HFCL

Intranet User Manual

Abstract
A user guide for employees aimed to understand the flow of the Intranet
The Tool is best viewed in Internet Explorer 9 and Google Chrome
Contents
1 Login HFCL HUB ..................................................................................................................................................................... 2
1.1 How to Login ................................................................................................................................................................ 2
2 Base Intranet ......................................................................................................................................................................... 2
2.1 Announcement ............................................................................................................................................................. 3
2.2 Birthdays / New Joinee / Work Anniversary ................................................................................................................ 3
2.3 Policies.......................................................................................................................................................................... 3
2.4 Learning & Development ............................................................................................................................................. 3
2.5 My Page ........................................................................................................................................................................ 4
2.6 Quote of the Day .......................................................................................................................................................... 4
2.7 Knowledge Centre ........................................................................................................................................................ 5
2.8 Moodle ......................................................................................................................................................................... 5
2.9 Help Desk...................................................................................................................................................................... 6
2.10 Suggestion Box ............................................................................................................................................................. 7
2.11 Opinion Poll .................................................................................................................................................................. 8
2.12 Management Speak ..................................................................................................................................................... 8
2.13 Telecom News .............................................................................................................................................................. 8
2.14 My Attendance ............................................................................................................................................................. 9
2.15 Today’s Birthdays ......................................................................................................................................................... 9
2.16 Survey ........................................................................................................................................................................... 9
2.17 Holiday List ................................................................................................................................................................. 11
3 Requisitions ......................................................................................................................................................................... 11
3.1 Leave Requisition Form .............................................................................................................................................. 12
3.2 Attendance Regularization ......................................................................................................................................... 13
4 Performance Management System .................................................................................................................................... 14
4.1 Guidelines to Write KRA: ............................................................................................................................................ 14
4.2 Appraisal Guidelines: .................................................................................................................................................. 15
4.2.1 Eligibility: ................................................................................................................................................................ 15
4.2.2 Objectives: ............................................................................................................................................................. 15
4.2.3 Likely Area of Discussion: ....................................................................................................................................... 15
4.2.4 Rating Descriptors: ................................................................................................................................................. 16
4.3 Self-Goal Setting: ........................................................................................................................................................ 19
4.4 Mid-Year Assessment Review: ................................................................................................................................... 21
4.5 Annual Assessments: .................................................................................................................................................. 25
5 Employee Directory ............................................................................................................................................................. 27
5.1 View Employee Details ............................................................................................................................................... 27
5.2 Employee “My Details” .............................................................................................................................................. 27
1 Login HFCL HUB

1.1 How to Login

To login follow the below steps:

 Enter the given link on your internet browser https://hfclhub.hfcl.com

 If Login through HFCL intranet, the given link will directly take you to your homepage
 In-case there is a pop-up asking for Username and Password. Below details needs to be filled in :
o Username : User Name (e.g. if email id is abc.xyz@hfcl.com then user name will be abc.xyz)
o Password : Your System Login Password

2 Base Intranet
The main page is a quick summary of intranet, it consists of Basic functions, you may click on each
function to view the details.
2.1 Announcement
These are important announcement for the employees

2.2 Birthdays / New Joinee / Work Anniversary

Birthday section will display upcoming Birthday. By using this you can send the wishes to the employee.
New Joinee section will display be recently joined employees name. By using this you can send the
wishes to the employee
Work Anniversary section will display employee important milestones completed by employees

2.3 Policies
You may click on each function to view the further details Policies, Forms, HFCL WoW etc.

2.4 Learning & Development

In this section user can see running Employee Engagement, Reward & Recognition, Training Calendar,
Nominations, Training Material.
2.5 My Page
In this section, user can see his/her Attendance Calendar, Leaves, My Team, My Details and
Performance Management.

2.6 Quote of the Day

This section displays motivational quotes on a daily basis
2.7 Knowledge Centre
This module we are using to manage the Files, Folder and Document, by using this user can read and check
the fields and document.

2.8 Moodle

Moodle is a platform where multiple users can participate on a particular topic or article and provide
their comments. Each user can see other user’s comments and can debate for a specific topic.
2.9 Help Desk
Help Desk module will assist employees to raise their issues and keep track of the issues raised. Help desk
acts as a web-based support center. Help Desk maintains history that will help identify problem areas.
2.10 Suggestion Box

Through Suggestion Box, user may send his suggestions related to anything to the Organization. Clicking on
“Send as Anonymous” will send the suggestion to the HR without the id of the user. As sometimes user
would not want to reveal his identity to the Organization while sharing an idea/suggestion. While clicking on
“Send with Identity”, will send the identity of the user too. “View my Suggestion” will show all the
suggestions that the user might have send in past.

The concerned admin will act on the employee’s suggestion. The admin will be set from console as shown below.
2.11 Opinion Poll
The employee can submit opinion for any quiz and can view the results. Select any one option and click on
Submit button. To view results click on view results. Employee will be able to submit opinion only once
for any quiz.

2.12 Management Speak

This will reflect important messages from the leadership on ongoing basis.

2.13 Telecom News

This section will reflect important news in the telecom industry on a daily basis.
2.14 My Attendance
Manage daily Attendance in this section.

2.15 Today’s Birthdays

You can send the best wishes and greetings to your colleague using this option.

Send wishes
Select any birthday card by clicking on appropriate check boxes and send your best wishes to your
colleagues. You can also preview your selected card(s) before sending by using Preview option.

2.16 Survey
Workplace surveys can help organization understand the impact of current programs and policies, while
allowing identifying areas for improvement. The results of any survey will reveal areas of improvement
that can lead to a more productive workforce.
 2.17 Holiday List

Employees can view the holiday list for current year, according to their location

3 Requisitions
User will be able to submit and approve as case may be the various type of requests categorized
under Admin, Human Resource, and Information Technology etc. And also, can view various
request pending at a glance and can generate various MIS reports from this section.
3.1 Leave Requisition Form

Through this section user will be able to apply for leave and can check for balance and status of leave
applied. User will be navigated to a Leave Application Form through Leave Requisition. User may provide all
the details like type of leave to be taken or requested for, Dates, Reason, Address and Contact during the
leave period. This Form reflects the Leave Balance and Status, of the user, till Date too.

Once the request is send for approval to RM and HR will get only notification of the request, it will be displayed in the
Leave, History section of the user along with the status of that leave.
The leave request goes to the RM of the employee for approval. They can view all pending requests on their
Dashboard. They may Approve/Disapprove the multiple requests by selecting them through a Check-box or
may view the details of each leave applied and then may approve/disapprove it through the button.

RM and HOD can select the pending leave requests and may approve them by selecting multiple requests
at a time.

Or he may click on each pending leave request and view the details of the employee who has applied for the
leave and the details of the leave like reason, date, leave balance, etc. And then he may approve it by clicking
on “Approve” button or may disapprove it.

After approval by RM he/she can view their request in archive details page. HR will get the notification of
each user leave details.

3.2 Attendance Regularization

In this section, employee can apply online for Attendance Regularization Employee can Regularize Attendance
for Late-in, Early-Out, forgot to punch In and Out, Outdoor Duty, On Tour. Application request will go to Reporting
Manager for Approval and HR will get the notification after approve/disapprove the request.
4 Performance Management System

The main page is a quick summary of HFCL PMS, it consists of some functions, user may click on each
function to view the details. When click on HR Corner Appraisal user can reach PMS.

4.1 Guidelines to Write KRA:

Below are the guidelines to be kept in mind while setting Employees KRAs for FY18-19:
  Individual Objective/KRAs (Key Result Areas) should be reflection of critical roles performed by
employees and aligned to key objectives of respective departments as well as the organization
 KPI should be Specific, Measurable, Achievable, Relevant and Time-bound (SMART)
 Each KPI should have following :
o A short self-explanatory definition
o Unit of Measure (Number, % etc.)
o Measurable Targets
o Weightages (Ensuring sum of weightages of all KPIs are 100%)
 Each KPI should be linked to one of the below Eight Objectives/KRAs identified for HFCL in FY18-19
o AOP Achievement
o Manage Cash Flow
o Build Order Book
o Expand Product Portfolio
o Build Human Capital
o Focus on High Performance
o Improve and digitize processes
o Build Strong Relationships with Customers
 Employees can choose to leave one of more objectives not applicable for their respective roles
 Each Objective/KRA can have one or more KPIs. The KPIs should be time-bound and measurable
objectively
 Each employees should have a minimum of two KRAs and a maximum of 8 KRAs
 Reporting Managers are responsible for reviewing and approving KRAs for their team members
ensuring the respective KRAs align with the overall department and above eight objectives
identified for HFCL

4.2 Appraisal Guidelines:

4.2.1 Eligibility:
All employees joined on or before 30th September 2018.
4.2.2 Objectives:

 To enable development of all employees

 To give role clarity & define responsibilities of the employee. (dynamic role -may change with time
too)
 To review individual’s contribution to organizational performance, identifying areas of strength
and development.
 To draw up concrete action plans for the individual’s development and provide a review
mechanism for the same
 To assist in planning the career of all individuals.
 To develop effective relationship between Supervisor & subordinate.
 To set target / objectives of the employee.
 To facilitate organizational development

4.2.3 Likely Area of Discussion:

 Last review period action Plan
 Last review period action Plan
  Performance review: Review the Planned performance vs actual performance in light of the data,
facts & events.
 Results expected vs achieved
 Strengths / development areas: Identification of the developmental needs of the individual and
formulation of concrete action plan.
 Effectiveness as the role played during the review period.
 Customer’s feedback – Share the customer feedback in different situations. Role expected vs
contribution Individual’s career aspirations – as shared by an individual.
 Appraiser’s efforts in helping the subordinate to performance & develop.
 Description of his current knowledge level, skills level & attitude.
 Describe him as leader: This is based on what his subordinates say about him as a team leader
(Direct feedback area obtained).
 Describe him as a peer: This is based on what his peers say about him as a team member. (Direct
feedback area obtained).
 Describe him as a subordinate: This reflects what the Appraiser thinks about the person as a
subordinate. Specialize knowledge and skills/ administrative knowledge and skill - Describe the
kind of work the person does best, has a flair for, enjoys doing, wants to do, e.g. Functional focus,
 coordination and administrative focus.

4.2.4 Rating Descriptors:

 90% - 100%: Excellent - The employee exceeded expected results on the objective such that the
organizational goals were achieved. Strategically contributed to business results
 80% - 89% : Good - The employee achieved expected results on all objectives as per Goals set in
the beginning of the year
 70% - 79% : Average - The employee partially achieved expected results on the performance
objectives
 51% - 69% : Below Average – The employee has not satisfactorily completed the assigned
responsibilities and needs to demonstrate improvement
 <50% : Poor - The employee failed to achieve expected results in assigned performance objectives
 There are TWO main parts of PMS for Employee:
 Employee
 Supervisor

Employee

Supervisor
For Employees there are four parts of this section
 Self-Goal setting
 Mid-year KRA Review
 Annual Assessment
 My Detail

4.3 Self-Goal Setting:

Employee can set their goal with in time (Quarterly/ Yearly) as decided by their respective
seniors.

Employee --> Self Goal setting

While filling the KRA Employee must keep in mind that sum of KRA should be 100 points and
Employee can divide each KRA in KPI (While keep in mind that sum of all KPI should be equal to that
KRA).

Employee must select all principle account-abilities in KRA section and minimum four and
maximum eight KRA can be allowed.
 Once Employee fill the detail and submit the detail, he/she can check his/her detail from self-
goal setting section

 Once Employee fill the KRA, Supervisor will approve the KRA before Employee start working on
those KRA.
Once Supervisor will approve the KRA, appraise can check this in his/her KRA status Self-goal setting --
>View KRA

4.4 Mid-Year Assessment Review:

At each Mid-year, APPRAISEE fills his/her Achieved Targets against fixed KRA’s target goals for that
Midyear. The Mid yearly Performance will calculate the Appraise Midyear Score. Each Midyear Achieved
Scores are calculated at final year to calculate the overall performance of the Appraise
Once KRA will be approved appraise can fill their achievement in remark section.

Once Supervisor will approve the appraise KRA submission, Employee can review and acknowledge the
feedback.
Acknowledgment by Employee: -

Once reporting manager share the feedback, Employee must acknowledge the feedback/KRA approval.
Employee will also get and Acknowledgment submission detail.

Here on the same page user can see the final remark on his/her KRA, done by their respective
Supervisor
4.5 Annual Assessments:

Once review of all assessment will be completed then employee can share the annual assessment
sheet, as employee will share the assessment sheet and their respective supervisor will receive that.
Employee will fill the KRA details in actual achievement.
After filling all the all the achievement employee will click on Next page and it will navigates to the
another page which contains-
 Key Strength Area details
 Training Need Details
 Career aspiration Details
 Successor Details
 Remark Details

After filling all the details employee can submit his details and their respective supervisor or reviewer
will receive that and they will approve or disapprove:
5 Employee Directory
Here employees can search their colleagues and view their relevant details like Names, Emails, Phone
Numbers, Locations and SBU Classifications

5.1 View Employee Details

Employees can search their colleagues by Name, Email-ID, Employee Code, Location, Functions and
SBUs

5.2 Employee “My Details”

Employees can view and edit this own details:

Employees can add/ edit personal details under tabs “Contact Details”, “Experience”, “Education”,
“Family” etc.