EazeHR

EazeWork is focused on providing a HRMS and Payroll software on a SaaS platform to SMES. Business applications are designed for SMEs enabling them to incorporate various functionalities in a modular nature – this results in companies paying only for the features they use. It also means that the solution is future proof, it has capabilities to grow with the requirements of the company.

EazeHR brings together the processes which cut across HR, Departmental, Account and Administrative boundaries into one application and provides Employees and their Managers well defined processes to manage their HR and Administrative tasks.  Features of EazeHR are detailed below –

1. Dashboard – Quick access to various parts of the application, ability to view pending tasks, alerts, summary reports etc can be viewed on a widget based dashboard. The dashboard can be customized by individual users to suit their requirements.

2. Comprehensive HRIS

• Customize the system as per your organization’s structure, policies and processes
  Maintain list of employees with details like Department, Level, Date of Joining, Designation, Reporting manager, Family details, Education and important personal details
• Maintain and update employee documents like certifications, past employment records, ID documents, resume in a centralized place, can be linked to on boarding activities
  View the complete organization structure with reporting relationships in one page, limit visibility as needed
• Manage different categories of employees – Regular, Retainer, Sub contractor and Trainee with different impact on payroll and statutory compliances
• Track employment status like Working, Probation, Serving notice periods
• End to end processes for Probation and Trainee confirmation including generation of confirmation letters
• Manage transfers across locations, departments, manager change
• Manpower planning – create manpower plan by department and seniority level, link with recruitment, map employees to positions
• Skill tracking – multi level skills can be defined and employees can be mapped, updation of skills can be done employees and approved by Managers

3. Employee Self Service

Processes in EazeHR have been designed keeping the Employee at the center but at the same time access to data is tightly controlled so that only authorized personnel are able to make changes.

• Employee can raise requests, view status and download reports for various HR, Admin, Payroll and Accounts related activities
• Which process is available to the employee depends upon the modules which have been subscribed and also the configuration which has been enabled
• Alerts for information, action and reminders are send automatically by EazeHR on email and also on the mobile application

4. Intranet Features

EazeHR provides a set of features which allow the HR team and Senior management to use the software like an intranet

• Manage company announcements, company news, share important updates
• Keep HR policy documents in one central place, publish and track acceptance of employees on policy changes
• Publish working calendar, holiday lists, shift details
• Control the sharing of formats / policies / operating manuals
• Intimation of events, birthdays, anniversaries
• Employee On-boarding

5. Calendar, Shifts and Leave

• Define multiple calendars to allow for different holidays for different offices across different time zones
• Manage employee rosters / shifts including night shift working
• Manage any types and any number of leaves, define your own leave policies and approval workflows
• Control the process of taking a leave by checking against available leave balance
• Employees can view their own leave balance and status of their requests
• Leaves can be recorded with a back date or future date as per requirement
• Leave Without Pay and Leave Encashment can be configured if needed
• Compensatory off and Restricted holidays can be configured

6. Attendance Management

• Capture attendance accurately through multiple methods including mobile application (location tracking), web based recording (IP address tracking) or integrate with an external smart card based or bio-metric based recording system
• Managers and HR Managers have the option of approving attendance and updation missing attendance records
• Can be configured to track both in-time and out-time and to track overtime if required
• Missing attendance and errors in time clocking can be corrected from a back date and sent for approval
• Employees can submit Work from home, Tour, Outdoor Duty (OD) requests to maintain accurate attendance status

7. Employee Onboarding

• Records for new joiners can be centrally updated
• Activity check list for email id creation, asset allocation, document verification, orientation training can be created
• Personal information required by HR and Admin can be captured
• Alerts can be sent out to Office Admin / HR Manager / IT Manager to ensure that employee on-boarding activities are performed in time
• Appointment letter can be generated post verification
• Employee can updated as a no-show / did not join, this bypasses the separation process

8. Separations

• Separation of employee due to resignation, management initiated separation, retirement or death can be all managed, different workflows for each process can be designed
• Resignation process including submission by Employee, HR or Manager, approval and all clearances can be managed
• Full and final processing and all clearances are managed in the system
• Recovery of outstanding advances and assets not returned is supported. Shortfall in notice period can be recovered in full and final
• Resignation withdrawal and reinstatement is possible
• Exit interviews can be updated by HR or by the employee even after leaving the company
• Intercompany Transfer
  • Process of transferring form one company to another within the group is available
  • Records of employees will be maintained in one database with their complete employment history even if they are transferred multiple number of times across companies

9. Resource Management, Project Tracking and Timesheets

• Daily or Weekly timesheets to be filled by employee and work flow can designed for approval by manager or project manager
• Any number of projects or charge codes can be created. Billable and un-billable time can be tracked separately
• Cost can be captured for each level of employee
• Billing rates can be defined for each employee who is part of a project / account
• Employees can be allocated to projects fully or partially and overall loading and available for deployment employees can be viewed
• Roll off of employees can be reviewed and deployment planned
• Summary and detailed reports help in tracking project profitability

10. Advances and Expense Management

• Employees can take an advance based with proper approval workflow. Payments can be made through bank transfer or cash or cheque
• Multiple currencies are supported
• Advances can be set-off against Expense claims which are raised then verified and remainder amount paid
• Expense claim process includes approval by manager, approval by accounts, verification by accounts team and tracking of actual payment
• Employees can submit and later track status of their expense claims online
• Single level or multiple level expense approval process can be configured
• Receipts or other documents can be attached with the voucher
• Unsettled advances can be recovered in payroll or during full and final as per design
• Expense policies can be configured hence allowing employees to claim within policy

11. Asset Management

• Company assets which are being used by employees like laptops, mobile phones, two wheelers can be managed with this module
• Allocation of assets is against a request given by manager and from inventory
• Consumables like Visiting card, Stationary can also be ordered
• Gate Pass issue of assets can be managed
• Asset can be mapped to departments and allocation controlled
• Cab requests can be booked and tracked

12. Training Management

• Employee level training plan can be created based on inputs from the performance cycle or manually updated by the reporting manager. Employee can also request specific trainings which on approval get included in his training plan
• Training calendar can be maintained centrally or by location, can be viewed by all in the company
• Training manager can plan for training, create a list of eligible employees, decide the nomination process and share the documents needed for training with the employees
• Names of trainers and venue details can be managed
• Nominations and confirmation based on training capacity and waiting list can be managed
• Training and trainer feedback can be incorporated
• Employees can request a training

13. Recruitment

• Manage hiring requests / job openings, track new requirements against manpower plan and backfills against resignations
• Maintain uniqueness and track source of CVs
• Parse resumes coming through email or manually uploaded and store data in Candidate database
• Login for Placement Agency for them to login and provide resumes (needs Agency license)
• Integrate with job portals through email and automatically update all resumes received from these sources in the database
• Monitor recruitment through a comprehensive dashboard
• Launch and manage employee referral programs
• Track candidates across the process of recruitment – short listing, interview, offer generation and post offer
• Schedule interviews
• Create offer letters through a configurable approval process and email it to the employee directly
• Review status and performance against target timelines

14. Performance Management

• Manage Annual Performance Review process through a customizable process which allows you to select from 180 / 360 / Project based assessments and lends itself to a balanced scorecard based approach
• Multiple performance processes running in parallel can be implemented as per the needs of different groups of employees
• Define Goals / Performance criteria based on employee profile and templates
• Rating scale can be customized and evaluation can be supported by weight ages, scores and ranking methods
• Select from Annual, Half Yearly or Quarterly review processes
• Self-assessment by employee and multiple levels of feedback
• Career development plan and Individual development plans can be included during the annual review stage

15. Helpdesk

• Employees can raise and direct their queries to HR / Payroll / Admin / IT / Accounts
• Helpdesk query is redirected automatically to the right person
• Priority and closure of query can be tracked

16.  Surveys

• Administrator can create custom surveys
• HR Manager can release surveys to a defined target group of employees
• Option to keep the survey confidential
• Send out reminders to incomplete survey
• Analyze results through consolidated reports

17.    Rewards and Recognition

• Rewards based on company policy can be created. Rewards can have a citation and / or a cash award
• Nomination and approval process can be configured
• Frequency reward and limit of number of rewards given out can be defined
• Communication of reward to other employees / departments can be controlled

18.    India Payroll & Compliances
EazeWork’s Payroll application is completely compliant with Indian laws and regulations. It allows for a company to effortlessly run their payroll in-house and reduce dependence on external partners. Application features are –

• Can be used for both Salary and Claims reimbursements
• Monthly and Annual Taxable, Tax-free and Perquisite salary heads
• Automatic statutory and optional deductions like VPF, EPF, EPS, ESI, LWF, Professional tax
• Any changes in statutory laws are updated by EazeWork ensuring compliance are met
• Employees can download their salary slips, Form 16, Tax calculations and generate their nomination forms
• Employees can submit declarations for Tax Savings, Other Income, House Rent, VPF
• Information on LTA and also company loans can be modeled and used for salary reimbursements and deductions
• Employees can request advances and loans which are then recovered from payroll
• Employees can manage their own salary through Flexi benefit design option
• Salary increase with retrospective effect and payment of arrears
• Full & Final settlement of employees
• Generation of compliance related documents like monthly PF ECN, Quarterly 24Q files, ESI input file, Form 16 Part B
• Payroll for Retainers / Consultants is also supported

19. Reporting

• More than 150 standard reports are available and accessibility of each report can be controlled by roles
• Reports can be exported to excel

20. Workflow and Alerts
Workflow can be configured for processes within each module. Configuration is managed based on the roles. About 600 automatic system defined alerts are sent to users email and also visible on the software dashboard. These alerts provide information, reminder or direct links to pending actions.