HR Organization Setup	use IMPLEMENT Login
Document	Date	From	To	Field	Value	Req date	Policy/Rules
Company setup	Onetime	HR Dept.	ERP	Companyname	MobileERP		Company needs to setup to start using erp software with all registration number informations
Departments setup	Onetime	HR Dept.	ERP	Departmentname	Marketing		All departments within your company needs to setup to work on system
Designation setup	Onetime	HR Dept.	ERP	Designationname	Manager		All designations used in your company needs to be filled in this masters
Role and its ERP Right setup	Onetime	HR Dept.	ERP	UserGroup	MarketingManager		There are n number of predefined usergroups or postgroups which are know as roles in erp software
with documentwise ERP rights setup				ERPDocument/Folder	Add/Edit
Posts or User creation	Onetime	HR Dept.	ERP	User	MKTGMGR		There is n number of predefined posts in erp softwares
with store access setup / folder / email / chat / phone etc. setup				Folder	//erpsrvr/mktgfolder
				Email	mktgmgr@erpweb.com		Connect Role with post using this master to inherit rights of role very similar to putting users in usersgroup in windows
Posts Role Setup (UGUsers)	Onetime	HR Dept.	ERP	MarketingManager	MKTGMGR
					Manager
					Marketing
Posts KPI Setup	Onetime	HR Dept.	ERP	Sales This month vs last month	MKTGMGR		Identify Key performance indicator your company will need. See the list of pre-defined KPIs builtin software
Posts 6-Sigma Setup	Onetime	HR Dept.	ERP	Delivery Perfo baseline=3	MKTGMGR		Identify 6-sigma parameters to be used by your company. If nobody has knowledge of this buy 3rd party consulting
Posts Tree Setup	Onetime	HR Dept.	ERP	Sales Organization tree	MKTGMGR		Identify which user can access which tree based drill down reports for his easy and fast access
Posts Top10/Last10 Cockpit setup	Onetime	HR Dept.	ERP	CRMcockpit	MKTGMGR		See pre-defined top 10 and last 10 cockpits built in system and identify which role should get what cockpits
Posts Report Cockpit setup	Onetime	HR Dept.	ERP	CRMReports	MKTGMGR		See pre-defined reports cockpit and understand how managers should access such cockpits
Posts Alert Setup	Onetime	HR Dept.	ERP	If SO not approved in 24 hrs	Escalate to CEO		Identify alerts you will require  for failure of work by somebody in entering data, approving data, printing and sending data
Posts Wizard setup	Onetime	HR Dept.	ERP	Customer Wizard	MKTGMGR		Idenfity needs of wizards for some users and provide necessary access rights
Posts specific special rights	Onetime	HR Dept.	ERP	Workflow	MKTGMGR		Identify post specific special rights if needed to override standard rights of system.
Posts Graph Setup	Onetime	HR Dept.	ERP	Bar Chart	MKTGMGR		Identify needs of graphs and bar charts for every users cockpit and learn how to use that for managers
Comm Message Setup	Onetime	HR Dept.	ERP	Email messages			Identify need for email messages automation and see how erp sends it automatically to concerned party
				SMS Messages			Identify need of sms alerts on certain document events and learn its automation via erp
Recruitment				Covering Letters			Identify and format necessary covering letter which will go along each print documents as well as emails.
Document	Date	From	To	Field	Value	Req date	Policy/Rules
HR Requisition	10/01/2009	DeptHead	HR Dept.	Post	Manager	01/03/2009	Rules for satisfying Recruitment Requirements
				Experience	2 years	candiate req by date	An employee will be hired based on requirements generated due to new projects, person leaving existing project or departments, replacement of non-performing person on existing projects or on establishment of new department, branch or unit.
Post Vacancies	11/01/2009	HR Dept.	Web/Newspaper	Post	Manager	01/02/2009	ERP should generate HR Requisiton automatically if any of the above condition is found in system.
				Skills	BE/MBA	last date of application	Employee requisition Form can also be submitted manually to HR via Manager Self Service
Enter CV/Biodata	12/01/2009	Candidate1	Web	Name1	Nimit	01/03/2009	Employee requisition Form can only be raised by Heads of respective Departments or Top management.
				Degree1	MBA	Prop joing date	HR Requisition should be approved first by CEO or top management directly.
				Experience1	3 years		After approval this requisition will be automatically published on website via ERP. Biodatas will be accpeted from website  till closing dates  from candidates.
	14/01/2009	Candidate2	Web	Name2	Sherman	02/03/2009	Advertisement in newspaper should be published by HR based on budget approvals from Management. Special care needs to be taken while designing artwork of this advt. Artwork of this Avt. Should be standardized and should be produced automatically from ERP.
				Degree2	BE/MBA	Prop joing date	Requirements should be posted in online sites like www.barodanaukri.com, naukri.com, jobstreet.com etc. for better visibility and free advertisement of reqirements by HR. This posting should be noted in ERP System for finding which media is better to bring in more biodatas.
				Experience2	1 years		If POST does not exist in ERP HR is supposed to create one and place it under POSTGROUP. If POSTGROUP and his role defination does not exist then HR is supposed to create POSTGROUP and give folder/document rights in ERP.
Send Call Letters	02/02/2009	HR Dept.	Candidate1	InterviewTime	05/02/2009 12:00		For every POST a Balance ScoreBoard, Interview questionary, skills DB  and daily report checklist format is to be prepared by HR and entered in ERP System
			Candidate2	InterviewTime	05/02/2009 14:00		HR should prepare this scoreboard, interview questionary, skills and daily report checklist for a post in 1 day time and send that to department head or top management approvals.
Interview	05/02/2009	Candidate1	HR Dept.	InterviewScore	30		After the approval from top management the scoreboard, interview questionary, skills DB and daily report checklist becomes standardised for that POST. This then needs to be entered by HR in ERP Ssystem.
	05/02/2009	Candidate2	HR Dept.	InterviewScore	35		If HR fails to prepare scoreboard, interview questionary, skills DB and daily report checklist in one day time then the issue should be auto escalated to top management by ERP Software.
							Rules for accepting biodata
Send Offer Letters	07/02/2009	HR Dept.	Candidate 2	SalaryOffer	Rs. 10000 pm	01/03/2009	All biodata will be accpted from Internet website of our company only. No bio-datas will be accpeted manually on paper. The biodata file of ERP and wanted of HR Requisition should be linked to companies existing website.
						req date of joining	Even Bio-data's from Newspaper, naukri.com etc. site should be posted directly in ERP by candidates. Mention that on every media that biodatas in company will only be accepted online via our website for better process.
Acceptance of Offer	09/02/2009	Candidate 2	HR Dept.				Pre-Interview or suitability test should be taken while accepting biodata. ERP System should not allow candidates to submit bio-data of candidates who are not suitable for job or who do not pass basic online test of company.
							Rules for calling candidate for interview
Appointment Terms	10/02/2009	CEO	HR Dept.	SalaryBreakup			ERP System should give automatic match for best candidates and will suggest which candidates to be called for interview.
				LeaveBreakup			Email will be sent from ERP System on candidates email address for selected candidates.
				AttendanceBreakup			Print option is to be used for candidates whose email address is not available. All printed copies should be couriered to candidates via document Inward/Outward System.
				PerformanceBreakup			HR should send call letters to candidates in 2 days of time after the closing date if requisition.
				OT/Otherearning breakup			If HR fails to call candidates in 2 days of time then ERP should escalate the issue to top management.
				Training Breakup			Rules for taking Interview
Send Appointment Letter	11/02/2009	HR Dept	Candidate 2	TraineeLetter			After written test, 1st interview taken by HR.
				ContractLetter			HR should take Interview as per Interview checklist in ERP and fill Interview score sheet in ERP which will be then evaluated by CEO at time of CEO Interview.
				Part-TimeLetter			Final interview to be taken by CEO based on scorecard points.
				BPOLetter			If HR fails to take interview on date of interview then issue should be escalated to top management via ERP.
				ProjectLetter			Rules for selecting candidate
							After HR seeing Scorecard, Candidates who fare GOOD or very GOOD in score should be brought to CEOs notice for final interview.
							CEO or Top Management selects the candidates and informs to HR
							HR Should submit this scorecard to CEO in 24 hours after his 1st interview with HR is over.
							If HR fails to submit this scorecard to CEO in 24 hours then issue should be escalated to CEO or top management by ERP automatically.
							Rules for giving candidate an offer and appointment letters
							After the candidate is selected HR finalizes the appointment terms in guidance of CEO and prepares the offer or appointment letter or both.
							The letter is emailed to candidate at his email address.
							If email address is not there the letter is printed and sent to candidate via courier and ERP Document inward/outward system.
							The letter is printed and is kept by HR in appointment letter file.
							HR should send offer or appointment letter in 24 hours after CEO or management informs HR about selection of candidate.
Employee Joining Management							If HR fails to send this letter in 24 hours then the issue should be escalated to top management by ERP.
Document	Date	From	To	Field	Value	Req date	Policy/Rules
Employee Joining	01/03/2009	HR Dept	ERP
Employee Master Entered	01/03/2009	HR Dept.	ERP	EmployeeName	Sherman
				+ 100 over fields
Employee Details Entered	01/03/2009	HR Dept.	ERP
Employee Photo uploading	01/03/2009	Employee	HR Dept.
Employee Card Issuing	01/03/2009	HR Dept.	Employee
Employee Kit Issue	01/03/2009	HR Dept.	Employee	Phone issued	True/False
Send Circular	01/03/2009	HR Dept.	All other departments
Employee Hierarchy setup	01/03/2009	HR Dept.	CEO	ReportingTo	CEO
Employee Orientation Management
Document	Date	From	To	Field	Value	Req date	Policy/Rules
							Rules for Orientation process for newly joined employee
EmployeeOrientation	01/03/2009	HR Dept.	Employee	Orientation Checklist	True/False	03/03/2009	HR and Employee sit togather and fillup Employee record, take photo and fill Skill Matrix on date of joining in ERP System.
							Missing Skills are identified by HR based on Skill matrix and Training Requisition is filled by HR to send a person for identified training on weak areas.
Employee Job description /SOP Explained	02/03/2009	Dept.	Employee	SOP Read and understood?.	True/False	02/03/2009	HR to prepare the employee kit and handover to employee as per his POST. Issue Identification card, Phone, cell phone, PC, stationary kit, Desk and drawer with keys, computer login and passwords, CDs etc. The list of assets issued to employee should be maintained in AssetLog of employee in ERP Ssystem.
							User right is given to newly joined Employee by HR as per his post by mapping POST with Employee Master in ERP.
Employee daily reporting in ERP Explained	03/03/2009	Dept.	Employee	Do u know how to access your ERP?.	True/False	03/03/2009	Training on how to access companies ERP System, register attendance, apply leave and do work and reporting is explained on ERP Software to candidate by HR on day of joining.
							Special Training is given to employee for filling his daily report and submitting it with attendance out punch on daily basis is given by HR.
Employee selfservice explained	03/03/2009	HR Dept.	Employee	How to apply leave?.	True/False	03/03/2009	Introduction to various people and department and their roles in company should be done by HR to newly joined EMPLOYEE.
							Explanation of companies all policies as mentioned in this sheet should be brought to notice of newly joined EMPLOYEE. If employee refuses to obey policies of companyt then he should be immediately terminated without notice as per clause in appointment letter.
Employee attendance punching explained	03/03/2009	HR Dept.	Employee	How to punch?	True/False	03/03/2009	A checklist in ERP Should be filled by HR to inform the management that newly joined Employees orientation is done properly and in designed time frame.
							If HR fails to enter checklist of orientation for new employee then the issue should be auto highlighted by ERP to top management.
Employee Performance Management
Document	Date	From	To	Field	Value	Req date	Policy/Rules
Empoyee Perfo measurment Parameters setup		CEO	HR Dept.	What to measure?.	xyz Skills		Identify skills needed by each employee to perform his or her jobs
Employee Computer Skills	Quarterly	HR Dept.	CEO	Knows Windows?	True/False
Employee Knowledge Skills	Monthly	HR Dept.	CEO	Knows ERP?	True/False
Employee Medical Score	Annually	HR Dept.	CEO	Blood Pressure	150
Employee KRAs 6-Sigma Scores	Monthly	HR Dept.	CEO	Delivery Time Baseline=3	4
Employee KPI Scores	Monthly	HR Dept.	CEO	Sales this year vs last year	+30%
Employee Activity based Costing	Monthly	HR Dept.	CEO	SalesOrder costs	Rs. 300 per order
Employee Disciplinary Score	Monthly	HR Dept.	CEO	Not cleaning his own PC?.	5 times / month
Employee Attendance Score	Monthly	HR Dept.	CEO	Absent	3 days
				LateComing	5 days
				Early going	6 days
360 degree Peer Review	Annually	Peers	HR Dept.	Ratings	B+
Self Review	Annually	Employee	HR Dept.	Ratings	A+
Employee Reporting Score	Monthly	HR Dept.	CEO	Reporting done	12 in month
Employee Score Card Preparation	Annually	CEO	HR Dept.	Score between	0 to 25 / 25 to 75 / above 75
				Performance	Poor / Average / Good
Employee ScoreBoard Preparation	Monthly	HR Dept.	CEO	Result	Poor
Employee Performance Evaluation	Monthly	CEO	HR Dept.	Action	Promotion/Transfer/Terminate
Promotion Letter	OnAction	HR Dept.	Employee	Action taken	Promoted
Transfer Letter	OnAction	HR Dept.	Employee	Action taken	Transferred
Termination Letter	OnAction	HR Dept.	Employee	Action taken	Terminated
Employee Training/Skills Upgradation Management
Document	Date	From	To	Field	Value	Req date	Policy/Rules
Training Requisition		HR Dept.	Employee	Training Course	Windows operations	05/05/2009	If skills are not present or missing then generate Training requisitions for such employees
Training Acceptance		Employee	HR Dept.	Approve	TRUE	05/05/2009
Refer Training Department sheet for further details
Employee Resignation/ExitInterview Management
Document	Date	From	To	Field	Value	Req date	Policy/Rules
Employee Submits Resignation	10/10/2009	Employee	HR Dept.				When employees put up resignation then this process needs to run to identify why retention is happenning and company can improve his abilities to retain employees.
Exit Interview done	11/10/2009	Employee	HR Dept.	Reason for leaving	More salary at new job
Employee submits kit back	12/10/2009	Employee	Depts.
NOC Issued	13/10/2009	Depts.	HR Dept.	Employee is OK	True/False
Settlement Preparations	13/10/2009	HR Dept.	Accounts	Arrears to pay	Rs. 5000
Experience Letter given	14/10/2009	HR Dept.	Employee	Experience	8 months
				Conduct	Average
Service Certificate given	14/10/2009	HR Dept.	Employee		Print
Releaving Letter given	14/10/2009	HR Dept.	Employee		Print
Employee made inactive	14/10/2009	HR Dept.	ERP	ActiveFlag	FALSE
Employee Welfare Management
Document	Date	From	To	Field	Value	Req date	Policy/Rules
Canteen management
Holiday / Shift / Attendance / OT
Document	Date	From	To	Field	Value		Policy/Rules
Calender/Holiday	Annually	HR Dept.	ERP	DATE	14/01/2009		Rules for Grant of public holidays in a year
				Holiday	MakarSankranti		HR is supposed to decide on list and no. of public holidays to be granted to employees in a company. Different employees in different country or of religion will have different set of holidays. So a multi holiday calender is to be setup in a ERP System by HR
							Attendance and Leave system should be auto updated for list of this holidays via HR in ERP.
							If HR fails to setup this holiday calender then the issue should be escalated by ERP System to top management.
AdjustHoliday	Adhoc	HR Dept.	ERP	Date	15/01/2009		Rules for settingup adjustable workingday against holiday
				Holiday	Vasi Utrayan		Any unpaid holiday like VASI Utrayan can be adjusted against working  on next Sunday.
				WeeklyOffAdjust	20/01/2009
Shift	Onetime	HR Dept.	ERP	Shift	ShiftGroup1		Rules for company shifts and timings
					ShiftGroup2		Start time is 10 am and end time is 7 pm for office employees shift. Similalrly other shifts like core team will have timings like 9 am to 9 pm.
Employee mapped to shiftgroup	Onetime	HR Dept.	ERP	Sherman	ShiftGroup1		Employees on customer site has to follow customer company timings. HR is supposed to define all this timings in shift system of ERP.
Generate Shift Schedule	Monthly	HR Dept.	ERP	Employee	Sherman		Based on changes in shift a shift schedule for employee is generated on weekly or monthly basis by HR to enable the eentire attendance system to work for every shift type and for every employees.
				Date	01/01/2009		If HR fails to generate shift schedule for every employee the ERP system should escalate the issue to top management at start of every month.
				ShiftAllocated	DayShift		Rules for minimum working hours
ShiftPolicy	Onetime	HR Dept.	ERP	DayShift	Morning 9 to Evening 6		Every employee is supposed to work for minimum 8 hours per day.
				NightShift	Evening 6 to night 12		Employees of core team are supposed to work for minimum 12 hours per day.
				Min Working	8 hours		Every Employee will get 15 minutes grace time during incoming attendance. No grace time will be allowed for early out. If employee is late but if he works for more then 8 hours then he will be considerd full present. If employee work for less then 8 hours but more then 4 hours then it is half day. If less then 4 hours should be treated as absent.
							Rules for preparing monthly attendance records
Copy Holidays	Annually						Holidays allowed should be copied before transferring attendance via attendance machine for entire year.
Copy Shifts	Monthly						All attendance will be RECORDED in accordance to shifts allocated to employees in ATNDCARD. Shifts should be copied to attendance card every month to make system understand which employee will come in which shifts.
Copy Leaves	Monthly						All leaves taken by employees should be transferred to Attendance card before computation of payslips.
							Rules for recording Attendance
AttendanceMachine	Daily	Empoyee	ERP	CardNo	123		Every empoyee has to keyin their attendance via attendance RECORDING Machine if in office.
				Date	01/01/2009		ALC - Authorized Late coming card should be issued by HR to employees officially coming late in company. This card to be punched before regular punch.
				Intime	9:00 AM		AEL - Authorized early leaving card should be issued by HR to employees officially leaving early in company. This card to be punched before regular punch.
				Outtime	6:00 PM		ODC - Empoyees going out on duty early should be issued by HR with this card. This card to be punched before regular punch.
							NDC - Night duty card should be issued by HR to employees who are on night duty punching. This card to be punched before regular punch.
Attendance Self service	Daily	Employee	ERP				IF employee is on remote site he/she can punch attendance in ERP system via self service.
Email/SMS Attendance	Daily	Employee	HR Dept.				If employee does not get online access to ERP Server on remote site then he/she should send an email to HR specifying their IN and OUT times for that day. HR will then keyin manually their attendance directly in ATNDCARD.
							All Top Level management like Directors will have automatic present entry in system. They are not supposed to swipe card or finger of attendance machine.
							All Security persons will enter attendance every one hour in system for entire day and night. Punch more then Plus minus 15 minutes will be considered missing punch. There will be deduction in amount if missing punches are found as per agreement. HR will deduct amount from payslip.
							All Toilet cleaner has to enter data on timesheet paper kept in toilet every one hour. HR is supposed to identify daily missing toilet cleans and enter into ERP Ssystem to compute his monthly pay as per agreement.
							All office cleaners will have daily punch at times notified by HR. Any absentism will be resulted in cut of pay as computed by HR.
MachineTransfer							There should be automatic machine transfer of attendance in ERP punchdata via windows schedular software running every 24 hours on designated time.
							There should be automatic transfer of punchcard data into ATNDCard so that users can see their attendance in realtime via self service. The Windows scheduler to be set to do this every 24 hours on designated time  after above transfer from machine.
ManualAttendance							Whenever Recording machine gets damaged or non functioning then manual record of attendance needs to be maintained by HR in muster roll and later on key-in in ERP Ssystem.
							Rules for Lunch break time punching
							Officially one hour is allocated for lunch break between 1 to 2 pm.
							If employees going outside office for lunch break they will have to punch special card for outgoing and incoming along with their normal punching card. If lunch break exceeds one hour then system will calculate extra time as personal hours and it will red
DailyWork Report	Daily	Employee	ERP	Employee	Sharman		Rules for Present / Absent
				Work	xxx xxxx		Every employee is supposed to submit daily work report against his attendance record. Attendance record punched does not provide proof of whether work is done by that employee or not.
				Hours est	2 hours		Attendance will only be considered approved and will only update muster roll if the daily report is found in ERP system. If no report ERP system will mark that person as absent.
				Date	01/01/2009		If any employees remain absent before and after holiday then the holiday is also considered absent and salary will be deducted accordingly for that.
				Status	Pending/Done
OT Allocation Form	Adhoc	HOD	ERP	Employee	Sharman		Rules for OT - Overtime
				OT Hours allowed	2 hours		An Overtime allocation form has to be filled by HOD when he plans overtime for his department.
				Date	01/01/2009		Employees who are required on OT gets information about OT from their self service. HOD is supposed to verbally inform people who should do OT.
				OT Done	3 hours		Based on attendance data OT is computed by ERP system in comparison with allowed OT hours keyed in by HOD in above form. This approved OT hours is then transferred to payslip by HR.
							Rules for attendance reports
Attendance SelfService							Every employee will get his own attendance card on daily basis via his self service.
Muster Roll							HR and Top management can see Muster Roll and Attendance Card of all employees.
Attendance Card							Muster Roll and Attendance card should highlight half days, late coming, early going, less then 8 working hours as H-Halfday, more then 14 working hours, employee on leave as L  and absent as A via different colours.
HR Cockpit							Every BOSS and HR of employee should get daily email and sms from ERP for all absent, latecoming, early going and employees on personal work details as and when that event occurs.
							If the system fails then HR should call the BOSS to inform him people absent today, late coming today etc.
Leave calender							Attendance cum Leave calender will show list of employees on leave in that month or in future months which will help approvar to decide whether leave should be approved or not
Leave Management
Document	Date	From	To	Sample data			Policy
LeaveType	Onetime	HR Dept	ERP	LeaveType=Casual			Rules for settingup Leave Types
				MaximumAllowed=8			Setup leave types as per government policy.
				MaxCarryForward=30			Casual leaves are paid leaves granted for any reason which employee wish to give. 1 casual leave is granted per month. So 12 casual leave will be granted per year.
							Company will provide 52 Weekend Sundays as paid leave holidays to employees
							Company will provide 12 public holidays to employees
							All other leaves taken by employees  will be considered as LWP - Leave Without Pay.
							Total 76 Leave/Holidays are provided by company in a year.
							For employee on training or on probation/temporary no leaves will be granted. All above leave rules will be applied to only regular employees.
							There can be special leave type based on various employee category: Maternity Leave for females, Paternity Leave for males, Marriage Leave etc.. This special leaves can be accessed by employees whose service with company is more then 2 years.
							Rules of leave as per government of india
							Every 9 days one leave gets accumulated for maximum upto 2.5 leaves per month irrespective of leave type.
							This master should have feature for auto entry as per govt policy
SetupLeaveRecords	Onetime	HR Dept	ERP	Employee=Mr. X			Rules for setting Leave Records for first time
				LeaveType=Casual			Leave should be credited in employee every month based on leave type rules. Every month 2.5 leave will be credited automatically
				LeaveBalance=5			Whenever a new employee joins the company his leave record needs to be created
SetupLeaveApprovalRules	Onetime	HR Dept	ERP	Employee=Mr. X			Rules for setting Leave Approval rules
				Approver=Mr. Y			Default approval of leave is first approve goes to his/her immediate BOSS and then to HR.
LeaveApplication	Adhoc	Employee	ERP	Employee=Mr. X			Rules for  Application of Leave
				LeaveType=Casual			All employees are supposed to apply their leave via self service in ERP Software only.
				FromDate=1/2/2009			All Casual leaves should be applied before 3 days of taking leave. ERP should have this lock in system by default for Casual Leave. Sick Leave can be entered anytime without lock.
				ToDate=2/2/2009			A minimum balance of x leaves should be with employees before a leave application can accept leave entry in ERP.
				NoOfDays=2			If any employee applies for Leave before and after holiday then the holiday will also be decuted from set of available balance of leaves.
							Rules for Application of Sick Leave
							In case of sick leave, the leave shall be applied later on after taking leave.
							Proof of sickness like doctor prescription is to be submitted by employee to HR department within 3 days after leave.
							In case of sick leave phone to HR and BOSS to be made by employee on day of taking sick leave.
LeaveApproval		HOD	ERP	Approved by HOD			Rules for Approval of Leave
							An email should be fired from ERP when employee apply for leave. Once copy of such email should goto person applying the leave. Other copy should goto his immediate BOSS for approval. Third copy should goto HR.
							Leave applied by all the employees should be shown to approvar in a monthly calender so that he can make decision on proper approval to be done or not?.
							Leave Approver should be able to approve leave from email itself without opening the ERP.   Leave can also be approved from ERP Software after login.
							If the Leave Approver does not approve leave in one day time then the approval should auto escalate to top management or HR.
							Attendance cum Leave calender will show list of employees on leave in that month or in future months which will help approvar to decide whether leave should be approved or not
							Rules for Approval of Sick Leave
							HR can only approve sick leave if medical proof is submitted by employee. HR is supposed to maintain records of all such submitted proofs via scanning and connecting such proof with leave application.
							Rules for updation of Leave Record on approval of Leave
LeaveRecord	Adhoc	ERP	HR Dept	Employee=Mr. X			Leave record will be updated after approval of leave
				LeaveType=Casual			Manual modification right to modify leave record should be given to Leave Manager
				LeaveBalance=5-2=3
MassLeaveDeduction	Adhoc	HR Dept	ERP	Employee=Mr. X			Rules for deduction of mass leave
				LeaveType=Casual			Mass leave can be deducted against the leave like Vasi Utrayan. In this case every member leave is deducted on one click.
				LeaveBalance=3-1=2			15th Jan Utrayan is considered mass adjusted leave against casual leave
							Holidays will be granted for onsite employees as per their customer company rules.
							Some Diwali leave can also be mass adjusted against intermediate working days.
LeaveCarryForward	Anually	HR Dept	ERP				Rules for carry forward of leave at year end
							Only casual leave can be carry forwarded. Maximum leave which can be carry forward is upto 30.
							Carryforward of leave will be done thru software on 1st April of every year.
							HR is supposed to do Leave carry forward process at start of new year. If HR fails to perform this job then ERP System should escalate the issue to top management.
LeaveEncash	Annually	ERP	HR Dept.				Rules for encashment of Leave at year end
							Employee can encash leave  if more then 50 balance is available.
							e.g Bal is 40 PL, add 20, so total is 60. But max allowed is 50 then 10 should go in compulsory encash and that entry should be automatic.
LeaveRegister Printing	Adhoc	ERP	HR Dept				Rules for Leave reports access
LeaveSelfServices	Adhoc	ERP	Employee				Every employee should be able to see his own leave record via self service
							HR & Directors should be able to see any employees leave records.
DisciplineNotice	Monthly	ERP	Employee	Taking leave without			Disciplinary action for not following leave rules
				informing HR Dept.			If employee demands leave without entering in ERP System in time then that is considered absent only.
							If phone to HR is not done BEFORE or on day of taking SICK leave then a warning letter is to be issued by HR.
							After 3 warning letters company can terminate the employee for not following company rules.
Security / ITM / Server Setup / Server management / Front Office
Document			Actions	Setup info	Recommended		Policy
ERP Network Server HardwareSetup			Install Server	Server Room			Rules for Server PC security control
			Server Room	identify airconditioned secure space. Good ventilation is required.	Easy way door security lock		Server physical access in server room should be locked and access of person with keys only should be allowed. Magnetic Door lock should be implemented for server room access.
			Server Hardware	Intel Xeon based with 4GB RAM, 2x 250 GB HDD , RAID0/1	Dell		Should be from branded company
			Mirror HDD	Setup RAID	Dell		Make sure server is using mirrored hard disk. In case of failure of main hard disk server will switch to mirrored hard disk.
			Inverter Installation	Install inverter	APC		Server should be backedup by Inverter of 5 hours power supply or as per electrical problems of that region to make sure server is running 24/7.
			Firewall setup	Install software	Qickheal		Firewall should be implemented on server to control access of computers via ip address from internet or intranet. This will control which client pc can access our server.
ERP Server O.S Setup			Install Windows Server 2003/2008	On Server and Clients	MS SBS 2008 5CAL Premium		Kindly keep windows cd in your DVD Drive and wait it to autorun. The program will run through wizards and will ask specific technical questions. Kindly ask your IT Manager to answer those questions in co-relation to following requirements of settings for security.
			DNS Server Setup	DNSName=xxx	Setup		Proper Network Server should be set using DNS Server only and workgroup settings should not be used from mycomputer properties.
			TCP Server Setup	ServerIP / ClientIP	Setup		Make sure you use class C IP address range in intranet zone
			DHCP Server Setup	Dynamic client IP	Setup		If you want to assign client IP address automatically  then setup DHCP Server.
			WINS Server Setup	May not be required in most cases	Optional		This is setup to talk on windows network without TCP/IP.
			Live Internet IP with Internet connection	contact internet service provider	Reliance or BSNL Live IP		Setup live internet ip to access erp from mobiles or internet.
			Proxy Server Setup	Zone Alarm	Setup		To control internet, email access
			Email & web Server Setup	Buy 3rd party email and webserver	Setup		Make sure you buy asp and SQL server based service if wanted to host everything online.
			Virus Scan Installations	Install McFee or QuickHeal Server License	Qickheal		Virus scan software specific to server should be implemented and to be upgraded automtically online to save server from outside attacks.
			Windows SuperUser	Administrator	Poweruser Training		Kindly provide strong password for administrator user of windows and store this password in safe place and never give hint of this password to anybody untrustworthy. The administrator password can be setup while running wizard of installations. You can change password whenever you want.
			Windows User	Setup departmentwise groups and users and setup its user policies. This users can be created along with erp users. For more then 5 users additional user license required.	Setup		Always create a login user to access server. Give username and password of windows to others to access windows.Start-->ControlPanel-->Administrative Tools-->ComputerManagement-->UsersandGroups-->Users-->RightClick-->NewUser-->Provide Username=TESTERP and Necessary password.
			File Server	RightClick the folder and goto Sharing and give rights to windows users fom security, ceofolder-->deptfolder-->userfolder	Setup		File Server should be implemented by creating one folder with fixed disk size for every user. This folder can be accessed by the user, his dept head and management. This folder of that user should be access from clients via ERP only. The user cannot store any data an his local hard disk or on any other shared folder on network. The user should not be able to store more then allowed hard disk space data. User should not be able to copy certain file types like exe, com, virus files in this folders.
			Print Server	Goto Print Setup wizard-->select print driver-->share printer on network-->give necessary user rights to windows users from security.	Setup/Training		Print server should be implemented on server to control which printer can be used by which user. No. of copies a user can print should be controlled using a print server. Printing from ERP should be controlled thru print once lock. Person printing the document is recorded in file manager to find out how many copies are printed by a perticular ERP user. A special font and print setting should be done with printer id mark or water mark so that a print taken can be identified and validated when required. ERPshould use custom built font for printing the documents so thaty no outside user can print similar document since that font will not be available to outside user on net.
			Application Server	Create a folder and copy all program DVDs in this folder to create a Application server.	Setup		All Applications from server should be controlled for specific user logins only. We need to define which application a user can use from server. Application installation rights should be given to a specific Installer user only.
			Remote Access Server	Team Viewer	Setup		Only certain users can do this at manager level.
			Maintenance	Run windows maintenance programs	Setup		Automatic server maintenance like scan disk etc. should be set to keep it healthy.
ERP Database Server Setup			MS SQL Server 2005	On Server Computer only			Rules for Database server installations and setup
			Install SQL Server		Setup		Kindly keep SQL Server DVD in your driive and start installing it. Make sure you select MixedMode when wizard asked question about SQL Server Installation Type. Provide default sa password during this wizard only. Install SQL Server in drive other then c: drive where windows is installed.
			SQL srv pwd	USER=sa / PWD=1234 / database=core	Setup		Start-->All Programs-->Microsoft SQL Server 2005-->SQL Server management Studio-->Connect-->Security-->Logins-->sa-->RightClick-->Properties-->EnterPassword-->Press OK
			Backup Server	Setup backup file and automatic backup setup in SQL Server using Server management Studio.	Setup		Backup of database should be automated on server. The backup should also be taken on internet fpt site and one intraned secure computer or pen drive.
ERP IIS WebServer Setup			IIS Web Server Install		Setup		Goto Windows:Start-->ControlPanel-->Add/Remove Programs-->Add/Remove Windows Components-->Select Internet Information Services-->Select Ok
			Set MobileERP access	http://erpserver:9990	Setup		Start-->ControlPanel-->AdministrativeTools-->Computermanagement-->Internet Information Services-->Website-->RightClick-->NewWebsite-->Setup HomeDirectory Filepath=ebuilder/Website:port=9990 or alias=uuuuu
			SoftRobot access	http://erpserver:9990/index0.htm	Setup		Rename index0.htm file located in ebuilder to new name and tell people what is access url for softrobot to concerned people only.
			IIS Rights Setup	Give access to IUSER windows default user, systems group, administrator group. Make sure you do not give rights to Everyone usergroup	Setup		Start-->ControlPanel-->AdministrativeTools-->Computermanagement-->Internet Information Services-->Website-->Rightclick-->Properties-->Security
MobileERP Server Setup							Rules for MobileERP Server Installations
			ERP Server Install	e:/erpserver/core/ebuilder	Setup		Copy erpserver and/or core and/or ebuilder folder on your server drive other then c:
			Setup Global.inc File		Setup		My Computer-->E:Drive-->erpserver-->core-->ebuilder-->open global.asa file in notepad and setup things as shown below
			ERP Database Server setup	Session("erp_ConnectionString") = "provider=sqlncli;UID=sa;PWD=1234;WSID=COMPAQ-PC;DATABASE=CORE;	Setup		Change PWD=XXXX with password that you supplied in SQL Server above.Change WSID=YYYY with server name. Change DATABASE=ZZZZ with your ERP Database name.
			ERP Email Server setup	Session("smtpserver")="mail.erpweb.com"	Setup		smtp outgoing email server name on web or your intranet
				Session("emailloginname")="ashish@erpweb.com"			your email account which will be userd to send auto emails
				Session("emailpassword")="xxxxxxxxxx"			email account password
			ERP SMS Server setup	Session("smsserver")="http://192.168.0.1:9333/ozeki?action=sendMessage&login=admin&password=abc123"	Setup		If you want to install your own sms server like ozaki server then you have to setup its connection string in global.asa as follows
				Session("smsserver")="http://api.clickatell.com/http/sendmsg?user=mobileerp&password=weberp123&apid=307			If you are using a 3rd party online sms server on rental basis then the connection string for such server needs to be setup as shown here which will be provided by 3rd party service provider like clickatell.com
			ERP Excel Server setup	Session("erp_msofficeDB")="CORE"	Setup		Database name
				Session("erp_msofficeWSID")="COMPAQ-PC"			Computer name
				Session("erp_msofficeDS")="COMPAQ-PC"			Computer name
			ERP Fax Server setup	Session("faxserver")="@fax.tc"	Setup		You can setup access of 3rd party online rental fax server for sending fax anywhere in world via internet or can setup own server in windows by connecting your telephone line.
			ERP Folder Server setup	Session("fileserver")="ftp://fileserver/upload?user=xxx&pwd=yyy"	Setup		You can create an separate ftp server online to setup as a file server
				Session("fileserver")="//fileserver/upload/"			You can also use local peer-to-peer network server access to your file server. Make sure you make file server as different computer then ERP Server. Since some users may upload virus files also knowlingly or unknowingly.
MobileERP Email Server			Start ERP Email Server	StartSoftRobot-->Start Email Server--->Click			Rules for document copy, transfer, email control
			Auto Email	check the persons email inbox			This email server will make sure when you approve some document it will automatically email to concerned party.
			PDF	check the persons email inbox			Any documents to be sent via email should be converted to password protech pdf format before attaching to email or sharing to others on network.
			Blocked Attachements	check the persons email inbox			Email attachement upload and download should be blocked for most users and only automated attachements via ERP should be allowed.
			ComMessages	On any ERP Print comm messages are displayed.			Alert server will generate an entry in file manager to send an email to approver on posting of new document in ERP. Approver is found automatically from usergoupdet and workflow both. Email address is picked up from usermaster. If not found in usermaster then it is found from employee master. Emails flag and onhold flag is set on in filemanager while posting data. If email address not setup in both these masters then it generates error message. Email server then sends email when new record found in file manager. To setup email template goto ComMessages form.
			Filemanager	Access attachements or file manager in ERP documents view mode			Most document emails should be automated from ERP. The copy of email sent via ERP should be maintained in file manager of that document for communication history recovery. If onhold flag in file manager is on then it is considered as pending for email. If approve flag is on then it is considered emailed.
			Copy	Access attachements or file manager in ERP documents view mode			Once document approved the print document or its pdf goes to party/customer/supplier when flag checked and copy of that email gets stored with that transaction document filemanager. This helps us to see when the document was sent to party and how many times without going to email software.
MobileERP Alert Server			Start ERP Alert Server	StartSoftRobot-->Start Alert Server-->Click			Rules for failure of work  and its escalation to superior
			AlertRules	See your menu Alert box for online alerts			This server will make sure that when some work is delayed it will generate alert or escalate the work to next user or BOSS.
			Comm messages	See your menu Alert box for online alerts			If any rights assigned for approval to 1st user fails then the system should auto escalate the issue to his immediate superior via email The email should contain an access link to that document.
			Alert Rights	See your menu Alert box for online alerts			The alert server should notify the authority by placing an entry in file manager and email server converts the entry in file manager to visible alert. The alert server also generates on screen alert and link to list of unapproved documents.
MobileERP User Server			Start ERP User Server	StartSoftRobot-->ADMIN Login or StartERP			Rules for access control
			ERP Superuser setup	ADMIN user			Start-->All Programs-->Microsoft SQL Server 2005-->SQL Server management Studio-->Connect-->Database-->Core-->Tables-->Users-->UNAME=ADMIN-->PASSWORD=XXXXX
			ERP User setup	IMPLEMENT user			Start ERP and login to IMPLEMENT User-->POST Master
			Reset password	This will make password same as username			Start ERP and login to IMPLEMENT User-->Reset Password
			POST	MKTGMGR			Create users in windows for eatch POST. POST is pre-defined in ERP.
			POSTGROUP	Marketing Manager			Create Usergroups for each POSTGROUP. POSTGROUP is pre-defined in ERP.
			UGUSERS	Marketing Manager-->MKTGMGR			Post is assigned to postgroup in ERP.
			FOLDER	Marketing manager-->Campaign Folder			Give rights to USERGROUP for access of this folders.
MobileERP Information Control							Rules for Electronic Document control in ERP
			Folders	Campaign			An Electronic Document can be form or a report which can only be accessed via folder and menus in ERP.
			Documents	Campaign			A user gets a specific right to access electronic document based on his roles assigned via POST.
			Modes	Add / View / Edit / Approve / Offhold / Delete			There are rights to control Add, Edit, Delete, View, Approve, Offhold, OnHold, Reject, Email, Print, attach a document for every user via folder.
			Signature	********			Any modification to be made for Delete or Approvals should be accompanied by signature on document.
			Tracking	Who added/modified this document when and from which ip address			A track of whatever action taken by user is maintained in document tracking and can be viewed in View Mode of that document.
			Attachements	file.jpg			Any attachement to this documents made can also be viewed in View mode or from folder Files Manager for that document.
			Session	979			Every document is locked via session control so that nobody can open it directly without password login or authorized access rights.
			Print	Special Font			Printed documents are locked via no. of print or printonce control implemented on report and also via using specific font and tracking ref. no printed in small fonts on corner of document.
			Password	6879689689			Every password in ERP Should be encrypted and should not be visible from database also.
MobileERP Document Management			DOC	Letter			Rules for Physical Document Inward Outward control
			ScanFile	1234.jpg			Front desk should receive all incoming documents from visitors like courier, post and other walkins.
			For Whom?	Sherman			Front desk should scan this documents and enter in ERP Document inward/outward system and mention there who should get copy of this scanned document in it.
			Folder	Cabinet1			Front desk should then file the said document in physical cabinet for all incoming records in its specific folder.
							Front desk should not zerox copy it, print it or give this document to anybody without authorization from top management.
MobileERP Asset Control			AssetType	Asset	computer		Rules for asset security control
			AssetRegister	Purchase date	01/01/2009		HR is supposed to identify assets lying with company like PC, Keyboards, mouse, monitors, books, CDs, folders, cupboards, chairs, tables, fans, lights, AC etc. and label it.
			AssetLog	Purchase amount	20000		All this assets should be enetred in Asset register of ERP by HR
							Whenever an asset is issued or returned from a perticular employee then an entry is to be main in AssetLog register to maintain history of asset.
MobileERP Visitor Control			Name	Visitorname	Mr. Herman		Rules for Visitor Security at Frontdesk
			Visit Whom?	Date of visit	01/01/2009		Whenever a visitor approaches Front Desk his visiting card is to be asked, purpose of his visit to be asked, whom to see and whether appointment is taken or not is to be asked and verified with the person on intercom by front desk.
			Photo	Photo of visitor	123.jpg		If the person gives approval then, Front Desk person is supposed to enter visitor information in ERP, capture a photo and enter goods which he is carrying.
							ID Card for this visitor is to be printed from ERP and issued to visitor. Visitor has to wear this ID card while entering.
							The visitor should be passed thru metal detactor to identify whether he is not carrying any gun or explosives inside the company.
							Access to secure areas identified by company should be avoided for all visitors.
ERP Network Client Setup			Install Client PC	In Office/factory			Rules for Client PC security control
			Security Policy				Client can only access server folders and applications authorized by server as per local policy settings. Clientss should not be able to store any files on their local disk.
			Limit Folder access				Clients can only access certain floppy, cd or hdd disk drives based on their rights and local policy.
			Stop pendrive access				Clients should not detect or read or allow pen drives access to unauthorized user rights.
			Virus Scan Installations				Virus scan software is to be setup on client and nobody should be able to stop this software
			PC Shutdown				Auto shutdown of client pc to be done if found idle for more then 15 minutes
			Screen password lock				Password lock of screen to be set if PC is found ideal for more then 5 minutes.
			Internet lock				Internet and emails should only be accecable to people authorized based on their windows login.
			No download allowed				A lock is required to identify or stop certain people from downloading files from internet.
			Install MS Office web components	no need of ms office license so savings in costs			Install MS OFFICE WEB COMPONENTS on pcs of managers & ceo only.
MobileERP WorkingDesk Discipline			Workdesk Checklist	reporting			Rules for working desk security
			Discipline Policy	on user desktop no icons should be displayed and only browser and erp should auto start			Company should follow Clear desk and clear screen policy as a major measure for working desk security.
			InwardOutward	no physical access via windows security is required.			Physical document inward outward control will ensure that you get all outside documents in electronic format only. Only person authorized to see will be able to open it. Front office will help implement this.
			Cabinets	physical			All appropriate papers and computer media should be stored in suitable locked cabinets and/or other forms of security furniture when not in use, especially outside working hours. HR should monitor and remind people to keep their records in lock and key when they are not in use and cultivate this discipline in company.
			Screensaver setup				Screen should be locked whenever your PC is not in use using ctrl+alt+del commands to ensure that nobody enters wrong data or copy data from your computer when you are not around.  There should be auto lock of screen feature via screensaver password lock.
			Print Server				Photocopier, FAX Machines, printers should be protected via Print Server access rights control from Window or by keeping it in lock and key to stop any unauthorized use in the company.
			Dustbin				Unused papers, tea cupts, disches etc.  should be destroyed and thrown in dustbin to maintain clear desk policy.
			SwitchOff				Employee is supposed to close their PC, Lights, Fan, AC when not in use.
			PC Shutdown				If PC remains unused for more then 15 minutes then it automatically should be shut down via windows settings.
			HR Audit				HR should audit whether people follow above mentioned clear desk and clear screen policy in the company and HR can fillup daily report for that in ERP.
			Discipline Notice				Based on HR entry in system a discipline notice for all such failed discpline is issued to the Employee and the copy of that is highlighted to top management for actions.