SALES PLAN

The sales dept. has to submit their sales plan before visit. That report should
contain:

Client Database: Clients name (A2Z Company), Parent Company, all

the branch address, Phone numbers & Pin Code etc.

VISIT REPORT:
After visit a proper visit report should be made containing:

Survey report according the services required Predefined Survey

Report will provide
Client name, address, pin code, contact details, email ID (Escalation
matrix> from reception to managerial dept. / decision maker)
The representative may collect the birthdays, anniversaries to wish
them on that particular day.
A thank you mail should be auto generated with the Clients name,
Services pitched on or with next prospective appointment date to all
the contacts of the client. (where necessary a Minutes of Meeting also
be attached.)
Company Profile with docket no., presentation according the services
required, quotation with break ups etc.
Number of follow ups.
Checklist, standing order.

After Finalization

The following Auto Generated Reports to be Create for

sending to the
client along with the message
automatically update into System by
which it could be accessed by Accounts, Training, Logistic,
IR, Operation, Training and other all departments.

1.
2.
3.
4.
5.

Sample Work Order

Sample Agreement
Memo for Training Confirmation
Matrix(Escalation)
SLA (with deliverables)

HR & IR Portion :
HR :
A FORM for Interview lineup with their remarks and
confirmation, including signature.
There will be One Page BIO-DATA fill up form with
WEBCAM.
Examination will held, put the marks to the Dossier of the
Employee
Generate the Employee Code
Create A self Dossier of employee where the scan copy of
the all
Documents will store: when we click on any employee
code then every history with the documents of the
employee will be displayed. So, upon selection of an
employee all his details and documents should be made
available.
There should be a Form/Check List for documentation of
an employee put a tick in a box against every
documents like address proof, id proof, photo proof,
investment documents (for TDS Calculation), PAN card
with no etc. along with the scanned documents and any
Originals Submitted
Once the employee master is created & updated with all
information the following Form have to be generated

1.
2.
3.
4.
5.

Offer Letter
Form X / Appointment Letter
Form C
Nomination form of PF(with no.), ESI,
Checklist (issue of bank a/c form, id card, visiting card
etc )
6. Create the pay structure.
7. Create the grade
LOGISTICS:

After completion of HR level, there should be an auto

generated memo for the logistics.
Input for Logi. Dept- Issue of dress & other accessories &
confirm the payment mode, payment date, EMI amount
which will be / has to be deducted from his/ her salary (If
EMI)
Create the stock ledger with individual items.
DEPLOMENT:

Movement order has to be generated once all details of

the Employee including clients / site / location name. This
should be available in case of site / location transfer of an
existing employee.

Bill generation.

Should update by biometric attendance

Both the Bio Metric & Manual attendance (which would be
scanned & uploaded, should be Viewable in split window
for comparision).
There will be a split window followed by scan copy of
manual register & excel file (converted version)
Should be a checklist to tally between the biometric &
manual register.
If there is any negative balance of leave for an employee
there will be a checking box Salary Deduct / not
Deduct. In the case of not deduction there will be a
report box/note where the approval and cause will noted.
LWP will be effect in his / her salary against 3 days late in
a month There will be a checking box / approval box
with a note / remarks. This late will be taken directly from
Bio Metric System.

BILLING:

ATTENDANCE:

SALARY PREPARATION:

Input of the attendance, advance if any, left date if any.

There will be an switch for Transfer /Relocation Option for auto generation / run the salary
After Run the salary, Salary register will Auto Generated
Bank Transfer Sheet will be generated (Bank wise).
Separate List will generate for Cash Payment & through
Chq (if required)

Statutory Registered will generate i.e PF, ESI, P.Tax,

Service Tax
Reports, challans & returns for PF,ESIC, P.Tax, Service tax
etc.
Auto generated pay slip automatically sent to employees
mail id.
F&F settlement.
Reports for MIS, accounts & operations.
Leave Register
List of Transfer / Relocation
List of Temporary / Contractual employee will be separate.
Format of Confirmation Letter
Format of Increment Letter
Calculation for Incentive
Form 16 will generate.

Other reports:

Should be a CLICK button by which we can link to our

website, statutory website like PF,ESIC, Minimum Wages
Act etc.
Greetings of Birthday wish of an employee generated
automatically and sent to his/her mail id on that day.
Anniversary Greetings of Employee will auto generate and
sent automatically
Also auto generate a Greetings of Clients Anniversary,
Birth Day and sent to the clients. (there should be a
checking box Send YES / NO)
A list of Confirmation will display every day (if any) at
least 1 week ago from the date of Confirmation. There will
be an approval switch. When user will click on that,
Confirmation Letter will be generating.
There will be an option for Salary Certificate / Probation
Certificate
There will be an entry portion for Creation of Office File
Name of File, File No., opening Date, closing date, who
handles the file, content of the file. ..
When our sales person meet a client, they may write few
words about the client, about the service, Source etc by
which any one can view at any time about the client
either active or not
Every employee can apply for Advance, Leave or anything
through the Software and also the approval will come
through the Software.
There will be an entry Portion for Assets Hand over to the
employee like Mobile, Laptop, Keys (with Details).

There will be Chart Report with each & every report.

For Example Monthly / yearly Salary Comparison reports
with graph chart.
In this report the budget will reflect Office wise/ Site
wise / Department wise.

AUTO GENERATION OF REFERENCE NUMBER FOR :

Various Correspondences
Files Numbering
Documents Numbering etc based on pre defined.
STEPS for HR

Call the candidate as per Approval for HR Round Interview Filled up the
Personal Data Form in S/W at the time of Interview (If satisfactory) Send to
Departmental Head HOD write the comments through S/W HR sent the
candidate to the Director for Finalization MD/Director put their comment through
S/W.
IF SELECTED
HR will take all the documents of the candidate (Hard Copy) with photo Input Two
Reference Details is must against every new joiners (if not, then a auto generated
message should be appear in every time to the Screen Generate the OFFER
LETTER scanned those documents verify with the originals if required Fill up an
one pages Employee Data Form with WEBCAM PICTURE of the candidate
INDUCTION A memo for Training will auto generate and sent to the Training
Department.

On the basis of Memo, Training Department will start the training T/D should
mentioned the time / day of the training Training Department put their
comments through S/W Declare the date of Examination through S/W After
Completion of Examination marks to be declare into the S/W Informed to HR for
proceed JD & SOP for individual Designation.

AFTER COMPLITION OF TRAINING:

HR will generate Employee code through S/W Generate APPOINTMENT LETTER
Issue SIM, ID Card, Visiting Card (if necessary) Create official mail ID If
necessary then sent a memo for issuing LAPTOP, MOBILE PHONE, DATACARD
through the S/W after receiving a confirmation Memo from Management Sent an
SMS / Message to operation including all Departments with an welcome note A

FORM to be filled up and sent to the operation denoting his/her Site, Location,
Designation etc.

OTHER JOB OF HR THROUGH S/W:

In S/W there will be A format of Confirmation Letter Change the Probation
Period Incentive Calculation Termination Letter Checked about Auto
Generation B/D or Anniversary greetings sent to Employee Follow up an
employee who are continue absent for 7 days without any prior intimation
generate a auto format letter against him/her and sent this by Speed post to the
employee

STEPS FOR IR :
IR collect the attd. From site , branch Checking with BIO Metric Attd viewed in the
screen (PDF & EXCEL format) Each & every system generated approved Leave
application form is there entered into the software collect the Advance or any
other adjustable amount and entered into the software Checking and confirm
about the new joinees and/or Left Employee Input in the S/W Confirmation /
approval memo select from Higher Management for salary disbursement for the Left
Employees Run the PAYROLL System

REPORTS Pay Register Bank Transfer Letter Cash Payment List (if any)
Challans of PF, ESI, P.Tax Confirm to Accounts for depositing Sent the auto
generate Pay slip to Employees

OTHER REPORTS:

Generate F & F Settlements Create the Salary Structure for New Assignments