User Manual Template

FCI HRMS
Module Name: Leave Time Attendance
Version: 0.3

Prepared By: Simran Sadana

Business Owner: Food Corporation of India
Project Manager: Arun Kumar Srivastava
FCI HRMS
User Manual Version 0.2

Stakeholder Sign Off

Name Department Position Signed Date

Revision History

Date Version Description Author

14-Oct-20 0.1 Initial Draft Simran Sadana
10-Nov-20 0.2 Including PMU Feedback Simran Sadana
17-Jan-20 0.3 Updated System Simran Sadana

Distribution List

Receiver Role / Dept. / Company

References

Document Name Author

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FCI HRMS
User Manual Version 0.2

Table of Contents
List of Figures ........................................................................................................................ 4

1. Introduction .................................................................................................................... 5
1.1. Objective ......................................................................................................................... 5
1.2. Target Audience .............................................................................................................. 5

2. Overview ......................................................................................................................... 5

3. Getting Started ................................................................................................................ 5

3.1. Set Up Consideration ...................................................................................................... 5
3.2. Know Your Icons ............................................................................................................. 5
3.3. User Access and Permissions .......................................................................................... 6
3.4. Accessing the system / System Organization and Navigation (Login, ESS and MSS) ..... 6
3.5. Exiting the System......................................................................................................... 11
3.6. HRMS Login Configuration ............................................................................................ 11

4. Using the System ........................................................................................................... 12

4.1. Vendor Master .............................................................................................................. 12
4.1.1. Navigation .............................................................................................................. 12
4.1.2. SLA .......................................................................................................................... 12
4.1.3. Landing Page .......................................................................................................... 12
4.1.4. Add Vendor ............................................................................................................ 14
4.1.5. Edit Vendor ............................................................................................................ 14
4.2. Phase Master ................................................................................................................ 15
4.2.1. Navigation .............................................................................................................. 15
4.2.2. SLA .......................................................................................................................... 15
4.2.3. Landing Page .......................................................................................................... 15
4.2.4. Add Phase Master .................................................................................................. 17
4.2.5. Edit Phase Master .................................................................................................. 18
4.3. Fee Setup ...................................................................................................................... 19
4.3.1. Navigation .............................................................................................................. 19
4.3.2. SLA .......................................................................................................................... 19
4.3.3. Landing Page .......................................................................................................... 19
4.3.4. Add Fees ................................................................................................................. 21
4.3.5. Edit Fees ................................................................................................................. 22
4.4. Qualification/Work Experience .................................................................................... 23
4.4.1. Navigation .............................................................................................................. 23
4.4.2. SLA .......................................................................................................................... 23
4.4.3. Landing Page .......................................................................................................... 23
4.4.4. Add Qualification/Work Experience ...................................................................... 25
4.4.5. Edit Qualification/Work Experience ...................................................................... 26

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FCI HRMS
User Manual Version 0.2

List of Figures
Table 3-1 Icons ................................................................................................................................ 6

Table 3-2: User Profile and Permissions ......................................................................................... 6

Table 3-3: User Profile and Roles .................................................................................................... 6

Figure 3.1 Login Screen ................................................................................................................... 7

Figure 3.2 Home Page ..................................................................................................................... 8

Figure 3.3 Employee Dashboard ..................................................................................................... 9

Figure 3.4 Manager Dashboard .................................................................................................... 10

Figure 3.5 ESS Dashboard ............................................................................................................. 11

Figure 4-1: Vendor Master ............................................................................................................ 12

Figure 4-2: View Vendor ............................................................................................................... 13

Figure 4-3: Add Vendor ................................................................................................................. 14

Figure 4-4: Edit Vendor ................................................................................................................. 15

Figure 4-5: Leave Configuration Master ....................................................................................... 16

Figure 4-6: View Phase Master ..................................................................................................... 17

Figure 4-7: Add Phase Master ....................................................................................................... 18

Figure 4-8: Edit Phase Master ....................................................................................................... 19

Figure 4-9: Fee setup Master ........................................................................................................ 20

Figure 4-10: View Fee setup ......................................................................................................... 21

Figure 4-11 Add Fees .................................................................................................................... 22

Figure 4-12 Edit Fees ..................................................................................................................... 23

Figure 4-13: Qualification Work Experience ................................................................................. 24

Figure 4-14: View Qualification/Work Experience ....................................................................... 25

Figure 4-15: Add Qualification/Work Experience ......................................................................... 26

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 FCI HRMS
User Manual Version 0.2

1. Introduction
An HRMS (Human Resource Management System) is a type of HR software that enables the
management of several HR functions through the use of information technology. An HRMS aims to
improve the productivity and efficiency of the business through the automation of manual and
repetitive tasks. This, in turn, also frees up the time which can then be used to address more
strategic, business-critical tasks. This document is intent to contain the working and usability
descriptions related to the Compensation and Benefit processes identified and documented in
System Requirement Specification document in the form of a user manual.
1.1. Objective
The following objectives shall be fulfilled with the user manual
 Serve as a standard document for FCI employees to gain experience in adopting the
HRMS
 Provide comprehensive details about working on different Compensation and Benefit
processes and managing exceptions and alerts as per different processes.
o Reveal the user experience for working with the HRMS and act as a reference
for users to reinforce working tactics with the HRMS as per requirement.

1.2. Target Audience

FCI Officers and FCI Employees

2. Overview
The Leave Time and Attendance is one of the most important aspects of the HRMS function that
facilitates seamless tracking and reviewing of employees’ working hours and the time they take off.
It helps organizations to set up employee leave policy. Using this, an employee can check the status
of leaves, daily attendance records, and can also apply for leaves. Leave is a provision to take leave
from work for genuine reasons with the prior approval of the authorities.

3. Getting Started

3.1. Set Up Consideration

OS Compatibility: Microsoft Windows 7 and above
Browsers Supported: IE 9, 10+, Firefox 3.6+, Chrome 12+ on Windows, Firefox 3.6+, Safari 4+
on Mac 10.5.7+
Minimum Hardware Requirements: CPUs- Intel i3, RAM-8GB, 164GB (64GB for File Storage,
100GB for database storage)
Minimum Software Requirements: IE 9, 10+ Firefox 3.6+, Chrome 12+ on Windows,
Firefox 3.6+, Safari 4+ on Mac 10.5.7+
3.2. Know Your Icons
Icons Descriptions
It will allow editing a record.
It will allow reviewing the submitted record/request.

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It will allow approving the submitted record/request.

It will allow viewing the details of the record/request in readable form.

It will allow viewing the uploaded document.
Table 3-1 Icons

3.3. User Access and Permissions

HRMS user access and permissions is managed by a specialized workflow management system that
is further supplemented with roles and permissions. The User Management Process
(SRS_HRMS_CH_02) has been coined as the centralized access manager where employees are
provided various roles and permissions to access different set of features. Table 3-1 showcases the
permission and user access provisions in general to HRMS Processes

User Profile Employee Self Service Manager Self Service

Permissions View Add* View Add/Edit Approval
HRMS Admin Yes Yes Yes Yes No
Employee (ESS) Yes Yes No No No
Manager (MSS) No No Yes Yes Yes**
Competent Authority No No Yes No Yes
Table 3-2: User Profile and Permissions

*(Add permission also provides an additional permission of Edit to update records by resubmission)
** (A manager who is a part of the reviewing or approving authority shall be able to perform approvals)

Table 3-2 defines the provision of different roles assigned as per the permissible architecture of
HRMS application. A user role basically describes the user access of what the user can navigate
around in the HRMS application. The user permissions as described in Table 3-1 combines with user
roles to allow the user to “navigate” and “perform” the nature of processes as per the delegated
power.

User Profile Employee Self Service Manager Self Service

Roles Initiator Reviewer Approver Initiator Reviewer Approver
HRMS Admin Yes NA NA Yes No No
Employee (ESS) Yes NA NA No No No
Manager (MSS) No NA NA Yes Yes No
Competent Authority No NA NA No Yes Yes
Table 3-3: User Profile and Roles

*(For some process, the manager can initiate a transaction from the MSS on behalf of the employee but not
based on grounds of request)

3.4. Accessing the system / System Organization and Navigation (Login, ESS and MSS)
URL: uat.hrmsfci.in
Login screen:

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Figure 3.1 Login Screen

 Enter Login credentials, Captcha (Enter number here as shown in Figure 3.1) and Click on to
Log in to the system.
 Post Login, employee will land on the Home Page as shown in Figure 3.2

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User Manual Version 0.2

Figure 3.2 Home Page

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FCI HRMS
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Employee Self Service (ESS) - Employee Dashboard

Figure 3.3 Employee Dashboard

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Manager Self Service (MSS Manager Dashboard)

Figure 3.4 Manager Dashboard

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3.5. Exiting the System

Figure 3.5 ESS Dashboard

 Click on to log out of the system.

3.6. HRMS Login Configuration

HRMS Login are handled using OAuth 2.0 protocol. The user credentials entered by user is
passed on internet to HRMS System for validation and after successful validation a token is
generated and shared to the application to use it at the time of every new server interaction
to validate the user credentials. The login activity has few timeout settings as illustrated
below.
 Access token Lifespan – These is the setting for capturing the lifespan of Access
token before it gets expired. Before access token gets expired a refresh process is
triggered to get the new access token to keep the session alive until user logout of
the session. Default is set to 1 hour.

 SSO Session Idle - These is the setting for time a user session can be idle before it
gets expired. Default is set to 1 hour.

These are timeout settings done at Key cloak IAM interface.

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4. Using the System

Compensation and benefits are the results or rewards that the employees receive in return for
their work. Compensation and benefits in FCI include payments like PLI, overtime allowance,
wage revision policy inclusions, retirement grants, leave encashment and various types of
reimbursements and claims. The compensation part will deal with updating the pay components
of the employees that is used to process their salaries via payroll management.
4.1. Vendor Master
As per the FCI policies, vendor shall be defined in the system by means of this process.
Admin will define the vendors who shall recruit the talent for the organization by filling in
the required details.

4.1.1. Navigation
Left Navigation: Talent Acquisition >>Masters >> Vendor Master
4.1.2. SLA
NA
4.1.3. Landing Page
HRMS administrator shall traverse the navigation as mentioned in Section 4.1.1 to reach the
Vendor Master Landing Page as shown in figure:

Figure 4-1: Vendor Master

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HRMS administrator shall be able to perform the following activities from the landing page:

 Click on to apply the available filters.

 Click on to export the table records in Excel or CSV as

per table columns.

 Click on to enter a search query that shall

search the table records.
 Click on to sort the table records in ascending order or descending order of
entries.

 Click on to navigate table records

 Click on to add a new record in the table as mentioned in Section 4.1.3

– Add Vendor

 Click on to edit an existing record in the table as mentioned in Section 4.1.4 –

Edit Vendor.

 Click on to view the record as shown in figure.

Figure 4-2: View Vendor

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4.1.4. Add Vendor

Click on to open the Add Vendor as shown in figure

Figure 4-3: Add Vendor

Enter the details and click on such that a success message will be shown in
the Vendor Master Landing Page for addition of a new record in the table.
Success message will be displayed as

4.1.5. Edit Vendor

Click on to open Edit Vendor as shown in figure

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Figure 4-4: Edit Vendor

Enter the details and click on such that a success message will be shown in the
Vendor Master Landing Page for updating the existing record in the table.
4.2. Phase Master
As per the introduced process, if organization opts to recruit the talent on their own basis
without having any third party agency for it, they can add the phases and exams that any
candidate shall clear in order to be recruited in FCI.
4.2.1. Navigation
Left Navigation: Talent Acquisition >>Masters >> Phase Master
4.2.2. SLA
NA
4.2.3. Landing Page
HRMS administrator shall traverse the navigation as mentioned in Section 4.2.1 to reach the
Phase Master Landing Page as shown in figure

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Figure 4-5: Leave Configuration Master

HRMS administrator shall be able to perform the following activities from the landing page:

 Click on to apply the available filters.

 Click on to export the table records in Excel or CSV as

per table columns.

 Click on to enter a search query that shall

search the table records.
 Click on to sort the table records in ascending order or descending order of
entries.

 Click on to navigate table records

 Click on to add a new record in the table as mentioned in Section

4.2.3 – Add Phase.

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 Click on to edit an existing record in the table as mentioned in Section 4.2.4 –

Edit Leave Configuration.

 Click on to view the record as shown in figure.

Figure 4-6: View Phase Master

Click on to exit the screen.

4.2.4. Add Phase Master

Click on to open the Add Phase Master as shown in figure.

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Figure 4-7: Add Phase Master

Enter the details and click on such that a success message will be shown in
the Phase Master Landing Page for addition of a new record in the table.
4.2.5. Edit Phase Master

Click on to open Edit Phase Master as shown in figure

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Figure 4-8: Edit Phase Master

Enter the details and click on such that a success message will be shown in the
Phase Master Landing Page for updating the existing record in the table.
4.3. Fee Setup
As per the introduced process, if organization opts to recruit the talent on their own basis
without having any third party agency for it, they can add the fees on the basis of different
categories, cadre, gender and other specifications.
4.3.1. Navigation
Left Navigation: Talent Acquisition >>Masters >> Fee Setup
4.3.2. SLA
NA
4.3.3. Landing Page
HRMS administrator shall traverse the navigation as mentioned in Section 4.3.1 to reach the
Fee setup Master Landing Page as shown in figure.

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Figure 4-9: Fee setup Master

HRMS administrator shall be able to perform the following activities from the landing page:

 Click on to apply the available filters.

 Click on to export the table records in Excel or CSV as

per table columns.

 Click on to enter a search query that shall

search the table records.
 Click on to sort the table records in ascending order or descending order of
entries.

 Click on to navigate table records

 Click on to view the record as shown in figure.

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Figure 4-10: View Fee setup

4.3.4. Add Fees

Click on to open the add fees as shown in figure.

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Figure 4-11 Add Fees

Enter the details and click on such that a success message will be shown in
the Fee setup Landing Page for addition of a new record in the table.
4.3.5. Edit Fees

Click on to open Edit Fee setup as shown in figure

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Figure 4-12 Edit Fees

Enter the details and click on such that a success message will be shown in the
Phase Master Landing Page for updating the existing record in the table.
4.4. Qualification/Work Experience
Qualification and Work Experience shall contain the qualifications and other specifications
required in order to recruit a talent on the basis of the available vacancies.
4.4.1. Navigation
Left Navigation: Talent Acquisition >>Masters >> Qualification Work Experience
4.4.2. SLA
NA
4.4.3. Landing Page
HRMS administrator shall traverse the navigation as mentioned in Section 4.4.1 to reach the
Qualification Work Experience Landing Page as shown in figure.

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Figure 4-13: Qualification Work Experience

HRMS administrator shall be able to perform the following activities from the landing page:

 Click on to apply the available filters.

 Click on to export the table records in Excel or CSV as

per table columns.

 Click on to enter a search query that shall

search the table records.
 Click on to sort the table records in ascending order or descending order of
entries.

 Click on to navigate table records

 Click on to view the record as shown in figure.

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Figure 4-14: View Qualification/Work Experience

4.4.4. Add Qualification/Work Experience

Click on to open the as shown in figure

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Figure 4-15: Add Qualification/Work Experience

4.4.5. Edit Qualification/Work Experience

Click on to open Edit Qualification/Work Experience as shown in figure

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Figure 4-16: Add Qualification/Work Experience

Enter the details and click on such that a success message will be shown in the
Qualification/Work Experience Landing Page for updating the existing record in the table.

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