Aegis and Essar- HRSS User Requirements SpecVer1

8/13/2019 Aegis and Essar- HRSS User Requirements SpecVer1

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Confidential Between EITL & Aegis HRSS Page1

AEGIS LimitedAn ESSAR Enterprise (AEGIS Ltd.)

Aegis & Essar HRSS Analysis on

Single Platform

User Requirement Specification

Version 1

MAY- 2011


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Table of Contents

About this Document ............................................................................................................................. 3

Revision History ...................................................................................................................................... 3

Introduction ............................................................................................................................................ 4

Purpose ................................................................................................................................................... 4

Problem Description ............................................................................................................................... 4

Current Process ...................................................................................................................................... 5

Scope of Work ........................................................................................................................................ 6

Field Analysis (fields to be consider while developing the reports) ....................................................... 6

Reports to be viewed ............................................................................................................................. 8

Structure / Formats of the reports which are under Monthly and HIGH priority Category ................ 11

Suggested System workflow................................................................................................................. 12

User specific workflow New (Level 2) .................................................................................................. 13

Decision to be taken by EITL & AEGIS-HRSS ......................................................................................... 14

Users and Roles .................................................................................................................................... 14

SLA for Query resolution ...................................................................................................................... 15


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Getting Started

About this Document

This is a functional document which states the basic understanding of the requirements between

Business Users (Aegis- HRSS India) and the Solution Provider (EITL). This document is the foundation

for the further System Development Life Cycle (SDLC).

This document will give in-depth information about the data, sources, and formats currently in use

of Business users along with further development on better analysis.

Revision History

Version

NumberDate Author Reason for Change

Functional

Version

1 10/05/11 AvdhootSant

Initial version Draft


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Aegis HR Shared Services Analysis

Introduction

HRSS analysis is the process which cater Human resource data from different agencies and publish / use it for

over all analysis. To believe on data accuracy and authenticity for differently used systems Shared Services will

consolidate the data for ESSAR as well as AEGIS world wide data base (HR) and develop the meaningful,

authentic, accurate, presentable reports for Senior management & Middle management to take the

benefitted decisions for their respective businesses.

Purpose

The purpose of this system is to allow Aegis & Essar employees to analyze the data with better and

different perspective timely. This will enable the process of analyzing data and would be helpful

management to perform the efficient decision making by eliminating NVA (Non-Value Added )

Activities such as data maintenance. The entire process will be automated ( 95%) which is eliminate

the human errors and able to give the correct desired output at every time.

HR Shared Services is considering following major components / elements for companies HR

analysis:

Recruitment / Hiring

Relocation

Payables / CTC

Employees Personal Information (Age Group, Blood Group, DOJ, Experience, etc.)

Termination / Retirement

There would be different queries to be developed by IT team to gather the information respect to

above mentioned parameters. IT Team will develop the BW queries as suggested by HRSS Analysis

Team by giving authentic roles to respective ids.

Note:The process has to be built keeping in mind that this will be used by all employees across India

(approx. 50000). Also, Helpdesk support will be extended to global locations in the future (which would

increase the support to 70 80000 employees worldwide). So the same tool needs to be extended to

employees in the location being supported by Helpdesk.

Problem Description

Employees (Talent Service Team) currently send the BPO / KPO detailed Employee data to

AEGIS HRSS Team in BKC, Kurla (W) from various Location.

No centralized system for data storage

Different agencies (CHR / HRSS) get the data differently (difference of 2 days min.) with

same source.


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Scope of Work

EITL has to develop a system which eliminates the existing problem pertaining to the current

process and reduce down the human intervention by introducing the troubleshoot system.

System suppose to give the report directly by inputting the fiscal year / calendar year along with

month as an input to the system and system will give the output in defined structured manner.

System should able to schedule the report daily which can be utilize for broadcasting purpose for

daily monitoring.

System should be so dynamic that with different available fields End User can able to design the

report as his own needs.

System should be work completely on Roles and authorization which will ultimately allow user to

view his authenticated data only.

Field Analysis (fields to be consider while developing the reports)

To Be added in Sap / BW

Available in SAP and required to

run the reports

Fields from MIS Reporting Value Type Available in SAP

Aegis Experience (in years) YES

Age YES

Agent/Non Agent YES

Band YES

R-C-M-S Category YES

Country YES

CTC (PA) without PLI YES

CTC (Rs. Crs) YES

Date of relieving / Date Of Termination YES

Department NO - add

Designation YES

Differently Abled

(Yes / No) YES

DOB YES

DOJ / Date Of Hire YES


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Domestic / International YES

Educational Category YES

Educational Qualification YES

Emp Code NO - addEnrolled for Aegis Foundation(Yes/No) YES

Full Time / Part Time YES

Function NO - add

Gender YES

Location YES

Marital Status YES

Name YES

Nationality YES

Process NO - add

Role NO - add

SAP ID YES

Source of Hire YES

Total Experience (in years) YES

Type of Attrition# NO - add

Business Type NO - add

Supervisor L1 NO - add



Last Increment date NO - add

IJP Movement (Yes/No) NO - add

IJP Movement Type NO - add

IJP Movement Date NO - add

BANK NAME YES

BANK A/C NUMBER YES

PF NO YES

ESI Applicability (Yes/No) YES

ESI No# YES


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PAN Number YES

Source Name YES

Religion YES

Blood Group YESState YES

Cost center YES

WBS Element YES

Company Code YES

Previous Organization YES

Wage type YES

Bank Mode YES

Reports to be viewed

Note:Report structure is not at finalized for all the reports mentioned in this sheet. The reports which

are published in Bulletin or generated by CHR is fixed but AEGSI does not have any buyoff from

Corporate HR on these reports.

Reports are categorized into two headings:

Interval Basis (Monthly / Weekly / Daily)

Priority Basis (High / Medium / Low)

Monthly Reports which are on HIGH priorityare given in below sheet for your ready reference:

Sr.

NoReport Name File Name Interval

1Grade wise Manpower Count & Cost (Rs. In

Crs.)

CHR MIS - Manpower

Detail Format

Monthly

2

Monthly Global AEGIS Manpower Summary

Band Wise

Head Count Band Wise-

Format

Monthly

3 Manpower Summary Location Wise (AEGISLtd.) (Monthly)

Manpower Summary -Centre Wise

Monthly

4Talent Acquisition Report (Function & Role

Wise)

Revised Monthly HRIS Monthly

5Hiring Sources (Agent & Non Agent) Revised Monthly HRIS Monthly


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6Hiring Cost Revised Monthly HRIS Monthly

7Attrition Details for non-agent staff Revised Monthly HRIS Monthly

8Attrition Analysis (Over All)- Monthly

(Agent/Non- Agent)


9Attrition on Regrettable / NON regrettable

(Agent/Non agent wise)


10Attrition Reason Wise Revised Monthly HRIS Monthly

11 Global Talent Exchange Program Revised Monthly HRIS Monthly

12 People Demographic Revised Monthly HRIS Monthly

13 People Cost Revised Monthly HRIS Monthly

14Absenteeism/Total Man Days LOST Report

(Agent/NON Agent) Monthly


15Location Wise Headcount & RCMS wise Ratio INDIA Happy Ppl Score

Card

Monthly

16Location Wise Headcount across Designation INDIA Happy Ppl Score

Card

Monthly

17Location Wise Headcount across Department INDIA Happy Ppl Score

Card

Monthly

18Band (4&5) Wise Headcount at Projects INDIA Happy Ppl Score

Card

Monthly

19Attrition (Agents)- Voluntary / Involuntary INDIA Happy Ppl Score

Card

Monthly

20 Attrition (Non-Agents)- Voluntary/Involuntary INDIA Happy Ppl ScoreCard

Monthly

21Agent Attrition Analysis - Tenure (90) INDIA Happy Ppl Score

Card

Monthly

22Non-Agent Attrition Analysis - Tenure

(90)

INDIA Happy Ppl Score

Card

Monthly

23Talent Acquisition & Source Wise Hiring INDIA Happy Ppl Score

Card

Monthly

Reports which are marked as RED colorare highly required and important.

Weekly Reports which are on HIGH priorityare listed below:

Sr.


1 COGS and SG&A Summary - INDIA Final RCMS Cost Data Weekly


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Monthly Reports which are on MEDIUM priorityare listed below:

Sr.


1Band Wise IJP (Over All) Revised Monthly HRIS Monthly

2 F&F Settlement details Revised Monthly HRIS Monthly

Monthly Reports which are on LOW priorityare listed below:

Sr.


1HR Opn Bulletin (13 Separate Reports) HR Ops Bulletin Monthly

2IJP (Agent/NON Agent) Position Wise Revised Monthly HRIS Monthly

3 Offer Details (Agent Staff) Revised Monthly HRIS Monthly

4Offer Details (Non - Agent Staff) Revised Monthly HRIS Monthly

5Offer Regret Details (Non -Agent) Revised Monthly HRIS Monthly

6 Offer Regret Details (Agent) Revised Monthly HRIS Monthly

7Induction report (On Boarding Information) Revised Monthly HRIS Monthly

8

Induction report (new Joiner Details- NON

Agent Staff)


9Training Report Revised Monthly HRIS Monthly

Field Information regarding every report pasted above is mentioned in attached sheet:

Microsoft Office

Excel Worksheet


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Structure / Formats of the reports which are under Monthly and HIGH priority

Category

Some of the important reports (marked as RED) in this category are given below. Rest of the report

formats you can find in attached sheet thereafter.

15. Location Wise Head Count & RCMS Wise Ratio

LOCR-Headcount R-%

C-Headcount C-%

M-Headcount M-%

S-Headcount S-%

ABCD PT=P/(P+Q+R+S) Q

U=Q/(P+Q+R+S) R Same S Same

16. Location Wise Headcount across designation

Location TL: Agent Mgr : Agent Sr. Mgr : Agent AVP:Agent VP:Agent Sr. VP: Agent

ABCDTotal

CountTotal Count Total Count Total Count Total Count Total Count

17. Location Wise Headcount across department

Location HR:Agent MIS:Agent Quality:Agent IT:Agent

Count Count Count Count

18. Band (4 & 5) Wise Headcount at Projects

Project Band-4 Headcount Band-5 Headcount

Count Count

19. Attrition (Agents)- Voluntary / Involuntary

Project Voluntary Involuntary

Count Count

20. Attrition (Non-Agents)- Voluntary/Involuntary

Project Voluntary Involuntary

Count Count


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21. Agent Attrition Analysis - Tenure (90)

Project 90

Count Count

22. Non-Agent Attrition Analysis - Tenure (90)

Project 90

Count Count

23. Talent Acquisition & Source Wise Hiring

Agent Staff Non Agent Staff Total

LocationOffer

ReleasedJoined

%

Joined

Offer

ReleasedJoined

%

Joined

Offer

ReleasedJoined % Joined

Count Count Count Count Sum Sum

The rest of the report formats has been given in attached sheet.Microsoft Office

Excel Worksheet

Suggested System workflow

Diagram 2: System Proposed Process


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Fields available in SAP HR module can be directly mapped in Business Warehouse (BW).

Fields not available in SAP HR / ECC can be directly uploaded in BW 7.0 externally (e.g. CSV files).

Structure of the files has to be designed by EITL. Fields not available in SAP currently (40%) should only

be uploaded externally.

Note:As process move on, EITL HRSS jointly see how can we eliminate or reduce down the external

data source numbers.

There is separate system available for Time and attendance which has to be taken care as a separate

entity for the report. It may act as a part of External Data Source only but solution has to be robust to

avoid misbehavior of the system. If possible try to build the interface between Time/Attendance system

with BW.

Note: All the external data source will be uploaded either monthly (if transactional data) or yearly if

targeted data.

User specific workflow New (Level 2)


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Decision to be taken by EITL & AEGIS-HRSS

Sr. No Subject Agency Decision

1

ESSAR server (HR database) are

different for each company and if

AEGIS wants to access HR database

then AEGIS will have to take a buy off

from respective business users to

access and extract the data from their

respective servers.

AEGIS Ltd.

2Who will upload the external data

(HRSS/EITL/Talent Service Team)

AEGIS Ltd.

3Quotation of each solution proposing

to implement this system

EIT Ltd.

4 Which Solution to be used AEGIS Ltd.

5 No. Of users targeted for these tools AEGIS Ltd.

6Development of the Project Team and

Project Plan

EIT Ltd.

7Types of roles / authorization (Level of

authorization)

AEGIS Ltd.

8 Scheduling Of the extraction in BW AEGIS Ltd. Once in a Day (Preferably Midnight)

Users and Roles

1. Administrator-HRSS

This is the role in which user will have all the access for every query designed in BW for HR

analysis. By this role user can edit, modify, change, delete, and create the query.

2. Client View Only:

This is the end user role. This role allows user to view the data, download the reports, view the

query, run the query and save the output as his choice.

3. Manager Location/Company Code Wise:

This is the role which will give permission to access the data location wise. Every manager (MIS)

can only be able to view, save, and analyze the data from queries for the department / location

he belongs to. Role has to be created based on Company code, Department, Location.


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SLA for Query resolution

Signoff Sheet

Reviewers Name

Reviewers Title

Reviewers Signature

Approvers Name

Approvers Title

Approvers Signature

Aegis Approvers Name

Aegis Approvers Title

Aegis Approvers Signature

Documents

Aegis and Essar- HRSS User Requirements SpecVer1