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AEGIS LimitedAn ESSAR Enterprise (AEGIS Ltd.)
Aegis & Essar HRSS Analysis on
Single Platform
User Requirement Specification
Version 1
MAY- 2011
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Table of Contents
About this Document ............................................................................................................................. 3
Revision History ...................................................................................................................................... 3
Introduction ............................................................................................................................................ 4
Purpose ................................................................................................................................................... 4
Problem Description ............................................................................................................................... 4
Current Process ...................................................................................................................................... 5
Scope of Work ........................................................................................................................................ 6
Field Analysis (fields to be consider while developing the reports) ....................................................... 6
Reports to be viewed ............................................................................................................................. 8
Structure / Formats of the reports which are under Monthly and HIGH priority Category ................ 11
Suggested System workflow................................................................................................................. 12
User specific workflow New (Level 2) .................................................................................................. 13
Decision to be taken by EITL & AEGIS-HRSS ......................................................................................... 14
Users and Roles .................................................................................................................................... 14
SLA for Query resolution ...................................................................................................................... 15
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Getting Started
About this Document
This is a functional document which states the basic understanding of the requirements between
Business Users (Aegis- HRSS India) and the Solution Provider (EITL). This document is the foundation
for the further System Development Life Cycle (SDLC).
This document will give in-depth information about the data, sources, and formats currently in use
of Business users along with further development on better analysis.
Revision History
Version
NumberDate Author Reason for Change
Functional
Version
1 10/05/11 AvdhootSant
Initial version Draft
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Aegis HR Shared Services Analysis
Introduction
HRSS analysis is the process which cater Human resource data from different agencies and publish / use it for
over all analysis. To believe on data accuracy and authenticity for differently used systems Shared Services will
consolidate the data for ESSAR as well as AEGIS world wide data base (HR) and develop the meaningful,
authentic, accurate, presentable reports for Senior management & Middle management to take the
benefitted decisions for their respective businesses.
Purpose
The purpose of this system is to allow Aegis & Essar employees to analyze the data with better and
different perspective timely. This will enable the process of analyzing data and would be helpful
management to perform the efficient decision making by eliminating NVA (Non-Value Added )
Activities such as data maintenance. The entire process will be automated ( 95%) which is eliminate
the human errors and able to give the correct desired output at every time.
HR Shared Services is considering following major components / elements for companies HR
analysis:
Recruitment / Hiring
Relocation
Payables / CTC
Employees Personal Information (Age Group, Blood Group, DOJ, Experience, etc.)
Termination / Retirement
There would be different queries to be developed by IT team to gather the information respect to
above mentioned parameters. IT Team will develop the BW queries as suggested by HRSS Analysis
Team by giving authentic roles to respective ids.
Note:The process has to be built keeping in mind that this will be used by all employees across India
(approx. 50000). Also, Helpdesk support will be extended to global locations in the future (which would
increase the support to 70 80000 employees worldwide). So the same tool needs to be extended to
employees in the location being supported by Helpdesk.
Problem Description
Employees (Talent Service Team) currently send the BPO / KPO detailed Employee data to
AEGIS HRSS Team in BKC, Kurla (W) from various Location.
No centralized system for data storage
Different agencies (CHR / HRSS) get the data differently (difference of 2 days min.) with
same source.
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Scope of Work
EITL has to develop a system which eliminates the existing problem pertaining to the current
process and reduce down the human intervention by introducing the troubleshoot system.
System suppose to give the report directly by inputting the fiscal year / calendar year along with
month as an input to the system and system will give the output in defined structured manner.
System should able to schedule the report daily which can be utilize for broadcasting purpose for
daily monitoring.
System should be so dynamic that with different available fields End User can able to design the
report as his own needs.
System should be work completely on Roles and authorization which will ultimately allow user to
view his authenticated data only.
Field Analysis (fields to be consider while developing the reports)
To Be added in Sap / BW
Available in SAP and required to
run the reports
Fields from MIS Reporting Value Type Available in SAP
Aegis Experience (in years) YES
Age YES
Agent/Non Agent YES
Band YES
R-C-M-S Category YES
Country YES
CTC (PA) without PLI YES
CTC (Rs. Crs) YES
Date of relieving / Date Of Termination YES
Department NO - add
Designation YES
Differently Abled
(Yes / No) YES
DOB YES
DOJ / Date Of Hire YES
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Domestic / International YES
Educational Category YES
Educational Qualification YES
Emp Code NO - addEnrolled for Aegis Foundation(Yes/No) YES
Full Time / Part Time YES
Function NO - add
Gender YES
Location YES
Marital Status YES
Name YES
Nationality YES
Process NO - add
Role NO - add
SAP ID YES
Source of Hire YES
Total Experience (in years) YES
Type of Attrition# NO - add
Business Type NO - add
Supervisor L1 NO - add
Supervisor L2 NO - add
Supervisor L3 NO - add
Last Increment date NO - add
IJP Movement (Yes/No) NO - add
IJP Movement Type NO - add
IJP Movement Date NO - add
BANK NAME YES
BANK A/C NUMBER YES
PF NO YES
ESI Applicability (Yes/No) YES
ESI No# YES
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PAN Number YES
Source Name YES
Religion YES
Blood Group YESState YES
Cost center YES
WBS Element YES
Company Code YES
Previous Organization YES
Wage type YES
Bank Mode YES
Reports to be viewed
Note:Report structure is not at finalized for all the reports mentioned in this sheet. The reports which
are published in Bulletin or generated by CHR is fixed but AEGSI does not have any buyoff from
Corporate HR on these reports.
Reports are categorized into two headings:
Interval Basis (Monthly / Weekly / Daily)
Priority Basis (High / Medium / Low)
Monthly Reports which are on HIGH priorityare given in below sheet for your ready reference:
Sr.
NoReport Name File Name Interval
1Grade wise Manpower Count & Cost (Rs. In
Crs.)
CHR MIS - Manpower
Detail Format
Monthly
2
Monthly Global AEGIS Manpower Summary
Band Wise
Head Count Band Wise-
Format
Monthly
3 Manpower Summary Location Wise (AEGISLtd.) (Monthly)
Manpower Summary -Centre Wise
Monthly
4Talent Acquisition Report (Function & Role
Wise)
Revised Monthly HRIS Monthly
5Hiring Sources (Agent & Non Agent) Revised Monthly HRIS Monthly
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6Hiring Cost Revised Monthly HRIS Monthly
7Attrition Details for non-agent staff Revised Monthly HRIS Monthly
8Attrition Analysis (Over All)- Monthly
(Agent/Non- Agent)
Revised Monthly HRIS Monthly
9Attrition on Regrettable / NON regrettable
(Agent/Non agent wise)
Revised Monthly HRIS Monthly
10Attrition Reason Wise Revised Monthly HRIS Monthly
11 Global Talent Exchange Program Revised Monthly HRIS Monthly
12 People Demographic Revised Monthly HRIS Monthly
13 People Cost Revised Monthly HRIS Monthly
14Absenteeism/Total Man Days LOST Report
(Agent/NON Agent) Monthly
Revised Monthly HRIS Monthly
15Location Wise Headcount & RCMS wise Ratio INDIA Happy Ppl Score
Card
Monthly
16Location Wise Headcount across Designation INDIA Happy Ppl Score
Card
Monthly
17Location Wise Headcount across Department INDIA Happy Ppl Score
Card
Monthly
18Band (4&5) Wise Headcount at Projects INDIA Happy Ppl Score
Card
Monthly
19Attrition (Agents)- Voluntary / Involuntary INDIA Happy Ppl Score
Card
Monthly
20 Attrition (Non-Agents)- Voluntary/Involuntary INDIA Happy Ppl ScoreCard
Monthly
21Agent Attrition Analysis - Tenure (90) INDIA Happy Ppl Score
Card
Monthly
22Non-Agent Attrition Analysis - Tenure
(90)
INDIA Happy Ppl Score
Card
Monthly
23Talent Acquisition & Source Wise Hiring INDIA Happy Ppl Score
Card
Monthly
Reports which are marked as RED colorare highly required and important.
Weekly Reports which are on HIGH priorityare listed below:
Sr.
NoReport Name File Name Interval
1 COGS and SG&A Summary - INDIA Final RCMS Cost Data Weekly
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Monthly Reports which are on MEDIUM priorityare listed below:
Sr.
NoReport Name File Name Interval
1Band Wise IJP (Over All) Revised Monthly HRIS Monthly
2 F&F Settlement details Revised Monthly HRIS Monthly
Monthly Reports which are on LOW priorityare listed below:
Sr.
NoReport Name File Name Interval
1HR Opn Bulletin (13 Separate Reports) HR Ops Bulletin Monthly
2IJP (Agent/NON Agent) Position Wise Revised Monthly HRIS Monthly
3 Offer Details (Agent Staff) Revised Monthly HRIS Monthly
4Offer Details (Non - Agent Staff) Revised Monthly HRIS Monthly
5Offer Regret Details (Non -Agent) Revised Monthly HRIS Monthly
6 Offer Regret Details (Agent) Revised Monthly HRIS Monthly
7Induction report (On Boarding Information) Revised Monthly HRIS Monthly
8
Induction report (new Joiner Details- NON
Agent Staff)
Revised Monthly HRIS Monthly
9Training Report Revised Monthly HRIS Monthly
Field Information regarding every report pasted above is mentioned in attached sheet:
Microsoft Office
Excel Worksheet
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Structure / Formats of the reports which are under Monthly and HIGH priority
Category
Some of the important reports (marked as RED) in this category are given below. Rest of the report
formats you can find in attached sheet thereafter.
15. Location Wise Head Count & RCMS Wise Ratio
LOCR-Headcount R-%
C-Headcount C-%
M-Headcount M-%
S-Headcount S-%
ABCD PT=P/(P+Q+R+S) Q
U=Q/(P+Q+R+S) R Same S Same
16. Location Wise Headcount across designation
Location TL: Agent Mgr : Agent Sr. Mgr : Agent AVP:Agent VP:Agent Sr. VP: Agent
ABCDTotal
CountTotal Count Total Count Total Count Total Count Total Count
17. Location Wise Headcount across department
Location HR:Agent MIS:Agent Quality:Agent IT:Agent
Count Count Count Count
18. Band (4 & 5) Wise Headcount at Projects
Project Band-4 Headcount Band-5 Headcount
Count Count
19. Attrition (Agents)- Voluntary / Involuntary
Project Voluntary Involuntary
Count Count
20. Attrition (Non-Agents)- Voluntary/Involuntary
Project Voluntary Involuntary
Count Count
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21. Agent Attrition Analysis - Tenure (90)
Project 90
Count Count
22. Non-Agent Attrition Analysis - Tenure (90)
Project 90
Count Count
23. Talent Acquisition & Source Wise Hiring
Agent Staff Non Agent Staff Total
LocationOffer
ReleasedJoined
%
Joined
Offer
ReleasedJoined
%
Joined
Offer
ReleasedJoined % Joined
Count Count Count Count Sum Sum
The rest of the report formats has been given in attached sheet.Microsoft Office
Excel Worksheet
Suggested System workflow
Diagram 2: System Proposed Process
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Fields available in SAP HR module can be directly mapped in Business Warehouse (BW).
Fields not available in SAP HR / ECC can be directly uploaded in BW 7.0 externally (e.g. CSV files).
Structure of the files has to be designed by EITL. Fields not available in SAP currently (40%) should only
be uploaded externally.
Note:As process move on, EITL HRSS jointly see how can we eliminate or reduce down the external
data source numbers.
There is separate system available for Time and attendance which has to be taken care as a separate
entity for the report. It may act as a part of External Data Source only but solution has to be robust to
avoid misbehavior of the system. If possible try to build the interface between Time/Attendance system
with BW.
Note: All the external data source will be uploaded either monthly (if transactional data) or yearly if
targeted data.
User specific workflow New (Level 2)
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Decision to be taken by EITL & AEGIS-HRSS
Sr. No Subject Agency Decision
1
ESSAR server (HR database) are
different for each company and if
AEGIS wants to access HR database
then AEGIS will have to take a buy off
from respective business users to
access and extract the data from their
respective servers.
AEGIS Ltd.
2Who will upload the external data
(HRSS/EITL/Talent Service Team)
AEGIS Ltd.
3Quotation of each solution proposing
to implement this system
EIT Ltd.
4 Which Solution to be used AEGIS Ltd.
5 No. Of users targeted for these tools AEGIS Ltd.
6Development of the Project Team and
Project Plan
EIT Ltd.
7Types of roles / authorization (Level of
authorization)
AEGIS Ltd.
8 Scheduling Of the extraction in BW AEGIS Ltd. Once in a Day (Preferably Midnight)
Users and Roles
1. Administrator-HRSS
This is the role in which user will have all the access for every query designed in BW for HR
analysis. By this role user can edit, modify, change, delete, and create the query.
2. Client View Only:
This is the end user role. This role allows user to view the data, download the reports, view the
query, run the query and save the output as his choice.
3. Manager Location/Company Code Wise:
This is the role which will give permission to access the data location wise. Every manager (MIS)
can only be able to view, save, and analyze the data from queries for the department / location
he belongs to. Role has to be created based on Company code, Department, Location.
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SLA for Query resolution
Signoff Sheet
Reviewers Name
Reviewers Title
Reviewers Signature
Approvers Name
Approvers Title
Approvers Signature
Aegis Approvers Name
Aegis Approvers Title
Aegis Approvers Signature