Human Resource Management

System Software
 I nt ro d u c ti o n

• Human Resource Management System (HRMS) shape an intersection between Human

Resource Management & Information Technology. It merges HRM as a discipline and in
particular its basic HR activities and processes with the information technology.
• It is essentially a human resource software which meticulously combines all the
different HR processes and systems to ensure easy management and smooth
functioning of different business processes.
• HRMS can be used for recruitment, payroll management, leave approval, succession
planning, attendance monitoring, performance management and to maintain other
employee personal information and company policies.
• It also enhances productivity for managers and front-line employees and improves
communication within organization.

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 Key M o d u l e s o f
HRMS

Following are key module selected under Spine HRMS :

 Employee Self Service

 Leave Management
 Time and Attendance Management
 Mobile - Spine HR Suite

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 Preview of Login Page
• Login Page view to the Employee.
• HRMS Link - https://cr3india.spinenxhr.in/login.aspx?ReturnUrl=%2f

If You have forgotten your

Password then you can click
on ‘Forgot Password ?’

Password will be mailed to

your registered email id.

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 Dashboard
Home page will display the Dashboard.

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 The employee can only view/edit his/her details in this module.

Employee can view the following listed details: Self Service

1. Employment :- This will display / edit employee's details.

2. Contact :- This will display / edit employee's contact details.

3. Personal :- This will display / edit employee's personal details.

4. Statutory :- This will display / edit employee's Tax details.

5. Bank :- This will display / edit employee's bank details.

6. Family :- This will display / edit employee's family members details.

7. Nominee :- This will display / edit employee's nominee details.

8. Immigration :- This will display / edit employee's Passport & Visa details.

9. Driving Licenses :- This will display / edit employee's driving license details.

10. Skills :- This will display / edit employee's skills and experience details.

11. Languages :- This will display / edit employee's known language details.

12. Qualifications :- This will display / edit employee's qualification details.

13. Assets List :- This will display / edit list of assets allocated to the employee.

14. Social Details :- This will display / edit employee's active participation for social cause.
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 Salary Page

This module will display the employee’s salary details and salary report which is published from Spine
Payroll.

Salary module has the following listed components:

1. CTC : This module will display the CTC of the employee.

2. Payslip :- This module will display the payslip of the employee.

3. Download Payslip :- This module will allow the employee to download the monthly payslip.

4. Year Payslip :- This module will display the yearly payslip of financial year.

5. Monthly Report :- This module will display the monthly comparison report of the employee .

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 Taxation
• This module will display the tax related sheets such as tax projection, declaration sheet.

Employee can view the following listed details:

1. View Tax Eligibility :- This module will display the tax flag for claiming extra exemption for 80D
and 80DDB for parents senior citizen, Physically Disable / Blind / Handicapped, Additional
deduction Under 80DD where Self/Dependent had Serious Disability.

2. Tax Projection :- This module will display employee's tax projection.

3. Download Tax Projection :- This module will allow to download the Tax projection sheet.

4. Declaration List :- This module will display list of declarations added by the employee.

5. Edit Tax Eligibility :- This module allows to enter the tax flag for claiming extra exemption for 80D
and 80DDB for parents senior citizen, Physically Disable / Blind / Handicapped, Additional
deduction Under 80DD where Self/Dependent had Serious Disability

6. Add Declaration:- This module will display list of declarations (Declared Amt.) of the employee.

7. Submit Tax Declaration - Sheet :- This module will allow entry of multiple declarations.

8. Investment/Claim Made List :- This module will display list of declarations (Made Amt.) of the
employee.

9. Add Investment/Claim Made :- This module will allow entry of declaration claim (Made Amt.)

10. Prev. Employer form16 :- This module will allow entry of previous job salary details.

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 Tax Projection
Procedure:

• Go to Self Service -->Taxation --> Tax Projection

• Select For the period -->Tick on Projection as per Web declaration amount (if required)

• Refresh.

• Can also download the projection sheet.

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 Declaration List
• This module will display the list of declarations of the employee . For displaying the list, the employee has to add the entries from Declaration-Single
module.

Procedure:

• Go to Self Service -->Taxation--> Declaration List --> Select the Period For --> Select the type in Filter--> Go.

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 Add Declaration
• The user can do Perk, Recoveries and Investment Entries (Declared) in this module for current financial year only.

Procedure:

• Go to Self Service --> Taxation --> Add Declaration ---> Select the type of payment and enter other details --> Save & Agree.

While adding employee can also check limit,

used amount, and balance amount of
selected Type of Payment.

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 Submit Tax Declaration Sheet

• The user can do multiple Perk, Recoveries and Investment

Entries (Declared) in this module.

Procedure:

• Go to Self Service -->Taxation --> Submit Tax

Declaration-Sheet

• Enter the amounts for required declarations

• Save.

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 Investment / Claim made list
• This module will display the list of declarations(Made Amt.) of the employee. The employee has to add the entries from Add Investment/Claim
Made module.
Procedure:

• Go to Self Service -->Taxation--> Investment/Claim Made List --> Select the Period For -->Select the type in Filter--> Go.
• Employee can copy the declaration list (declared amount) into Made list (Made amount) by using option "copy declaration entries" .

• Employee can Copy Declaration Document file to Made Document file Incase both file are same, by selecting option Copy Declaration
Document file to Made Document file

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 Pre. Employer Form 16
• The user can enter the previous job salary details . Only the employee whose joining date is of current financial year can add the details in this module.

Procedure:

• Go to Self Service -->Taxation --> Prev. Employer form16 --> Enter the required details --> Save.

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 Quick Info
• This module will displays other miscellaneous details apart from employee's employment
and salary details

Employee can view the following listed details:

1. Loan Details :- This module will display the details of the selected Loan entry.

2. Holiday List :- This module will display the list of holidays assigned to the employee.

3. My Documents :- This module will display the list of custom documents submitted by the
employee.

4. Tax Calculator :- This module is used to calculate the Tax of the employee's.

5. Survey :- This module is for conducting survey for any events or for employee's views.

6. Add Quick Links :- Quick links are provided for certain bookmarks to be saved as as
shortcut links.

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 Employee Documents

• This module will display the list of custom documents submitted by the employee.

• Document :- Employee can download the uploaded document, by click on "Document"

• Upload :- Employee can upload the document, by Click on "Upload"

• Remove :- Employee can remove the document, by Click on "Remove"

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 Holiday List
• This module will display the list of holidays assigned to the employee.

Procedure:

• Go to Self Service --> Quick Info -->Holiday List.

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 Tax Calculator
• This module is used to calculate the Tax of the employee's.
Procedure:

• Go to Self Service --> Quick Info --> Tax Calculator --> Enter Required Amounts --> Click Calculate TDS

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 Confirmation/Resignation

Here employee can request for his confirmation or resignation

Procedure :
Confirmation
• Go to Self Service --> Confirmation--> Request --> Add Remarks Save
Resignation
• Go to Self Service --> Resignation--> Request --> --> Add Remarks Save.
• Once saved , Exit interview form needs to be filled up by the employee.

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 Leave Module
Spine LEAVE Management module is designed to capture any complex requirement with integration on workflow for approval and final
month end posting to HRMS/PAYROLL module.

• Dynamic module to define leave policies with multiple leave type and combination for employee groups.

• Integration with spine workflow for approval and notification (EMAIL-SMS)/Scheduled reports at various intervals
and organization hierarchy levels.

• Employee can apply for leave/Out door duty(OD)/comp off, which will be approved by respective hierarchy with
their comments.

• Leave cancellation application by employee in case of leave plan changed.

• Multiple sets of reports/MIS based on policy with report writer tool.

• Auto generation of various statutory reports.

• Integration of approved Leave with spine HRIS-Payroll System.

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 Leave Register
• This module will display the details of selected leave type. The leaves displayed here will be according to the processed data.
Procedure:

• Go to Leave --> Myinfo --> My Leave Register --> Select employee, For Period, Leave Type --> click on View.

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 Leave Rules
• This module will display the leave rules set for the employees in leave settings.

Procedure:

• Go to Leave --> MyInfo --> Leave Rules.

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 Leave
• In this module, the employee can avail the leave depending upon the reason of leave and
availability of the leave balances.

The employee can view the following listed components:

1. Apply :- This module will allow the employee to apply leave.

2. Substitute Approval :- In this module, Substitute Attendee has to approve the leave application made by his team
mate prior the application flows into normal Leave Application workflow.

3. Cancellation :- This module will allow the employee to cancel the approved leave applications.

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 Apply Leave
• This module will allow the employee to apply leave. The status of the application will be displayed on the dashboard(Homepage).

Procedure:

• Go to Leave --> Leave --> Apply --> Add New --> Select From Date and To Date --> Select Leave Type --> Enter Reason --> Select Leave Category
--> Upload Attachment (if any) --> click on Save.

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 Delete
•

•
Employee can “delete” only those leave applications which are “not yet viewed by approver”.
Application
IF leave application viewed by approver it will not get deleted, in this case you need to apply leave cancellation application.
• To delete the leave application click on “Delete“.

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 Cancellation
• This module will allow the employee to cancel the approved leave applications. The employee can cancel the approved leave application if he/she wishes to avoid the leave.

• Cancellation can be done for either the whole period of leave or only a part i.e. cancellation can be done for either the starting portion of the leave or the last portion but
not for the in between period of leave.

• The cancellation can be done only once.

Procedure:

• Go to Leave --> Leave -->Cancellation --> Click on the Edit button

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 Outdoor Duty
• This module is available to the users having "Employee" web role.

• In this module, the employee can avail the OD incase of outdoor duty.

The employee can view the following listed components:

1. Apply : This module allows the employee to apply for outdoor duty application.

2. Cancellation : This module will allow the employee to cancel the approved OD applications.

• This module allows the employee to apply for outdoor duty application.

• The status of the OutDoor Duty application will be displayed at the homepage.

Procedure:

• Go to Leave --> OutDoor Duty -->Apply --> click on Add New

• Enter From Date, To Date, Remarks and other fields as per

requirement --> click on Save.

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 Cancellation
• This module will allow the employee to cancel the approved OD applications.

• The employee can cancel the approved OD application if he/she wishes to avail the leave.

Procedure:

• Go to Leave -->OD -->Cancellation --> Click on the Edit button

• Enter required details

• click on Save.

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 OT to Comp. Off
• This module is available to the users having "Employee" web role.

• In this module, the employee can Add the OT depending upon the reason of OT.

The employee can view the following component:

1. Apply : This module will allow the employee to apply OT.

• Employee can apply OT application based on the total hours worked for the day.

• The status of the application will be displayed on the dashboard(Homepage).

To Add OT request follow below Procedure :

• Goto Time --> OT --> Apply --> Add New

• Select For Date --> In Out Time would be displayed  Tick Consider total OT as C.Off -->
Enter Remark --> Save. (WO/PH working hrs will be considered in OT)
• Following are OT rules – If OT worked for less than 3 hrs – no comp. off ,
If OT worked for 3 hrs to 6 hrs – half comp. off,
If OT worked for more than 6 hrs – 1 comp. off.
• Once Approved by your manager Comp. off will be credited in your leave as CO+.

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 Cancellation
• This module will allow the employee to cancel the approved CO applications.

• The employee can cancel the approved CO application if he/she wishes to avail the leave.

Procedure:

• Go to Leave --> CO --> Cancellation --> Click on the Edit button

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 Time
Spine ATTENDANCE Management module is designed to capture any complex requirement with integration on workflow for approval and final
month end posting to HRMS/PAYROLL module.

• Dynamic module to define attendance/ shift roster policies with multiple leave type and combination for employee
groups.

• Integration with spine workflow for approval and notification (EMAIL-SMS)/Scheduled reports at various intervals and
organization hierarchy levels.

• Provision to auto integrate attendance raw data with any time recording device e.g. Swipe card/Bio metric machines
through universal interface module.

• Multiple sets of reports/MIS based on policy with report writer tool.

• Auto generation of various statutory reports.

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 My Attendance
• This module will display the employee's Attendance related details.

Employee can view the following listed details:

1. My Attendance : With this option employee can view his monthwise attendance.

2. Opt your Holiday : With this option employee can select their optional holidays from list of holidays.

• With this option employee can view his/her month wise attendance.

Procedure :

• Go to Time --> Attendance --> My Attendance --> Select the month

and year and click on "Refresh".

• Employee has to select the month and year and click on refresh button to view
the attendance.

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 Swipe /
• In this module, the employee can Add the swipe depending upon the reason of swipe. Regularization
The employee can view the following component :

1. Apply : This module will allow the employee to apply Swipe.

• Incase of In/Out missing for any employee, He / She can forward swipe request to
approver. This request will be forwarded to respective approver and on approval
he/she will be considered as present.

• The status of the application will be displayed on the dashboard (Homepage).

Procedure :

• Go to Time --> Swipe --> Apply --> Add New

• Employee can update the swipe request by selecting the date and updating IN /Out
Time and click on save option.

• Employee can place request for Swipe In/Out or for both where employee has
missed his Punch entry while click on add new option.
• To delete a swipe request click on delete button.

• After his/her saving swipe request employee can view

request in the Dashboard.
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 Short Time Off
• In this module, the employee can avail his Early Going / Late Coming for the respective month.

The employee can view the following component :

1. Apply : This module will allow the employee can apply for his Early going or late coming for
the month.
2. Here employee should select the date when he has enjoyed his early going or late coming
Add minutes of early going or late coming.
3. Kindly enter remarks and save.

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 Conclusion
• HRMS will help us to track crucial data without shuffling papers. Easy upload and download
facility of documents.
• It has global access and is user friendly.
• HRMS streamlines these processes, reducing the chances of human errors and malpractices
while collating the data. Not just in one location, HRMS can combine the payroll management
of all employees of the company across all geographical locations.
• It has HRMS mobile app login for quick access and record attendance through site location.
• Employee Leave, regularization and other applications can be managed at any point of time &
the same is notified to respective managers through mails.
• Improved access to information and accurate statutory reports.
• Reports based employee Feedback, Survey and employee training status can be viewed.
• HRMS is flexible and configurable as per company policies & requirements.

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THANK YOU

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