form is: Employee ID, Global Joining Date, Employee Name, Local Date of Joining, Designation, Location, Supervisor, Assigned Supervisor, Entity, Organization, Project Name / Number, Separation / Transfer Type, Separation Reason, Separation Sub Reason, Confirmed Resignation Date, Confirmed Last Working Date, Supervisor Approval Date, Supervisor Approval Status, BUHR Approval Status, and Location of Transfer. The user has to perform the below mentioned task in the fields that are displayed below the employee information. The user can choose either status from the ‘Shift Allowance’ field that may be applicable to the shift allowance for the employee: Applicable Not Applicable The user must enter the number of days for which the leave encashment is to be done in the ‘Leave Encashment (days)’ field that may be applicable to the employee. Amount: This field is used to enter the amount. Comments: The user comments can be entered here. A provision of saving the entered information has been given in this form. Use the ‘Save’ button to save your entry and resume back to where you had left. Employees must make sure to enter all the details required by the system. Once this done, click the ‘Submit’ button to successfully submit all your information. The ‘Reset’ button will reset the fields to blank. © Capgemini, India Page 64 of 70 ECMS User Manual – PAN India | The ‘Back’ button will exit from the People Process clearance Form and will take you back to the employee list. Business Rules Request Submitted Shift allowance data will be pulled from Shift application depending upon the approved date. Note that the Approved Date should be two months before the ‘Last Working Date’. The leave encashment data will be pulled automatically in the field and the data will be populated from the PAN India LMS Application. An e-mail notification is sent to the employee when the People Process Clearance has been completed. 9.10 Mobility Clearance This clearance is for the Mobility Team within Capgemini and is done by them. The request will be viewable in their ‘Worklist’ when they log into the application. It is viewable to the Mobility Admin. Click here to know more about the separation types that require Mobility Clearance. Below image illustrates the Home page of the user responsible for doing the mobility Clearance: Home The action items for Mobility admin role are: 1. Mobility Mobility Clearance When the user clicks the Pending Count link, the user gets routed to the ‘Mobility Clearance’ page. A list of employees for whom the Mobility Clearance is to be done will be viewable. Following screenshot illustrates the Clearance screen: © Capgemini, India Page 65 of 70 ECMS User Manual – PAN India | Below is the description of the fields available on the Clearance screen: Search Criteria Employee Name (ID): User can enter the name of the employee available in the list to narrow down the search. Click the ‘Search’ button to filter the search results. Following are the fields that will be displayed in this screen: Data Source, Employee Name ID*, Location, Separation Type, Resignation Date, Last Working Date, Request Status, and HRSS confirmation Date. Employee Name ID* - It is a link in the application that routes to the Mobility Clearance Form. Mobility Clearance Form User needs to provide mobility clearances in order to generate the final documents of the employee. Below image illustrates the Mobility Clearance Form: © Capgemini, India Page 66 of 70 ECMS User Manual – PAN India | The basic information of the employee that is displayed at the top panel of the form is: Employee ID, Global Joining Date, Employee Name, Local Date of Joining, Designation, Location, Supervisor, Assigned Supervisor, Entity, Organization, Project Name / Number, Separation / Transfer Type, Separation Reason, Separation Sub Reason, Confirmed Resignation Date, Confirmed Last Working Date, Supervisor Approval Date, Supervisor Approval Status, BUHR Approval Status, and Location of Transfer. The user has to perform the below mentioned task in the fields that are displayed below the employee information. The user can choose either status from the ‘Work permit & Visa cancellation’ field that may be applicable to the employee’s reason of separation: - Yes - No The user can choose either status from the ‘Recovery against LOA/ Secondment’ field that may be applicable to the employee’s reason of separation - Yes - No Amount: This field is used to enter the amount. Employees must make sure to enter all the details required by the system. Once this done, click the ‘Submit’ button to successfully submit all your information. The ‘Reset’ button will reset the fields to blank. The ‘Back’ button will exit from the Mobility Management Form and will take you back to the employee list. 9.11 Final Clearance The ‘Final Clearance’ is the last clearance in the ECMS flow. This clearance is meant to be done by the user having the role as ‘Final Clearance’. The request will be viewable in their ‘Worklist’ when they log into the application. Click here to know more about the separation types that require Final Clearance. © Capgemini, India Page 67 of 70 ECMS User Manual – PAN India | Below image illustrates the Final Clearance Home page: Home The action items for Final Clearance role are: Final Clearance Final Clearance When the user clicks the Pending Count link, the user gets routed to the ‘Final Clearance’ page. A list of employees for whom the Final Clearances is to be done will be viewable. Following screenshot illustrates the Clearance screen: Below is the description of the fields available on the Clearance screen: Search Criteria © Capgemini, India Page 68 of 70 ECMS User Manual – PAN India | Employee Name (ID): User can enter the name of the employee available in the list to narrow down the search. Click the ‘Search’ button to filter the search results. Following are the fields that will be displayed in this screen: Data Source, Employee Name ID*, Location, Separation Type, Resignation Date, Last Working Date, Request Status, and HRSS confirmation Date. Employee Name ID* - It is a link in the application that routes to the Final Clearance Form. Final Clearance Form User needs to provide final clearances in order to generate the final documents of the employee. Below image illustrates the Final Clearance Form: The basic information of the employee that is displayed at the top panel of the form is: Employee ID, Global Joining Date, Employee Name, Local Date of Joining, Designation, Location, Supervisor, Assigned Supervisor, Entity, Organization, Project Name / Number, Separation / Transfer Type, Separation Reason, Separation Sub Reason, Confirmed Resignation Date, Confirmed Last Working Date, Supervisor Approval Date, Supervisor Approval Status, BUHR Approval Status, and Location of Transfer. The screen gives information on the following items: Amount Recovery: Asset Dues section contains following details: Desktop, Laptop, Hardware, and Software. L& D Dues section contains following details: Library Books and Library Any Other. © Capgemini, India Page 69 of 70 ECMS User Manual – PAN India | ICRES Dues Name section contains following details: Bus Pass, Drawer Key, and Access Card. Supervisor Dues Name section contains following details: Project Related material return, recovery on travel contract. Finance Dues Name section contains following details: Housing Advance, Foreign Exchange, Relocation Cost, Joining Bonus Recovery, Overpayment Salary, LTA, Telephone Recovery, OAAR, Medical Reimbursement, and Deduction Others. Each of the above sections have their pending amount being displayed in the ‘Amount Due’ column and the total amount to be recovered from the employee is displayed in the ‘Recovery Amount’ field. Days Recovery: This section gives the due clearance information for the following: Leave Encashment Days, Salary Payable (days), Notice Pay days From Employee, Notice Pay Days To Employee, Days To Recover, Amount To Recover, Recovered, and Comments. Business Rules Request Submitted The separation documents will be generated once the Final Clearance has been done. © Capgemini, India Page 70 of 70
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