AEGIS Limited An ESSAR Enterprise (AEGIS Ltd.

Aegis & Essar HRSS Analysis on Single Platform

User Requirement Specification

Version 1 MAY- 2011

Confidential Between EITL & Aegis HRSS

Page 1

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

Confidential Between EITL & Aegis HRSS

Page 2

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 Number Functional Version

Date

Author

Reason for Change

10/05/11

Avdhoot Sant

Initial version

Draft

Confidential Between EITL & Aegis HRSS

Page 3

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.
Page 4

Confidential Between EITL & Aegis HRSS

Manual intervention is 40% in current scenario of the process. Transactional data is not getting captured by respective authorities (CHR/HRSS). For reporting purpose management is dependent on particular team Slow down the process for Management to take any decision.

Current Process
Aegis & Essar employees send their queries via outlook to Helpdesk and many times to Payroll/ Support teams directly. If the queries reach Helpdesk then Aegis HRSS MIS Team pivots the data by storing in Local drives and sends it as and when needed by management. Meanwhile there is CHR reporting also which, they want to send it through Aegis HRSS as well as some more details from Talent Service Team regularly. It may tend to 2 or 3 days of difference in collecting data by different sources. Resulted 2 or 3 days transactional data may get missed out by any one of the authority. CHR / HRSS MIS team will generate the different types of reports based on the information given by Location Talent Service Team.

Diagram 1: Current Process This will show you the actual flow of the current process happening at different user level.

Confidential Between EITL & Aegis HRSS

Page 5

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

Aegis Experience (in years) Age Agent/Non Agent Band R-C-M-S Category Country CTC (PA) without PLI CTC (Rs. Crs) Date of relieving / Date Of Termination Department Designation Differently (Yes / No) DOB DOJ / Date Of Hire

Value Type

Available in SAP
YES YES YES YES YES YES YES YES YES NO - add YES

Abled

YES YES YES

Confidential Between EITL & Aegis HRSS

Page 6

Domestic / International Educational Category Educational Qualification Emp Code Enrolled for Aegis Foundation(Yes/No) Full Time / Part Time Function Gender Location Marital Status Name Nationality Process Role SAP ID Source of Hire Total Experience (in years) Type of Attrition# Business Type Supervisor L1 Supervisor L2 Supervisor L3 Last Increment date IJP Movement (Yes/No) IJP Movement Type IJP Movement Date BANK NAME BANK A/C NUMBER PF NO ESI Applicability (Yes/No) ESI No# Confidential Between EITL & Aegis HRSS

YES YES YES NO - add YES YES NO - add YES YES YES YES YES NO - add NO - add YES YES YES NO - add NO - add NO - add NO - add NO - add NO - add NO - add NO - add NO - add YES YES YES YES YES
Page 7

PAN Number Source Name Religion Blood Group State Cost center WBS Element Company Code Previous Organization Wage type Bank Mode

YES YES YES YES YES YES YES YES YES YES 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 priority are given in below sheet for your ready reference:

Sr. No
1 2 3 4 5

Report Name

File Name

Interval

Grade wise Manpower Count & Cost (Rs. In CHR MIS - Manpower Monthly Crs.) Detail Format Monthly Global AEGIS Manpower Summary Head Count Band Wise- Monthly Band Wise Format Manpower Summary Location Wise (AEGIS Manpower Summary - Monthly Ltd.) (Monthly) Centre Wise Talent Acquisition Report (Function & Role Revised Monthly HRIS Wise) Hiring Sources (Agent & Non Agent) Revised Monthly HRIS Monthly Monthly

Confidential Between EITL & Aegis HRSS

Page 8

6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23

Hiring Cost Attrition Details for non-agent staff Attrition Analysis (Agent/Non- Agent) (Over All)-

Revised Monthly HRIS Revised Monthly HRIS Monthly Revised Monthly HRIS

Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly

Attrition on Regrettable / NON regrettable Revised Monthly HRIS (Agent/Non agent wise) Attrition Reason Wise Revised Monthly HRIS Global Talent Exchange Program People Demographic People Cost Revised Monthly HRIS Revised Monthly HRIS Revised Monthly HRIS

Absenteeism/Total Man Days LOST Report Revised Monthly HRIS (Agent/NON Agent) Monthly Location Wise Headcount & RCMS wise Ratio INDIA Happy Ppl Score Card Location Wise Headcount across Designation INDIA Happy Ppl Score Card Location Wise Headcount across Department INDIA Happy Ppl Score Card Band (4&5) Wise Headcount at Projects INDIA Happy Ppl Score Card Attrition (Agents)- Voluntary / Involuntary INDIA Happy Ppl Score Card Attrition (Non-Agents)- Voluntary/Involuntary INDIA Happy Ppl Score Card Agent Attrition Analysis - Tenure (<90/>90) Non-Agent (<90/>90) Attrition Analysis -

INDIA Happy Ppl Score Monthly Card

Tenure INDIA Happy Ppl Score Monthly Card INDIA Happy Ppl Score Monthly Card

Talent Acquisition & Source Wise Hiring

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

Weekly Reports which are on HIGH priority are listed below:

Sr. No
1

Report Name
COGS and SG&A Summary - INDIA

File Name
Final RCMS Cost Data

Interval
Weekly

Confidential Between EITL & Aegis HRSS

Page 9

Monthly Reports which are on MEDIUM priority are listed below:

Sr. No
1 2

Report Name
Band Wise IJP (Over All) F&F Settlement details

File Name
Revised Monthly HRIS Revised Monthly HRIS

Interval
Monthly Monthly

Monthly Reports which are on LOW priority are listed below:

Sr. No
1 2 3 4 5 6 7 8 9

Report Name
HR Opn Bulletin (13 Separate Reports) IJP (Agent/NON Agent) Position Wise Offer Details (Agent Staff) Offer Details (Non - Agent Staff) Offer Regret Details (Non -Agent) Offer Regret Details (Agent) Induction report (On Boarding Information)

File Name
HR Ops Bulletin Revised Monthly HRIS Revised Monthly HRIS Revised Monthly HRIS Revised Monthly HRIS Revised Monthly HRIS Revised Monthly HRIS

Interval
Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly

Induction report (new Joiner Details- NON Revised Monthly HRIS Agent Staff) Training Report Revised Monthly HRIS

Monthly

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

Microsoft Office Excel Worksheet

Confidential Between EITL & Aegis HRSS

Page 10

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

RHeadcount P CHeadcount Q MHeadcount R SHeadcount S

LOC ABCD

R-% T=P/(P+Q+ R+S)

C-% U=Q/(P+Q+ R+S)

M-% Same

S-% Same

16. Location Wise Headcount across designation Location ABCD TL: Agent Total Count Mgr : Agent Total Count Sr. Mgr : Agent Total Count AVP:Agent Total Count VP:Agent Sr. VP: Agent

Total Count Total Count

17. Location Wise Headcount across department Location HR:Agent

Count

MIS:Agent
Count

Quality:Agent
Count

IT:Agent
Count

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

Count

Band-5 Headcount
Count

19. Attrition (Agents)- Voluntary / Involuntary Project Voluntary

Count

Involuntary
Count

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

Count

Involuntary
Count

Confidential Between EITL & Aegis HRSS

Page 11

21. Agent Attrition Analysis - Tenure (<90/>90)

Project <90 Count >90 Count

22. Non-Agent Attrition Analysis - Tenure (<90/>90) Project <90

Count

>90
Count

23. Talent Acquisition & Source Wise Hiring Agent Staff Offer Joined Released
Count Count

Location

% Joined

Non Agent Staff Total Offer % Offer Joined Released Joined Released Count Count Sum

Joined Sum

% Joined

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

Microsoft Office Excel Worksheet

Suggested System workflow

Diagram 2: System Proposed Process

Confidential Between EITL & Aegis HRSS

Page 12

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)

Confidential Between EITL & Aegis HRSS

Page 13

Decision to be taken by EITL & AEGIS-HRSS

Sr. No Subject 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. Who will upload the external data (HRSS/EITL/Talent Service Team) Quotation of each solution proposing to implement this system Which Solution to be used No. Of users targeted for these tools Development of the Project Team and Project Plan Types of roles / authorization (Level of authorization) Scheduling Of the extraction in BW Agency AEGIS Ltd. Decision

2 3 4 5 6 7 8

AEGIS Ltd. EIT Ltd. AEGIS Ltd. AEGIS Ltd. EIT Ltd. AEGIS Ltd. 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.

Confidential Between EITL & Aegis HRSS

Page 14

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

Confidential Between EITL & Aegis HRSS

Page 15