Pocket elite - An ERP based Payroll Information System :::

'Pocket elite' is the creation from Sage Software India Pvt. Ltd. and is in the market for the past eight years.

'Pocket elite' has innovative design wherein there will not be any requirements to change the source code for modifying any application logic. 'Pocket elite' has the power of an ERP application but with the price of desktop software.

Many corporate companies have purchased 'Pocket elite' since their requirements can be configure in Pocket elite easily. Consistent development is happening to add more features to the package on a continuous basis..

Cost Benefit:
The price of the package is kept low to address customer needs. Typical HR--ERP module of an international vendor would cost many times of our offer price.

In-house development Vs Outsource
Any new development effort to reproduce this massive system would be prohibitively expensive and would require thorough domain knowledge specialist to define the application logic and related statutory requirements. Hence, in addition to programmers there would be need to have a tax expert, PF consultant, ESI consultant and a person to interpret these laws and interact with system Personal to enable them to understand to implement the requirements.

In any software development activity only a handful of programmers would be efficient and rest would only provide support function. Since the career interests of these professionals assume the uppermost priority in their minds, there is every possibility that these professionals would quit the project in the middle. It would also be extremely difficult for others to take up the project le or to maintain the package after the development. This is another extremely important reason for the companies to source these softwares from established vendor.

Hence it would be a Herculean task to co-ordinate all this and develop a package in-house and to make it work dynamically. While the world is moving towards outsourcing, it would be prudent to outsource these softwares from an established company, where the client need not bother about the development cost and also ensure the tested software is used by the organisation to its fullest advantage in a very short span. Thus the freed resources could be effectively diverted for better usage in other areas.

How do I implement new changes?
This is the most frequently asked question by most when a package is purchased from a vendor. When we offer a product, we just do not offer a product, we offer services. The product is so complete that it has all the features required for the desired application. The product is so dynamic to take care of the future needs of an organization as well.

Further we enter into Annual Maintenance Contract with the client to support the package and to implement newer versions. This would ensure that we are committed to the client on a long-term basis and the client is assured of the latest system keeping in tune with the time and technology.

Implementation Time:
'Pocket elite' is the combination of fixed and dynamic system. Though it works like an ERP system, all the input fields need not be created from the scratch. 'Pocket elite' has predefined templates that are definitely required for every organization. Additional templates can be created on a need basis. Hence 'Pocket elite' can be implemented very fast.

We are not exaggerating when we say that 'Pocket elite' can be configured to client's requirements in a day with full support from the client.

'Pocket elite' has convenient import facility to speed up data porting from the existing system to 'Pocket elite'. Data import functionalities are designed in a manner 'un-thought' of many in the IT field. All this translates into faster implementation.

Processing speed:
‘Pocket elite’ is designed using the best architecture to ensure excellent design for the best performance. However the speed of processing is also related to the speed of the hardware in use. ‘Pocket elite’ would work efficiently upwards from any Pentium/Celeron based systems. Ideal system recommendation is PIV with 256 RAM or more.

Technology
Pocket elite is developed using Visual Basic and third party controls like Far Point Spread, Sage Reports and with the optional backend for MS Access, SQL Server, MySql or Oracle. Front-end screen view will be common for all the backends. All the intranet based systems are in dot net technology using asp.net and c#.

Data Integration
The backend database of Pocket elite would be open for data pickup for any other application. We shall provide the details of tables and fields used in the application for the purpose of integrating this data with any other application

Software requirement
Though it is not mandatory, for using the full features of the package, MS Office needs to be installed in the system for the excel interface.The operating system could be Win 98, NT, Me, Win2000, Win XP or above.

Other features

1. Graphical representation of the payroll and master data in pie chart, bar diagram based on various parameters given by the user. 50 different graphs can be taken
2. Payroll processing on a batch mode
3. Gratuity calculation
4. 12 months earnings or deduction list for each employee
5. Backward tracking of Gross from TDS
6. Rights to block edits of selected master values
7. Auto backup facility
8. Data archive of past months data for faster payroll process
9. Audit trail
10. Activity reminder

Enhanced features

1. Prof. Tax computation for Six monthly logic
2. Email of payslip in pdf format
3. Faster payroll process
4. Middle of the month increments with arrear calculations
5. Reconciliation statement between two months
6. Head count—Departmentwise, designationwise, etc with opening, new joinees, separation and closing balance monthwise
7. Definition of manpower budget for various parameter
8. Department wise, designationwise, etc vacancy report
9. Department wise, designationwise, etc Budgeted Vs Actual with variance
10. Age group within the organisation
11. Project costing
12. Reminders for pending confirmation, increment, retirements, etc on opening the package
13. Improved Full and final settlement with notice period calculations
14. Activity reminders for payroll user
15. Increment import from excel
16. Resume and photo attachment in employee master
17. Loan import from excel
18. Loan Ledger of an employee
19. Loan Register
20. Service record of an employee on a single click indicating increments, transfer, promotions, etc.
21. Offline payments
22. User rights classified into multi-levels
23. Employee help handled with various parameters
24. Multi color display at appropriate screens
25. Current year TDS workings
26. TDS worksheet email to employees
27. Pending Investment proof email to employees
28. Quarterly returns

And numerous other features that would help operators ease of use

Income tax:

The package is loaded with powerful IT module linked to payroll. The user will be able to define sections and subsections as per the IT Act. Whenever there is a change in IT law the user would be able to modify the changes without the help of the vendor. All the attributes like Income limit and HRA exemption norms are capable of altered by the user whenever there is a change in these parameters. Any new section introduced can also be brought into the system.

The software automatically takes the exemption of conveyance, education and medical on the basis of date of joining of the employee. Left employees data would be taken till the date of resignation. The software would compute income tax for 12 months on the basis of master or past data for all the live employees.

Any arrears paid to the employees are taken appropriately to give effect while calculating Income tax liability of an employee.

TDS worksheet can be emailed to the employees to verify the tax calculations. Form 16, form12 BA and Form 24 quaterly/annula returns can also be generated at a click of button in excel to validate with .txt file

From the organisation perspective, a consolidated TDS statement can be generated with the details of TDS deducted for all employees and balance to be deducted considering March as the closing month.

Software has a provision either to automatically deduct TDS value based on computations or resort to manual input every month before payroll process.

Leave Management:

1. Dynamic Leave types
2. Leave rules definition
3. Leave Master Import
4. Leave entry
5. Compoff entry
6. Leave posting to payroll
7. Various MIS on Leave

Reimbursement Module

1. CTC related reimbursements
2. Dynamic reimbursement components
3. Limits based on Grades
4. Option to pay with payroll
5. Option to pay outside payroll
6. Increments on reimbursement
7. Linked to Full and Final Settlement
8. Unclaimed portion taken as taxable at the year end
9. Report on balances

HR Letter Generation

1. Template creation for various letters
2. HR data mapping to template
3. Font and size selection
4. Letter generation in A4
5. Emailing of letters to employees
6. Common mail to all or selective employees

E-Mail Module

1. Payslip mail to employees
2. TDS worksheet mail to employees
3. Birthday mail
4. Wedding anniversary mail

Pocket Time office

Time office management software helps in keeping track of the attendance of employees. In-time and out-time are taken from the time recording machine ascii or database file on a daily basis and various MIS are generated from this system

The areas of time-office that are addressed in this system are

1. Shift timings
2. Late coming
3. Overtime
4. Permissions
5. On-duty absence
6. Manual attendance
7. Night shift
8. Holidays
9. Holiday working
10. Muster roll
11. Payroll integration

Shift timings

User has the option to enter any number of shifts of varying time period. Based on the shift timings and the in-time and out-time, late coming , early going are calculated

Late coming

Grace minutes are captured in the system to allow grace period from the shift timings. Entry after the grace period is considered as late

Overtime

Overtime is calculated on the basis of excess stay beyond the normal shift timings. Minimum and maximum overtime minutes are captured as part of the settings. Overtime slip is mandatory to give effect to overstay. No overtime will be allowed without the overtime sanction by the supervisor.

Permissions

Number of permissions are captured as parameter and tracked. Permission beyond the limit prescribed would be taken for loss of pay

On-duty absence

Employees going out on on-duty are tracked separately. In-time and out-time will not be checked for those employees and presence would be marked for the purpose of salary days computation

Manual attendance

System has the provision to enter in-time and out-time manually in the event an employee fails to bring the card or the malfunction of the machine.

Nightshift

Based on the shift timings, night shift days would be calculated by the system. If night shift allowance needs to be paid, the same would be calculated based on this input

Holidays

Holidays for the year is captured and any employee working on a holiday is kept track for the purpose of special payment

Muster roll

Muster roll is generated in statutory format based on the attendance data of the employees

Payroll integration

All the above activities are dynamic and are computed on a monthly basis to facilitate data posting to payroll. These data need not be again entered in payroll for salary computation.

Data correction

Various supervisors can correct all the invalid swipe data of their sub-ordinates instead of depending on the time-office for all the corrections. All the above event based reports can be generated by respective supervisors.

Pocket PF Trust Accounting

1. Criteria based refundable & non-refundable loans
2. Investment Capture
3. Interest Calculation
4. Member register
5. Interest register
6. Loan register
7. PF annual statement
8. Form 6
9. Form 7
10. Form 8
11. Trial Balance / I&E account / Balance sheet

 

E-Pocket Modules (Intranet/Internet)

Personnel Information Portal

1. Payslip viewing and printing
2. PF balances view
3. Loan balance view
4. TDS declaration entry
5. TDS worksheet view
6. Dynamic Link creation like leave policy, etc
7. Word or PDF attachment to links
8. Employee availability
9. HR Reports (with authentication)
10. Payroll financial reports (with authentication)
11. Birthday card
12. Wedding anniversary card
13. New joinees list
14. Left employees list
15. Messaging between users
16. Employee profile view and edit
17. HR authenticated master data update

Time Sheet/Project Management

1. Project master
2. Task allocation
3. Project allotment to employees
4. Time sheet data capture
5. Time sheet approval
6. Employees on bench
7. Employees nearing completion
8. Project costing
9. Project hours by employees
10. Project closure

Online Leave Tracking System

1. Leave application
2. Leave approval (Multiple Managers)
3. Pending leave approval history
4. Leave cancellation
5. Approved leave cancellation
6. Assigning alternate manager
7. Week off management
8. Holidays
9. Leave rules
10. Leave rejection
11. Email alerts for approval, cancellation and rejection
12. CC mail to HR
13. Leave balance
14. Leave definitions
15. Leave rules
16. Leave encashment
17. Year-end transfer
18. Data posting to Payroll
19. Reports on Leave

Recruitment Management System

1. Dynamic Career Site
2. Dynamic Resume format
3. Resume Filter
4. Resume Download based on selection criteria
5. Candidate Interview Scheduling
6. Dynamic call letter template creation
7. Emailing call letters
8. Interview status update
9. Candidate selection
10. Dynamic offer letter template creation
11. Offer letter generation
12. Update to Payroll

Reimbursement Management

1. Dynamic Reimbursement components
2. Monthly/Quarterly claims
3. Bill Entry by the employees
4. Claims approval by finance
5. Claim rejections
6. Email alert for claim rejection with reasons
7. Separate Bank Statement or
8. Linked to payslip
9. Claim details view by employees
10. Increment on Reimbursement components

Flexi-Pay

1. Definition of flexi pay earnings
2. Grade based earning components
3. Employee selection of flexi pay based on limits
4. Flexi earnings integration to payroll
5. Unclaimed flexi posting to payroll as taxable

Travel Management

1. Tour plan by employees
2. Approval by manager
3. Mail to admin to book tickets
4. Mail to finance to clear advance
5. Mail to HR to mark on-duty presence
6. Submission of bills by employee for every travel
7. Approval by manager
8. Account settlement by finance
9. Pending expense statement
10. Travel cost across departments
11. Employeewise travel cost

Training and Development

1. Training Topic Definition
2. Training Budget departmentwise
3. Competency definition
4. Competency Vs Skill
5. Training need identification
6. Training calendar
7. Training registration
8. Training Approval by HOD
9. Training scheduling by HR
10. Training attendance
11. Effectiveness of Training
12. Training Feedback
13. Training Cost
14. Budget Vs Variance
15. Employee training history
16. HR training history
17. Training requested by employees
18. Number of training hours logged by employees
19. List of employees not attended the scheduled training
20. Email to HOD and HR

Appraisal

1. Scale definition
2. Increment percentage definition for each scale
3. Definition of hierarchy
4. Role Definition
5. KRA Definition
6. Steps to achieve KRA
7. General Attribute Definition
8. KRA approval by Manager
9. KRA Rating by various Managers
10. General Attribute rating by Employee
11. General Attribute rating by various Managers
12. Final Rating
13. Increment estimate based on final rating
14. Appraisal History