(Advanced Payroll Processing Live Employee Career management Appraisal Recruitment and Training)

The worlds largest HR and Payroll Implementation is configured using APPLECART HR & Payroll Solution

APPLECART Modules
Organisation Management Performance Management Recruitment & Training Appraisal & Career Mgmt. Attendance Processing Payroll Leave & Loan PF, ESI, TDS Reimbursement Arrear & Bonus Employee Help Desk Suggestion Alert, Mailing and SMS Employee Self Service Final Settlement

Cosmosoft APPLECART Proposal - Confidential

APPLECART (Advanced Payroll Processing & Live Employee Career management, Appraisal, Recruitment and Training) provides a comprehensive solution for managing the work force with powerful querying and reporting features. The various subsystems under the APPLECART are Personnel Management, Payroll & Tax Accounting, Leave & Loan management and JV Passing. The salary processing and tax computing is as powerful as it is easy to implement and use. Payroll user will be able to easily define the pay components and its computation sequence in simple mathematical formulae, eliminating the need for customization for any future changes in the pay structure. All statutory deductions such as PF, ESI, TDS and accounting of these is kept track in the system. The monthly / annual reports and statutory forms are generated by the system automatically.
FUNCTIONALITY OVERVIEW APPLECART HR Features Manpower planning Manpower requisition Recruitment Training Training plan Training budget and expenses Employee information o Personal data o Job data, Contact information o Previous experience o Qualifications, Talent and skill set o Family details, Job responsibilities Reports Consolidated report on manpower planning Recruitment hit rate Employee history Individual training need report Training summary - Man days per employee Skill Gap analysis Attrition - Man power left [Yearly] CTC report Training budget Man power details

System Highlights Highlights Employee key rating area and appraisal Final settlement Skill gap analysis Utilities Backup and restore Import and export of data Ad-hoc Query facility Integrated security features Supports all major RDBMS - like ORACLE, MS SQL Server and Sybase Sybase Adaptive Server Anywhere database engine along with the product

Cosmosoft APPLECART Proposal - Confidential

FUNCTIONALITY OVERVIEW APPLECART - PAYROLL

Features

Utilities

User Definable Earnings / Deductions with multiple payment units Cost Center, Designation & Grade wise Salary Inputs Employee Master Auto Number Generation Formula Inputs Attendance & Leave, Over Time Details Loan / Insurance details PF Register, ESI register Income Tax (TDS) & e-TDS JV Passing, Reconciliation email Salary slip Employee Reporting Hierarchy Input Wizard & Simulation Process Screen wise User Editable Help
Highlights

Arrears Computation Bonus Computation Final Settlement / Gratuity Leave Encashment Reimbursements Comprehensive Income Tax Data Ownership (user wise) Locking of Pay Process Locking of Inputs Backup and Restore Import Data From Excel & Export to Excel Recruitment, Appraisal & Training
Reports

User Definable Pay Periods - (Monthly, Weekly etc.) Any number of Payment Processes can be defined (Overtime payments, Reimbursements etc.) User definable Pay slip format & Separate Pay-Slips for the defined payment process User can modify the computation formula Supplementary payments History of employee information and pay structure Generates Cash / Bank advice statements Extensive covering of all the tax rules related to TDS Leave details and Leave register Loan details and maintains current balances Utility for bulk loan issue Easily integrated with Attendance recording systems User definable custom reporting and querying facility Electronic bank transfer Pay slip Mailing Customizable for any future changes in pay structure e-TDS Form 3A -DBF conversion Declaration forms for ESI and PF CTC Statement ESI & PF challan Custom Query Builder for Report Multiple Group creation for PF, ESI & Tax Multi User creation & Privileges

Monthly pay slips Monthly salary report Salary disbursement sheet & Journal Voucher Bank covering letter Leave statement Outstanding loans Arrears salary statement Bonus statement Statutory forms & returns Monthly ESI statement Provident fund report Monthly journal reports Form 3A, ESI Form 6 & 7 Form 16 & Form 24 Graphical & other MIS reports
Special Highlights I

Integrated security features Sybase Adaptive Server Anywhere database engine along with the product Database support for all major RDBMS Add-on Solution Employee Self Service (online) & Attendance Processing System

Cosmosoft APPLECART Proposal - Confidential

FUNCTIONALITY OVERVIEW ATTENDANCE PROCESSING SOFTWARE

Features Multiple Device Settings Group wise Shift Generation Leave Credit Transaction Month wise Attendance data view for each employee

Utilities Shift Roaster Overtime/ late Hour Calculation formulas Import data form ARS (Attendance Recording machine) Manual Entry of Attendance

Highlights Maintain the shift calendar of employees Over Time Office Attendance Report (Department wise, Day wise, Weekly wise etc.,) Manpower Strength Shift wise Employee Late/ Permission details Weekly off/ On duty status Monthly attendance data (Working day, Present, Leave, Absent, Week off, OT, LT) Annual Report Leave statement Performance Report Monthly Report - (Late/ Early, Sift Schedule)

Reports Daily Absenteeism Shift wise Employee count Late comers Overtime Hours Monthly Reports Time card muster Monthly Attendance Details Form 25 Monthly Over time Hours Leave Register Monthly Leave details System Highlights Integrated security features Database support for all major RDBMS Sybase Adaptive Server Anywhere database engine along with the product System Requirements Client Operating System Win 98 / Windows 2000 / Win NT 4.0 / Windows XP Server Operating System Windows 2003 / Windows 2000 / Win NT 4.0 Database MS SQL Server / Oracle / Sybase Adaptive Server Anywhere Memory 256 MB RAM and 40 MB Hard disk space

Cosmosoft APPLECART Proposal - Confidential

APPLECART - MODULE FLOW

START

Administration Help Desk Leave

Staffing

Personal

Loan

PF Appraisal Payroll Recruitment Reimbursement Training HR ESI

Bonus

Suggestion Reports

Full & Final Settlement Other Process

Help

END

Cosmosoft APPLECART Proposal - Confidential

BUSINESS MODEL OF APPLECART HR System

Start

SECURITY User Management User authentication & Date security Assign privileges

Employee master Employee personal data Contact Information Talent & Skill set Job data, Qualifications Family details

Manpower requisition Interview & short listing Appointment

Manpower Planning Recruitment expense

Identify training need Training plan

Training budget Training expense

Schedule training Conduct training Declare results

Data moving to employee

Company details

Previous experience Job responsibilities Business logics & central data store

Final settlement

Report setup parameters

Qualification management

Appraisal

Skill management

Skill gap analysis

REPORTS Manpower planning consolidation. Recruitment hit rate. Employee history. Individual training need. Training summary. Man days per employee. Skill gap analysis Attrition Manpower left CTC reports Training budget Manpower details & many more. Export reports (MS-Excel, FoxPro..etc)

Generate reports

Print

Cosmosoft APPLECART Proposal - Confidential

BUSINESS MODEL OF APPLECART Payroll Processing System

START

User Management

User Authentication and data security

Assign Privileges

Define Earnings / Deductions

Enter general pay structure / formula

Arrears input

Loan Details

Define Masters

Employees pay structure / formula

Bonus inputs

Over time details

Employee master

Monthly inputs

Incentives

Leave details

Company details

Time attendance recording system

Business logics & central data store

Select month for salary generation

REPORTS
PF / ESI Register Tax Process Loan

Process Salary

Process OT

Process Bonus

Process Arrears

1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17.

Monthly pay slips Monthly salary report Salary disbursement sheet Bank covering letter Leave statement Outstanding loans Arrears salary statement Bonus Statement Statutory forms & returns Monthly ESI statement Provident fund reports Monthly journal reports Form 3A ESI form 6 & 7 Form 16 Form 24 Form 12B and many more

Report setup parameters

Generate report

Print

Export reports ( To MS Excel, FoxPro, etc)

Cosmosoft APPLECART Proposal - Confidential

BUSINESS MODEL OF APPLECART Attendance Processing Software Start

SECURITY User Management User authentication and data security Assign privileges

MASTER

Employee Master Employee Barcode Swipe Category Shift Details

Transaction

Assign Week Off/ Holiday

Assign Shift

ARS DEVICE

ARS Data String Device Setup File Setup

Generate Shift roaster and Day

Import ARS Data Daily attendance manual entry Permission details On duty details Leave details

Daily Process

Monthly Inputs

Monthly Output to Payroll

Monthly Process

Cosmosoft APPLECART Proposal - Confidential

APPLECART KEY FUNCTIONALITY BENEFITS

User Defined Allowance /Earning Components The user can define any number of Earnings /Allowances components. The properties of these components (Like Taxability, Included in PF (Provident Fund) calculation wage, ESI (Employee State Insurance) calculation etc) can also be set by the user. If these components are derived from other components the user himself will be able to define the arithmetical expressions and calculation methods (Example if DA (Dearness Allowance) is 50% of BP (Basic Pay) we can define the arithmetical expression DA = BP*50/100). User Defined Deduction Components The user can define any number of deduction components. The user can also set the properties of these components. If these components are derived from other components the user himself will be able to define the arithmetical expressions and calculation methods. User modifiable computation formula The users can create or modify the formula collection for the computation of component. The computation system supports conditional statements, functions and arithmetical expressions. Automatic process configuration tools The automatic process configuration tool guides the user to configure each module correctly and effortlessly. The user will be able to use the system with out any training and guidance. Automatic Process flow control System The process flow control and monitoring system automatically issues warning to the user before each process is been carried out. For example if the user has added an employee to the employee master, and is trying to process his salary with out entering the salary components a red alert is given to the user. Date based automatic process reminder The process reminder can be cionfigured to intimate the user when a time based event occur. For example when an increment is due for an employee the admnistrator will get an alert. This time based alert can be configured for joining date, confirmation date etc. Configurable Alert and message sending systems User can send messages and alerts to the other users. All pending approval will be appearing as alert to the respective users. Multilevel Approval procedures The process and procedures like initial pay structure, salary increment, leave approval, Manpower recruitment and Training request are controlled through multi level configurable approval procedures. The approving authority will automatically receive an alert if any approval is pending from his behalf. Data reliability and correctness One of the key features of the software itself is the data reliability. The system will also point out gross deviation in salary structures and its reason so that the user can take appropriate action. The reconciliation facilities provided in the system will provide deviation of current month salary to previous month. The system will also point out salary deviation of each employee on a monthly basis to understand and compare the correctness of the data.

Cosmosoft APPLECART Proposal - Confidential

Data security HR & Payroll are highly confidential information hence the security feature allows the system to lock the payroll after it is processed in every month. Only the administrator can unlock the payroll. Data ownership (security privileges based on data) APPLECART is known for its data transparency and confidentiality. The administrator can create user who has the privileges to view or modify the data for a group of employees assigned to him. For example a user belonging to one department will not be able to view the data of the other department, this assures a high degree of transparency and confidentiality of the payroll data maintained in the system. Improve efficiency and Eliminate redundancy The centralized data repository maintained in APPLECART HR & Payroll system dramatically boosts efficiency of organization by providing the needed information to the management team with out delay. The centralized data store can be avoided dependency of individuals for report and data requirements. The centralized data repository eliminates data redundancy. Drag and drop reporting feature. Users can create and modify any number of reports as per their wish using the report builder. Query builder Query builder is an instant reporting tool that can retrieve employees personal and salary data for an employee or for a specified group of employees or for all employees. There is no programming knowledge required to generate report using Query builder. Customized report configuration APPLECART is built in with dynamic report building utilities. The user can themselves design the reports such as pay slip, salary register etc and save the same for future reference. Graphical report The Graphical reports are provided for salary, head count etc. Management Information System (MIS) reports The standard MIS reports provided in the system is normally sufficient for day-to-day reporting. See the list of reports, refer FUNCTIONALITY OVERVIEW table given. Automatic generation of statutory reports on payroll generation The most important feature of the software is that once the salary is generated all statutory reports are generated automatically, which can be submitted, as if to the respective authorities in the prescribed format. Tax deducted at source (eTDS-Electronic filing of Tax deducted at source) and statutory forms The eTDS preparation is done automatically by the system. The eTDS text file, which is to be submitted to the Income Tax department, is also generated in the system. The Software has an eTDS validation utility to validate the eTDS file. The declaration regarding savings and investments for tax rebate can be keyed in the system. A Tax planner report can be generated for each employee to understand the tax liabilities of the individuals. At the financial year-end Form 16, Form 12BA and Form 27A can be generated for all employees and can be submitted to the respective legal authorities.

Cosmosoft APPLECART Proposal - Confidential

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Multiple Payment Units, PF, ESI & Tax groups creation Multiple PF and ESI, group can be created with different establishment numbers. The Professional Tax groups can be created based on the work location of the employee. Separate reports and forms are generated in each group as per the statutory requirements. The software has the option of multiple companies and payment units creation that helps users to navigate and view the reports of multiple units. PF Form 3A report and conversion to DBF format One of the most tedious tasks is to prepare PF Form 3A annual return form. The software automatically updates the Form 3A data in every month when the salary is processed. In the year end the software generates the report and converted to DBF for the purpose of submission to the PF office as per their specified format. History of employee information and pay structure History of the employees is maintained in the system. The users can view and track the salary and personal data changes, easily, effectively and effortlessly. Screen wise user editable help One of the key features of the software is the additional help system. The user himself can write an alternative help for each screen that can be saved and can be used for future references. This is useful, to make note about the procedures adopted during implementation. Organization chart and Employee reporting hierarchy Employee hierarchy can be created, modified and viewed at any point of time for the purpose of understanding the position of employees in the organization. The reporting structure of the each employee can also viewed in a tree structure. Configurable Journal Voucher passing The Journal voucher (JV) can be prepared as per the accounting standards of the company. The JV system is configurable by the user themselves. Another unique feature in the software is its capability to generate JV that can be uploaded to any ERP /Financial accounting system. Our JV configuration systems can prepare journal vouchers that can be uploaded directly to SAP ERP / Microsoft Navision /Accepta and Oracle Financials. Pay slip-emailing facility to employees The system is having features to send pay slip via email to employees. Once the payroll is processed it can be done with a single command. This reduces the work of printing and dispatching pay slip to employees. Advances / Loan module The employee advances and loans can be managed in this module. Once the loan is issued the deduction is automatically tracked and managed in the system. Bulk loan issue, loan direct repayment, wainve loan amounts/ interest, revoke loan deductions are some of the features of the Advance/Loan module.

Cosmosoft APPLECART Proposal - Confidential

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Leave module The leave module manages the leave configurable leave masters, policy based leave credit system, time, late hours and permission hours management, holiday & compensatory off management, maternity leave management for female candidates and over time are managed. PF module In PF module facilities are provided for creating the PF challan. PF forms are automatically prepared once the challan is created. The lists of forms generated and printed are form 2, form 5, form10, form 12A, form 10C, form 19, form 3A, form6A & form3A DBF report. ESI module In ESI module facilities are provided for creating the ESI challan. ESI forms are automatically prepared once the challan is created. The list of forms generated and printed are form 1, form 6, form 7. CTC (cost to company) During the joining time the CTC can be fixed and posted to the salary. A computation system is provided to derive the component values from the entered CTC. The CTC module can take components that are paid through salary and components that are paid external to the salary. If the reimbursement components are there, that can also be configured and entered into the CTC system. Canteen module In the canteen module subsidized food coupons can be issued and the deduction for these coupons for a period can be summed up and automatically deducted from the salary. Voucher payment module The employees are paid travel / conveyance and other reimbursable expenses made on behalf of the company can be managed in this module. Arrears When an employee receives increment or promotion with effect from a pre date we have to compute the salary payable to him for these periods. This salary can computed and paid along with salary or can be paid separately. The difference in salary from a pre date to the current period is to be calculated for a set of components. These component properties can be configured as per the organization policy. The component properties are set against pay component group. Bonus Bonus can be processed and paid separately or along with salary in APPLECART. The bonus computation property can be configured as per bonus act or as per company policies Final settlement When an employee resigns from the organization the final settlement has to be done for the employee. All the list of resigned employees will appear in the final settlement module. We can select an employee and get all the details of his pay into the final settlement module. The payments that are considered for final settlement are leave encashment, Payment of reimbursement balance, unpaid salary if any and Gratuity payables. The deductions that are considered are the notice period salary, pending loans and recovery for the value of asset if any given to employee. The statutory payments like PF & ESI and Tax is also taken in to account during final settlement. The TDS is calculated, TDS is deducted and Form 16 can be generated & given to the employees during Final settlement.

Cosmosoft APPLECART Proposal - Confidential

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Gratuity Gratuity can be computed as per the gratuity act 1972. The gratuity is paid during the final settlement. The gratuity can be computed at any time to find out the actual liability of the company for making gratuity provisions. Leave encashment The number of leave that can be encashed is arrived based on the configurable leave policy given in the APPLECART system. Based on the number of days the leave encashment amount can be calculated and paid to the employees. Reimbursements Reimbursement is the payment made to the employee on submission of bills. The reimbursements such as Leave Travel Assistance (LTA), Medical and conveyance are normally paid to employees on submission of the bills. The employees are having different reimbursement eligibility levels and these eligible amounts are credited to the employees periodically / beginning of the year /end of the year. The available monthly credit balance is taken in to account while processing the claim. Facilities are provided to handle the excess credit or claim. The credit available can be rejected or converted. The credit balance can be converted and paid as salary at the end of the financial year or in control period or during the processing period. Recruitment The Manpower requisitions approval and various stages of the recruitment process can be handled in the APPLECART recruitment module. Interview call letters and Offer letter can be prepared in the system. The recruitment process and its various stages are configurable for each position in a recruitment process. Multi-level Appraisal System The multilevel configurable APPLECART appraisal system can fit in any industry verticals. The user themselves can configure the key rating areas and objectives and its evaluation methods easily. Using the self-appraisal system, the employee can inform about his performance during the appraisal period. The appraiser will be able give their recommendations and grade to the employees. The assessment reports are generated by the system. 90, 180 and 360-degree appraisal procedures can be configured in APPLECART appraisal system. Training The employees in an organization need to be trained on various skills and subjects. Training and skill development is an important activity of an organization. The activities covered in the training module are Training calendar generation, Training program scheduling, and Training cost calculation, Evaluation of the training program and Skill gap analysis. Training plan can be scheduled for batches of employees and new joiners. Detailed reports can be generated along with feedback forms collected from the employees who undergo training. The results of the training can be uploaded to the employee master for future records and verifications. Suggestion module In the suggestion module the employees can post their recommendation and suggestions for organizational improvements in different areas. If the suggestions are usefull for the organiation facilities are provided to execute the suggestion recommended by the employee. Formation of the suggestion commity, minutes of the meeting schedule and action taken for the suggestion can be managed in the software.

Cosmosoft APPLECART Proposal - Confidential

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Complaint / Greivances module The employees can post their complaints. The complaints are received by the appropriate authorites and action can be taken against the complaints. An automatic alert cum emailing is incorporated in the system for receiveing the complaint and intimatin the action plan to the complainer. Help desk In the help desk module various help services offered to the employees is configured. For example booking a ticket for official travel, requirement of office stationary and any other service reqired for day to day activity can be configured in the service module. Database support for all major RDBMS The Software supports any relational database management system like MS SQL, ORACLE, and Sybase ASA Database etc

APPLECART EMPLOYEE SELF SERVICE

Pay slip Once the payroll is generated the employees can view their Pay Slip online. Employees can print their Pay Slips which are uploaded in the system or save it to their local disk as a PDF file. Annual Pay Slip Annual Pay Slip is to view the yearly Pay Slip online. This shows month wise salary details with all earning / variable / deduction components. This can also be saved and print can be taken at any point of time for future reference. TDS Planner TDS Planner is to view the month wise Tax Planner for the financial year so that the employees can plan their savings for the year and get tax exempltions accordingly. Tax Sheet The employees can view their Tax Sheet for the financial year. TDS Declaration TDS Declaration is the Online TDS Declaration form, option is provided to take hard copy or soft copy of TDS Declaration form. IT Investments proofs form IT Investments proofs form is the Online IT Investments proofs form, option to take a hard copy or soft copy of their IT Investments proofs is provided for their benefits. Reimbursement Balance Reimbursement Balance is to view up to date reimbursement balance online, so that the emloyees will have an understanding of their reimbursements.

Cosmosoft APPLECART Proposal - Confidential

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Reimbursement Claims Reimbursement Claims is the online Reimbursement Claims form wherein the employees can claim their reimbursements online and get it approved. Modify Reimbursement Claims Modify Reimbursement Claims is to modify their Existing claims online at any time. Online Leave Application When an employee wants to apply for leave he can apply for the leave online through Online Leave Application form and in fact even select the type of leave that he is taking. Modify Leave Applications Modify Leave Applications is to Modify Existing Leave Applications that have beem applied online. Leave Application Status Leave Application Status is the status of their applied leave for the month, the leave Status approved, unapproved, waiting for approval can be view by the employees. Leave Approval Leave Approval is the online leave approval form. To view the approved or unapproved leave applications. Post Query Post Query is the online post query form, through which the employees can post their queries to their superiors pertaining to any doubts they have. View Document View Document is the online document download form, through which the employees can download their payroll related documents.

SYSTEM REQUIREMENTS
Specifications
Client operating system Windows XP / Windows Vista Server operating system Windows 2003 / Windows 2000 / Win NT 4.0 Database MS SQL Server / Oracle / Sybase Adaptive Server Anywhere Web Browser Internet Explorer Memory 1 GB RAM and 40 GB Hard disk space

Cosmosoft APPLECART Proposal - Confidential

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Corporate client list of COSMOSOFT

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