HRIS Report Group-1

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Submitted to:Prof. Francis Castelino

Submitted By:Group-1

Abha Mahalka U110001Kanchan Kumar Dutta U110026Mohammed Rehan Memon U110031 Rashmi Agarwal U110041 Pratik Rout U110078

PGDM 2010-12

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TABLE OF CONTENTS

Acknowledgement

1. Introduction……………………………………………………………………..41.1 Company Profile……………………………………………………………………..41.2 Corporate Values………………………………....................................................4

2. Separation Processes…………………………………………………………62.1 Voluntary………………………………………………………................................62.2 Involuntary ………………………………………………………............................72.3 Retirement……………………………………………………….............................7

3. Context Diagram……………………………………………….......................9

4. Data Flow Diagrams…………………………………………………….……104.1 Voluntary………………………………………………………..............................104.2 Involuntary ………………………………………………………...........................124.3 Retirement………………………………………………………............................13

5. Entity Relationship Diagrams ……………………………………………...155.1Voluntary………………………………………………………....................................155.2Involuntary ………………………………………………………................................165.3Retirement……………………………………………………….................................17

6. References……………………………………………………………………18

SEPARATION SYSTEMS/ ATOS ORIGIN/ HRIS/ GROUP-1/ PGDM 2010-12

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ACKNOWLEDGEMENT

At the outset, we offer our gratitude to Prof. Francis Castelino for providing us with this

opportunity of working with Separation systems of an organization and giving his regular

feedbacks whenever required to enhance our learning.

Understanding the different methods of separation systems of Atos Origin and designing

Data Flow diagrams and Entity Relationship diagrams in a team was indeed a great

learning experience.


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1. INTRODUCTION

1.1 Atos Origin - Company Profile

Atos is an international information technology services company with annual revenues

of EUR 8.7 billion and 78,500 employees. Serving a global client base, it delivers hi-tech

transactional services, consulting, systems integration and managed services.

Its expertise covers a wide range of specialisms and it is always seeking new

opportunities and innovations. It aims to lead by example, so that people can trust them

to help accelerate to a successful and sustainable firm of the future.

Its main business areas are:

Consulting & Technology Services

System Integration

Managed Services

High-Tech Transactional Services

Atos Healthcare

The company has recently gone through a transition phase whereby it has taken over

the IT business of Siemens and hence re-defined its values.

1.2 Corporate Values

While everyone in the business world today understands the importance of getting value,

improving value, challenging value, at Atos, the company also talks about values – and

how it lives by them.

These aren’t just words of an acronym to be remembered – it believes they are critical to

doing business well. If they all live by these values, they act as one Atos to our clients,

customers, colleagues and shareholders.

Accountability

It believes in accountability. Customers ask them questions and they answer them – full

stop. It takes ownership from A to Z. They deliver what they say they will, not passing


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responsibility onto others. It holds itself accountable to its clients and the colleagues for

the outcome.

Trust

It believes in trust. It is a precious commodity in the world today and it values it highly.

This means it always acts with transparency and integrity, demonstrating mutual respect

in all relationships. It encourages open and honest feedback.

Operational competitiveness

It wholeheartedly believes in operational competitiveness. It strives daily to add value

and achieve excellence. It does so by being agile, flexible and pro-active, continuously

looking for ways to do things better, faster, cheaper and stronger.

Service

It believes in being of service to clients. Together, it works to understand their

businesses. It anticipates their needs and expectations in order to develop a mutual,

long-term partnership. Pro-active, it responds quickly, provide solutions and seek

feedback. It fosters a can-do attitude and a healthy team spirit.

Innovation

It believes in innovation. It welcomes fresh ideas and inventive solutions. This keeps it

evolving, seeking to improve and meeting new challenges.

Social Wellbeing

It believes in social well-being, in taking responsibility to sustainably improve life

conditions for the wider community. It wants to create an environment that allows all of

us to reach our potential and objectives.

Excellence

Bottom line, it believes in excellence. It maintains the highest standards in everything it

does, focus on results, act with ambition. It attracts the best people to them. That in turn


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attracts the best clients. Being the best gives it the competitive edge both for them as

individuals and as a company.

2. SEPARATION PROCESSES

2.1 Voluntary

1. The employee initiates separation process by sending a letter of intent.

2. The initiate process then collects the details of the employee from the Separation

Master and sends a “request to process” to the Level 1 approver.

3. The level 1 approver processes the application and updates the status in the

“separation Master”.

4. Also if rejected then a notice is sent to the employee and if accepted then it is

forwarded to the level 2 approver.

5. The level 2 approver processes the application and updates the separation status

in the “Separation Master”, and then it forwards the separation details to the HRD.

6. The HRD again processes the application taking details from the “Separation

Master” and then sends the separation data both to the “Clearance” dept. as well

as the “Payroll” dept.

7. The “clearance” dept. collects the details from the clearance master and

processes the clearance data and if the application is cleared then gives the go

ahead to the payroll dept. otherwise it just updates the clearance master.

8. The payroll dept. processes the payroll data and updates the dues or overheads if

any into the “Payroll Master”.

9. As all this process is going on the Process employee also sends a go ahead for

the creation of a “Exit Survey” for the employee, by taking the employee details

from the “Employee Master”.

10.This survey is then forwarded to the employee to be fulfilled and the details are

stored in the “Separation Master”.

11.The separation master then initiates the HRD to conduct an “Exit” interview with

the employee. And thus the process ends.


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2.2 Involuntary

1. The business unit initiates a separation list and starts the process.

2. The Separation process gets the data from the “employee performance data” and

checks it with the “separation Master”.

3. It then intimates the HRD , which then starts the processing of the separation list

by collecting the information from the “employee Master”, and if rejected sends a

status note to the BU and if accepted sends a notice to the employee as wells to

the “Payroll” dept.

4. The payroll dept. sends the info to the payroll process which gets the data from

the “Payroll master” and updates the separation master as well.

5. The employee after receiving the separation intimation matches the severance

with his own expectations and if refuses then sends a refusal latter to the HRD

which in turn again starts the process. And if accepted sends an acceptance

notice to “Separation Master”.

6. The HRD gets intimated of the acceptance and they start the process of creating

the “Exit” survey by getting the details from the “Exit Master”.

7. After the survey is created it is sent to the employee to be filled up and is

uploaded into the “Exit Master”.

8. After this the HRD initiates the “Exit Interview” with the employee and the details

are stored at the “Exit Master”.

2.3 Retirement

1. HRD initiates the procedure of retirement by triggering the process of updation of

the retirement list.

2. The retirement list updation process checks with the employee master and

updates the retirement master.

3. It creates an exit survey for the respective employees who are about to retire. This

survey is stored in the exit database.

4. The business unit then intimates the corresponding project of the employee and

updates his record in the project data master (marked as going to be retired).


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5. A separate intimation is also sent to the payroll department which calculates the

final settlement.

6. The final settlement process then updates the payroll master and updates the

retirement master.

7. Intimation is then send to the respective employee (with his retiral offer) and

his/her corresponding Business unit.

8. The employee upon being intimated about his/her retirals along with his

forthcoming retirement matches his final pay-out with his own expectations,

checking the data from the retiral master.

9. Acceptance of offer leads to the process of filling up of the exit survey and sit for

the process of the exit interview whose outcomes are forwarded to the HRD

department, a refusal on the other hand send a trigger back to the HRD which re-

evaluates the retirals of the employee through the payroll department again.

10.The employee is then finally released by the firm.


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3. CONTEXT DIAGRAM

Context Level Diagram


Separation

Process

Functional

Department

HR Departm

ent

Employee

Volu

ntar

y Se

para

tion

Initi

ation

Separation Rejection/ Approval

Separation Clearances

Payroll Processing

Exit Interviews

Exit

Inte

rvie

w

Feed

back

For

m

Involuntary Separation Initiation

Sepa

ratio

n St

atus

Noti

ficati

on

List of Separation Rejections/ Approvals0

Sett

lem

ent

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4. DATA FLOW DIAGRAMS

4.1 DFD Flow - Voluntary

Employee first initiates a separation request in the separation System with an

application containing all the details related to his Expected Relieving Date, Reasons

for resignation along with the Approver Level 1 and Approver Level 2 Name and

email Ids and other related details. This data gets stored in the Separation Master

Data Store and also it is forwarded to the Approval Level 1 Entity for further

processing. Approver Level 1, if rejects the separation request, sends it back to the

Employee with his rejection Remarks. In case, it is accepted, the request is forwarded

to the Approver level 2 with the Approver1 remarks and also the status of the

approval is reflected in the Separation Master. Approver2 if rejects, the request goes

back to the Approver1 with the rejection remarks from Approver2.In case, approver2

approves of the separation request, he forwards the same to the HRD. Also, the

status of the separation is reflected in the separation Master.

HRD processes the separation request for an approved employee by taking the

details of the separation from the Separation Master and forwards it to the Clearance

Department for the dues clearances against that employee. The Clearance

Department processes the clearance by checking what is the type of the clearance

required for that employee, for example the Library, Security, ID Badge, Transport,

Any Phone/VOIP Accesses and updates the clearance data(the type of clearances,

date of settlement, Amount of settlements, final date of exit etc) in the Data Store

Clearance master. The HRD also sends the Approved separation request to the

payroll Department, which also process the separation by taking the data from the

Clearance master and the Employee payroll settlements and in turn updates the data

to the Data Store Payroll Master.

The HRD also creates Exit Survey Questionnaire fetching data from the Employee

Master about the Employee in combination with the Separation details. This Exit

questionnaire is updated in the Exit Master. Employee takes the survey and fills the


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Questionnaire. The responses are again stored in the Exit Master. An exit interview is

conducted between the HRD and the employee and an Exit report is prepared and

updated in the Exit Master.

DFD Level 1 – Voluntary


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4.2 DFD Flow – Involuntary

In the Level 1 DFD for the involuntary type of Separation, it is the Business Unit

which decides and prepares a Separation List with the termination data and reasons

for each employee it wishes to terminate. This Separation List is updated to the

Separation Master data Store and also forwarded to the HR department. The HR

department has to check for various compliances in order to approve the Separation

Lists, so if it rejects an employee’s termination, it sends back the rejection with

reasons to the Business Unit. If HR Department approves then the Approved

separation Lists goes to the Separation Master with the severance data that the

employee has to be paid on the event of termination. This Severance has to be

processed taking the payroll data as an input. The full and final settlement is decided

and updated in the Separation Master. Now, once the HR Department decides on the

Final settlement or the Severance package that he offers to the employee, the

employee’s needs and expectations coming from the employee’s side are matched

with the Severance package offered by the company, if the Employee refuses for the

suggested Severance package, this is updated to the HR Department and in case if

he approves the Settlement, the settlement package becomes final and is updated in

the Separation Master.

Then the HRD along with the employee’s data prepares an exit Survey

Questionnaire. This Exit questionnaire is updated in the Exit Master. Employee takes

the survey and fills the Questionnaire. The responses are again stored in the Exit

Master. An exit interview is conducted between the HRD and the employee and an

Exit report is prepared and updated in the Exit Master.


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DFD Level 1 – Involuntary

4.3 DFD Flow-Retirement

The process starts where the HRD taking the Organisation data (based on each

employee’s age) prepares a retirement List containing those entire employees name who

would retire in the near period of time. This Retirement Status is reflected on to the

Retirement Master Data Store and also the Retirement List is sent to the Business Unit

for the retirement intimation. This Data is reflected on to the Project data Master for the


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further required process. Also, the Retirement list flows from the HRD to the payroll

department for settling the payroll matters for the employees retiring that month. The

final settlement data on processing of the payroll process is updated to the payroll

Master. Now the employee who will retire, his needs are captured and checked if it

matches with the final settlement amount processed by the payroll. If the employee

refuses with the retirement offer, this refusal is traversed to the HRD and if the employee

accepts the offer, it gets updated in the Data Store Retirement Master.

Then the HRD along with the employee’s data prepares an exit Survey Questionnaire.

This Exit questionnaire is updated in the Exit Master. Employee takes the survey and fills

the Questionnaire. The responses are again stored in the Exit Master. An exit interview

is conducted between the HRD and the employee and an Exit report is prepared and

updated in the Exit Master.


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DFD Level 1 – Retirement

5. E-R DIAGRAMS

5.1 Voluntary


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E-R Diagram – Voluntary

5.2 Involuntary


Employee

Separation

Request

Approver

Exit

Exit Intervie

w

HR Manage

r

Clearance

Severance

NameEmployee IDDesignation LocationEmail ID

initiates

Is raised by

Is sent to

approves

results in

comes from

has

comes from

must have

is requiredfor

by

conducts

has

comes from

Date of ResignationEmployee IDExpected relieving dateApprover Mail IDReason for separation

Employee IDDesignationNameEmail ID

Employee IDDesignationNo of years workedNo of leaves balanceSettlement amount

Final relieving dateEmployee IDApprover Mail ID

Type of clearance (Library dues, etc) Amount

Exitee NameExitee Employee ID HR manager nameDateLocationTime


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E-R Diagram – Involuntary

5.3 Retirement


B.U. Head

Separation

Request

Employee

Exit decisio

n

Exit Intervie

w

HR Manager

Clearance

Severance


initiates

Is raised by

Is sent tocan have

resultsin

comes fromhas

comes from

must have

is requiredfor

by

conducts

has

comes from

Date of ResignationEmployee IDExpected relieving dateApprover Mail IDReason for separation







Goesto

can have

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E-R Diagram –Retirement

6. REFERENCES


HR Mgr.

Retirement List

B.U. Head

Exit

Exit Intervie

w

Clearance

Severance


prepares

Is raised by

Is sent toapproves

results in

comes from

has

comes from

must have

is requiredfor

by

cond

ucts

has

comes from

Date of JoiningEmployee IDYears worked Retirement date Exit Date






Employee

notifies

has

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www.atosorigin.com

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http://www.help.sap.com/

http://www.atosorigin.com/

Documents

HRIS Report Group-1