User Manual – Temporary and

Contract Labour Management

System for Requester and

Approver

For any new work user has to generate Main Request Number as given below. The main

request number shall have the approval of concerned Approver. The Procedure for creating

main request is as follows:

Step1:

After login, the screen appears as below

Click Add New request. The screen appears as below:

Fill-in the details such as PO Number Contractor Name, Vendor Code, Contractor’s Address

etc..Then in the “Forward to” field select the name of the Concerned Approver using Dropdown

Menu.

Points to be remembered before clicking the Insert button:

The Job Start Date and Job End date shall be for the entire period of the Job.

No. of Men is the maximum number of Men required to complete the entire job

After clicking Insert button “Inserted Record Successfully” message appears.:

After clicking close window button the request appears till the same is approved by the

approver.

The request will flow to inbox of approver as shown in figure below and approver is required to

approve it for rising sub requests.

After approval of the request as above, the requester should raise sub request for issuing of

Passes for workmen. For this purpose the user has to “Request for temporary pass”

At the first instance the user can raise a request for 15 days temporary pass, thereafter the

same can be converted in to permanent pass. The step by step procedure is given below:

1. Temporary Pass Request.

For temporary passes request, the user has to point towards request menu and choose

Temporary passes request as pointed by arrow below:

Locate the request ID and click on the ID to raise a sub request as shown below.

The following page appears:

Fill-in Temp Pass Start Date, End Date and number of temp Passes required. The end date shall

not be more than 15 days from the start date for temporary passes. After filling the requisite

details click “submit” button

After clicking submit button the following message will be displayed on the web page:

“Your request has been submitted to HR for approval, Kindly get the Labour Data

processed in the System.”

Then the work will come to HR for processing the passes.

After expiry of the temporary pass end date, the user has two options

a) Request for extension of temporary passes

Or

b) Request for Contract Pass which is valid for one year.

A) REQUEST FOR EXTENSION OF TEMPORARY PASS

Click on Temporary Passes extension under request menu as shown below:

Click extend button

To extend all the passes click on the check box at “ID”. Choose the dates and click “submit selected

request for extension to HR” button. The following message will appear on the screen.

“Selected Gate Passes request for Extension submitted successfully to HR from 28-Feb-2011 to 18-Mar-2011”

B) REQUEST FOR CONVERSION OF TEMPORARY PASS TO PERMANENT PASS

Select convert temporary to Contract Passes under Request Menu

2. Click Request to Convert Button adjacent to the Request Number as shown above

3. The following page appears.

Give the start date and end date for Contract pass which can be maximum up to one year. Select

the pass for which extension is needed or click the check box against ID to select all the

workmen to convert temporary pass to permanent pass.

Now click “Submit request for selected workmen”

The following message appears on the screen:

“Conversion request for Temporary Workmen 81 to Contract Workmen from 25-Mar-2011 to 20-May-

2011 is SUBMITTED SUCCESSFULLY.”

The above passes are submitted for further processing at HR.

In Case if the work extends beyond one year then the use is given option to extend the Contract

passes beyond one year. For this select “Contract Passes Extension” under request menu.

Click “Extend “button adjacent to request ID

Select the date up to which card needs to be extended in “From” and “To” fields. Ensure that

“To” Date is not later than the Job End date given in main request. Click in the check box

adjacent to ID if all the passes are required to be converted or click the check box against the ID

number for selected workmen. Click Submit to “Selected Requests for Extension to HR”

The following message appears on your screen

Selected Gate Passes request for Extension submitted successfully to HR from 20-May-2011 to 12-

Nov-2011

The above means that the passes are submitted to HR for further processing.

Special Permission:

The user has the option to request for special permission such as Sun Day and Night Permission.

For this the user has to select “Special Permission” under the “Request Menu”

After selecting “Special Permission” the screen appears like below:

Select the Request ID for which Night permission is required as shown above. After clicking the

ID the screen appears as below:

Fill in all the fields such as Permission type, From and To dates and select the workman ID for

whom the special permission is required by clicking in check box, select the approver by clicking

dropdown in the “Forward To” menu. After filling the relevant details Click “Apply for special

Permission”.

The following message appears on your screen

“Inserted Special Permission request successfully”

i.e the Request submitted to the approver for approval.

In order to approve special permission the approver has to select “Special Permission” under “Approve

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After clicking “Special Permission” the following page appears: Click “Show” button on this Page.

The following page appears and Click “Approve Passes”

After clicking the “Approve passes” the following screen appears:

Click on “Approve Special permission”

The following message will be displayed:

“Special Permission Request Approved”

i.e. the pass is submitted to CISF for printing

The following Reports are available for viewing in the system for Requester:

1. Report on Manpower Requests (i.e. report on Main requests) Approved/Rejected

2. Report on Temporary /Contractor Passes (i.e., Report on Sub Requests) Requested

3. Report on Temporary/Contract Passes extension

4. Report on Special Permission Requested

The following Reports are available for viewing in the system for the Approver:

Report on Approved Manpower Requests

Report on Rejected Manpower Requests

Report on Approved Special Permission