OEIT Ation Exit Clearance Management System ECMSUser Manual 1.0

ExitClearanceManagementSystemECMSUserManual_1.0

User Manual:

Open the PDF directly: View PDF PDF.
Page Count: 70

ECMS User Manual PAN India
Capgemini
07 Sep 2017
Version 0.3
ECMS User Manual PAN India |
© Capgemini, India Page 2 of 70
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
Abhijeet Kesare
Updated As inputs given by business team
ECMS User Manual PAN India |
© Capgemini, India Page 3 of 70
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
ECMS User Manual PAN India |
© Capgemini, India Page 4 of 70
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.
ECMS User Manual PAN India |
© Capgemini, India Page 5 of 70
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.
ECMS User Manual PAN India |
© Capgemini, India Page 6 of 70
2 Employee Clearance Process
2.1 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
must be done.
Clearances
Asset management/IT
BUHR
ICRES
Library, L&D
Supervisor
Performance
Management Clearance
Time Help desk
People Process
Finance
Mobility
Final Clearance
Resignation
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Termination
Y
Y
-
Y
Y
Y
-
Y
Y
Y
Y
Y
Retirement
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Deceased
Y
Y
-
Y
Y
Y
-
Y
Y
Y
Y
-
ReleaseContractor
Y
-
Y
Y
Y
-
Y
-
-
-
-
STT/Secondment
Y
-
-
-
-
-
-
-
-
-
Y
-
ACISTransfer
Y
-
Y
Y
Y
Y
Y
Y
Y
-
-
LongTermTransfer
Y
Y
-
Y
Y
Y
Y
Y
Y
Y
Y
-
NonPayrollDomestic
Transfer
Y
-
Y
Y
Y
Y
Y
Y
Y
-
-
FsToNonfsTransfer
Y
Y
-
Y
Y
Y
Y
Y
Y
Y
-
-
FSTransfer
Y
-
Y
Y
Y
Y
Y
Y
Y
-
-
BSVTransfer
Y
Y
-
Y
Y
Y
Y
Y
Y
Y
-
-
ProbationNotConfir
med
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
ECMS User Manual PAN India |
© Capgemini, India Page 7 of 70
3 Getting Started
3.1 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:
The Exit Clearance Management System can be accessed through: https://ecms.fs.capgemini.com/
Link for ECMS portal
ECMS User Manual PAN India |
© Capgemini, India Page 8 of 70
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
application.
HRSS Admin
ICERS Access Card
Finance Housing Adv. & Forex
People Process
L&D Library Books
L & D Library Certification
Payroll
Report Admin
Final Clearance
Form
s
Employee
Contractors
Supervisor
HR Lead
Admin
BUHR
HR Lead
Asset Mgmt.
EIS
ICERS Bus Pass
ICERS Drawer Key
ICERS Telephone
ICERS Amex Card
Finance Admin
Finance Relocation
Finance -Payroll
Performance Mgmt.
Time Helf Desk
Mobility admin
Resig
nation
Form

Withdr
awal
Form

My
Inform
ation


Super
visor
Appro
val

BUHR
Appro
val

HR
lead
Appro

ECMS User Manual PAN India |
© Capgemini, India Page 9 of 70
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

ECMS User Manual PAN India |
© Capgemini, India Page 10 of 70
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

ECMS User Manual PAN India |
© Capgemini, India Page 11 of 70
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

Re-
initiate
Clear
ance

Separ
ation
Date
Chan
ge



Withdr
awal
Proce
ss


User
Mana
geme
nt

Hold
Final
Clear
ance

ECMS User Manual PAN India |
© Capgemini, India Page 12 of 70
Repor
ts

BUHR
Repor
t

Final
Clear
ance

ECMS User Manual PAN India |
© Capgemini, India Page 13 of 70
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:
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.
Bottom
Panel
Top
Panel
ECMS User Manual PAN India |
© Capgemini, India Page 14 of 70
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.
ECMS User Manual PAN India |
© Capgemini, India Page 15 of 70
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 Processdropdown
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
ECMS User Manual PAN India |
© Capgemini, India Page 16 of 70
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.
ECMS User Manual PAN India |
© Capgemini, India Page 17 of 70
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.
ECMS User Manual PAN India |
© Capgemini, India Page 18 of 70
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.
ECMS User Manual PAN India |
© Capgemini, India Page 19 of 70
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:
ECMS User Manual PAN India |
© Capgemini, India Page 20 of 70
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:
ECMS User Manual PAN India |
© Capgemini, India Page 21 of 70
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), Sub-
Reason*, 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.
ECMS User Manual PAN India |
© Capgemini, India Page 22 of 70
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.
ECMS User Manual PAN India |
© Capgemini, India Page 23 of 70
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.
ECMS User Manual PAN India |
© Capgemini, India Page 24 of 70
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.
ECMS User Manual PAN India |
© Capgemini, India Page 25 of 70
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.
ECMS User Manual PAN India |
© Capgemini, India Page 26 of 70
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.
ECMS User Manual PAN India |
© Capgemini, India Page 27 of 70
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:
ECMS User Manual PAN India |
© Capgemini, India Page 28 of 70
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
ECMS User Manual PAN India |
© Capgemini, India Page 29 of 70
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:
ECMS User Manual PAN India |
© Capgemini, India Page 30 of 70
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.
ECMS User Manual PAN India |
© Capgemini, India Page 31 of 70
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.
ECMS User Manual PAN India |
© Capgemini, India Page 32 of 70
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
Clearancepage. 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
ECMS User Manual PAN India |
© Capgemini, India Page 33 of 70
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
ECMS User Manual PAN India |
© Capgemini, India Page 34 of 70
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
ECMS User Manual PAN India |
© Capgemini, India Page 35 of 70
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
ECMS User Manual PAN India |
© Capgemini, India Page 36 of 70
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.
ECMS User Manual PAN India |
© Capgemini, India Page 37 of 70
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
ECMS User Manual PAN India |
© Capgemini, India Page 38 of 70
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:
ECMS User Manual PAN India |
© Capgemini, India Page 39 of 70
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:
ECMS User Manual PAN India |
© Capgemini, India Page 40 of 70
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.
ECMS User Manual PAN India |
© Capgemini, India Page 41 of 70
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
ECMS User Manual PAN India |
© Capgemini, India Page 42 of 70
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.
The request goes off from the ‘Pending’ queue of the ICRES Approver.
9.4 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
ECMS User Manual PAN India |
© Capgemini, India Page 43 of 70
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:
ECMS User Manual PAN India |
© Capgemini, India Page 44 of 70
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:
ECMS User Manual PAN India |
© Capgemini, India Page 45 of 70
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:
ECMS User Manual PAN India |
© Capgemini, India Page 46 of 70
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.
ECMS User Manual PAN India |
© Capgemini, India Page 47 of 70
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.
ECMS User Manual PAN India |
© Capgemini, India Page 48 of 70
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
ECMS User Manual PAN India |
© Capgemini, India Page 49 of 70
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.
ECMS User Manual PAN India |
© Capgemini, India Page 50 of 70
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 Off-
boarding 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:
ECMS User Manual PAN India |
© Capgemini, India Page 51 of 70
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
ECMS User Manual PAN India |
© Capgemini, India Page 52 of 70
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 Interviewfield
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.
ECMS User Manual PAN India |
© Capgemini, India Page 53 of 70
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.
The request goes off from the ‘Pending’ queue of the Performance Management Admin.
9.7 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
ECMS User Manual PAN India |
© Capgemini, India Page 54 of 70
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
ECMS User Manual PAN India |
© Capgemini, India Page 55 of 70
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:
ECMS User Manual PAN India |
© Capgemini, India Page 56 of 70
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.)
ECMS User Manual PAN India |
© Capgemini, India Page 57 of 70
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
ECMS User Manual PAN India |
© Capgemini, India Page 58 of 70
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.
ECMS User Manual PAN India |
© Capgemini, India Page 59 of 70
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. Employees 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:
ECMS User Manual PAN India |
© Capgemini, India Page 60 of 70
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,
ECMS User Manual PAN India |
© Capgemini, India Page 61 of 70
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.
ECMS User Manual PAN India |
© Capgemini, India Page 62 of 70
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:
ECMS User Manual PAN India |
© Capgemini, India Page 63 of 70
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:
ECMS User Manual PAN India |
© Capgemini, India Page 64 of 70
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.
ECMS User Manual PAN India |
© Capgemini, India Page 65 of 70
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:
ECMS User Manual PAN India |
© Capgemini, India Page 66 of 70
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:
ECMS User Manual PAN India |
© Capgemini, India Page 67 of 70
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/ Secondmentfield 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.
ECMS User Manual PAN India |
© Capgemini, India Page 68 of 70
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 Clearancepage. 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
ECMS User Manual PAN India |
© Capgemini, India Page 69 of 70
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.
ECMS User Manual PAN India |
© Capgemini, India Page 70 of 70
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 Duecolumn
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.

Navigation menu