Company Confidential © 2014 Mobius Solutions Pvt Ltd 2
Overview
EazePay is a part of EazeWork’s solution portfolio and is being used by companies in
BPO, KPO, Software
Manufacturing
Government
CA / Law firms
Customers are across Asia, Europe and Africa
Available on cloud or on premise models
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Application Modules
Human Resource Information System
Calendar, Shift and Leave Management
Attendance Integration Attendance Integration
Payroll Processing Payroll Processing
Compliance Reporting Compliance Reporting
Employee Self Service
Dashboard, Alerts, Reports
24x7 access, Easy to use
Modules
The application can be deployed with different configuration – for example you can chose not to have the Leave Management module.
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Collaboration Platform
Employee Self Service Leave application Expense claiming Declarations – Tax, House Rent, Family
Employee record maintenance Leave tracking, Loans and advances, Overtime Full and Final processing Salary revisions, Increment letters Salary slip / statutory documents
Integration with Accounting Systems eTDS RPU, PF challan, ESI challan Record keeping for all statutory payments Automatic bank transfer letter generation
Dashboard to view compliances Departmental performance reports on leave and attendance Variance / Exception reporting
EazePay
HR
Employees
Corporate
Finance & Accounts
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Technical Features
Usability
Scalability
Performance
Security
Others
Database design – Multitenant design to ensure common database for multiple companies reducing
maintenance effort
Application design to consider time to load, request and job processing times
Benchmarking to be done on defined operating ranges for geographys, planners, sales reps, SKUs
Designed for both server and web based deployment
Operating flexibility – tool would have the feature to integrate data from various sources if needed
Process standardization – the process of data upload, maintenance, pre and post run validations will all be
designed
Cross browser compatibility – designed to work on IE, Firefox and Chrome
Platform independence –work on any OS / DB server combination
User Centric design – role based menu / access options
Three layered security –
1. Web – Secure SSL communication, User authentication, Session management
2. Database - through encryption of PII
3. Application – role based access
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Process Controls / Security
Area of Concern Measure
Database Access
System backup and
Disaster recovery
All Personally Identifiable Information while stored in the database will be encrypted – it will
only be decrypted when presented on the page
Authentication and
Access Control
Web
Communications
Performance
Monitoring
8 hourly backup will be taken of the production environment , in case of hardware failure we
would be able to restore 8 hour old data in the worst case scenario
Password would be encrypted and stored – this would make it impossible to hack and steal the
password
Inactive sessions would be timed out
Users will be able to see only their own data – access to other’s data would be controlled
through setup
Communication between the user and the server would be secured through 256 bit encryption.
This is only applicable when the application is hosted on the web
Backup of production environment will be taken every 12 hours to ensure that in case of loss
of data at the data center data which is maximum 12 hour old can be restored
Proactive monitoring of CPU, RAM and Hard Disk utilization would be done through reports
and threshold based alerts to ensure that system is performing optimally. Application response
time can be reported if desired through automated reports
Perimeter security and uptime guarantee is backed by a SLA with the Datacenter provider
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1. HRIS – Employee Database
Create your own department structure, designations and levels
Create and maintain employee records Address
Official Details
Personal Details
Education / Professional
Performance Records
Training Records
View information by division, department for company
Can model multiple companies
View the working calendar for the team
Access documents like Company Policies
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2. Calendars, Shifts and Leaves
Create and manage calendars and shifts – separately for different offices and also for different employees
Manage shift plans – employee roster
Track late coming by checking against shift times
Leave Request
Manager Approval
Withdrawal Leave
Withdrawal
Leave approvals can be customized
Employees can view their leave balance and history
Custom leaves can be created
Leave Encashment controlled by HR Manager
Automatic integration with Payroll for Leave of Absence or Leave Encashment
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3. Attendance Integration
Multiple modes of attendance recording Integrates with biometric or smart card
Software based attendance recoding option available
Can capture In-time, Out-time and also Breaks (lunch / tea)
Integrates with Leave and Managers or HR have the option to process missing attendance as per company policy
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4. Payroll Features
Arrears Processing, Variable and
Arrears Processing, Variable and Expense (Flexi) Reimbursements
Expense Reimbursements
Employee Salary Structure and Details, Loans and Advances
Setup
Statutory Details – India /PTAfrica Pension and Hospital deductions, Children / Dependent
Statutory Details – India - PF/ESI/LWF/Bonus/LTA /PT Africa – PAYE, IRPP, CNSS, Pension and Hospital deductions, Children / Dependent
Monthly Process Quarter / Year End
Processes
Tax Calculation including Perquisite values
Leave and Statutory Deductions
Review and Finalize Output
Update Government payment details
Generate all statutory forms Generate all statutory forms required for filing with the
Government
Year end processing
Create Digitally signed forms Create Digitally signed forms where needed
Manage Employee Declarations – Tax (PAYE) / Other Income
HR / Accounts / Admin can collaborate to work on the same
system
Full and Final Settlement
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5. Statutory Reports
There are more than 50 reports available which capture all statutory reporting requirements. We can also create new reports if needed
Income Tax
Monthly - ITNS 281 Quarterly – eTDS, 24Q, 27A Annual – Form 16, 12BA, Form 24, 27A PAYE IPRR
PF, EPS, EDLI
Monthly - 12A, Form 5, 10, Combined Challan Annual – 3A, 6A Employees – Form 2
ESIC
Employees - Form 1, Form 3 Six Monthly – Form5, Form 6 ESIC Statement and Challan
Others
Labor Welfare Fund – Challan, Contribution Report Bonus Act – Bonus Statement, Payment Report Gratuity Statement
Besides the statutory reports employee salary slips, tax calculations, increment letters, form 16, full and final, expense voucher reports are also available
Reports can be downloaded in pdf or excel formats
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6. Other Reports – Variance Reports
Level 1
Aggregate view of all employees Change Resignations Joining No change
Level 2
Compare total amount paid across two months
Level 3
Provides data at individual employee level. Known cases can be checked off and other cases can be checked
Level 4
Provides data at head level allowing the reviewer to view the reason for change
In all the variance reports only the fixed heads are compared and variable or one time payment heads are not considered
These reports are designed for reviewing large volume payroll processing and quickly narrow down to any changes across two months
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Payroll Processing
Employee Data Updation
Resignations and Full and Final Joining Salary increments Leave Without Pay / Reversals Loan deductions
First Level output
Salary Registers Variance Reports
Final Input
Incremental data of employees Feedback on Registers SLAs
100% checking of all cases with variation 2 working days
Final Ouput
Salary Registers Variance Reports
Sign Off by Client Payroll
Confirmation
Payslips Bank Advices Statutory Reports
Provision to approve payroll in system through a unique login
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Application Implementation Options
There are two ways of implementing EazePay
Option 1 - Single user type – only Payroll managers use the system, update the leave, attendance records, employee declarations and process payroll. Salary slips, Form 16 are distributed through email or as hard copies
Option 2 - Multiple users – employees can directly access their account, download salary slips, request for leaves, update tax and other declarations. Payroll managers process payroll.
Option 1 can be implemented either on a web/intranet or standalone mode
Option 2 can be implemented only on a web/intranet mode
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EazeWork Model
Subscription
Services Support
- Subscribe for only the number of actual
users and add as you grow
- Pay for only the modules / features you
use
- Free upgrades and enhancements
- Configuration of your processes and
migration of data
- Training of your employees
- Providing you with Archival / Backup as
per your request
- Running the payroll as a service
- Intensive support during initial
period
- Chat, email and phone support
- Remote support through desktop
sharing tools
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Implementation and Support
These timelines and activities are indicative and need to be aligned with each company’s requirement
Timeline
Training Data Migration
We will collect the
data in excel format
and validate / clean
it before uploading
it
Intensive Support Ongoing Support
Payroll managers
and End Users
would be taken
through a
structured training
Processing of
month end payroll
and other
supporting
activities would be
managed under
EazeWork
supervision for a
period of 2 months
Remote support
through a
Customer Manager
10 am to 7 pm on
business days
Phone, email and
chat support
Tickets resolved
within 24 hours
1 week 1 week 2 months
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Functionality Details
Gross Salary or Cost to Company view – decide if you want to design the structure using CTC components or only gross salary
Flexible salary structure – any salary structure can be mapped and templates help in standardizing structures across levels
One click increment processing – smart design of salary structure allows increments including arrears to be processed with minimal effort
Employees can make their own declarations as per the timeline decided by the HR / Payroll team or the HR / Payroll team can do a bulk update of declarations through excel
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Functionality Details (continued)
Multiple companies can be modeled in one setup allowing a centralized payroll and leave processing for employees of on group
Employee Full and Final processing is done through the application. It handles
Loans
Leave encashment
Notice period recovery
Gratuity
Asset or any other recovery
Partial salary processing
Provisional Form 16
Generation of Full and Final letter
Expense reimbursements can be processed with monthly, quarterly, six monthly or annual frequency where unclaimed amount can be paid to the employee after deducting tax.
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Why do business want SaaS
SaaS is easier, less risky and ultimately more cost effective to implement and run
Can pay as they use
Can try and then buy
There are no IT barriers – don’t have to think of servers, infrastructure, IT engineers
Employees can log on from anywhere, all people work on same software version
Many businesses now trust the fact that SaaS products are in fact safer overall and they perform better and are less problematic
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Software as a Service
Software “configured” as per your requirements delivered to you through the internet.
Common infrastructure provided for by the service provider. Pay as you use through a subscription model.
Has seen huge growth globally – 45% per annum over last 3 years while traditional software industry is growing at less than 8%.
It is not a one size fit all approach
Removes your capital expenditure and reduces operating costs
An eco-system of Cloud Computing, ISPs and Software vendors is evolving
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SaaS Value Proposition
• Subscriptions based • No capital expenditure and no additional cost for
support Affordability
• Can scale up as business grows • Add more modules as requirements change • Contract can be cancelled any time
Flexibility
• Application is maintained by EazeWork • No additional cost of AMC, application feature
enhancements included in subscription cost
Application Features
• You don’t have to maintain any IT infra except internet connectivity.
• EazeWork guarantees 99.9% uptime for their applications
Reliability