InTrak™ HRMS is an enterprise HRMS software from Vyshnavi Information Technologies Private Limited having effective and innovative approach to manage people’s productivity, efficiency and effectiveness. It is an enterprise resource planning (ERP) system with HR-specific business processes and features that give HR staff members the ability to perform routine operations, such as recruitment management, employee records management, attendance management, grievance management and performance evaluations. InTrak™ HRMS is integrated and connected with other supporting systems, such as payables, receivables, procurement, custom workflows and administration. The InTrak™ HRMS Mobile interface is powered by VITMobile® framework.

InTrak™ HRMS comes with extensive business processes and workflows for the following activities but not limited to :-

• Organizational Management facilitating creation and management of new offices, divisions and designations as per discretion of the organization.
• User Management which focuses on permission settings that define the access rights of each employee and approval matrix for each business processes of HRMS Supports portal access to vendors to upload/track their invoices digitally.
• Policy Uploads, which reflects collection and management of policies and circulars for notification purpose to all employees via ESS – Employee Dashboard.
• Appointments and Probation that entails how different categories of recruitments are inducted as new joining is strengthening the workforce.
• Employee Records Management and Service book focus on how HRMS shall help in the management of employee information and record each activity initiated by or instructed by an employee across day – day work in the Organization ecosystem. The feature shall also strengthen the transparency of information among employees and division.
• Reports and HR letters will provide easy access to different ad hoc and predefined reports important for executives and managers with a provision for Personnel division to generate different orders like – Joining, Relieving, Transfer, Promotion, Demotion, Separation etc.
• Employee Self Service (ESS) will serve as employee service portal allowing foremost collaboration among employees to initiate, track and monitor various service requests. ESS shall serve as one stop workspace for intercommunication of various other process areas in HRMS, providing an impression of seamless business transaction management with high degree of usability to employees
• Transfer Request and Posting will provide a plethora of easy functions to manage tenure transfer postings and permanent transfer requests made by employee of different grounds as per the applicable by laws of staff regulation.
• Separation Process will allow Employees to initiate exit from in terms of Resignation, VRS and Lien with additional capabilities to Personnel Division for initiating exit activities on grounds of non-performance and vigilance orders.
• Seniority Lists and Promotions will overcome the tedious process of generating seniority lists manually with provision of creating integrated seniority lists as per Organization rules and regulations in ease.
• System Provisions/Common Features (HRMS) lists the commonly used features of import, export, digital signature, e-signature etc. as per the application of different business processes that shall operate within HRMS.
• Provides various in-built invoice templates along with support to customize the existing templates along with support to add new custom templates.
• Advanced Search will help employees to drill further down across a complicated set of information within HRMS as per search needs.
• Compensation and benefits are the results or rewards that the employees receive in return for their work. Compensation and benefits mostly include payments like overtime allowance, wage revision, policy inclusions, retirement grants, leave encashment and various types of reimbursements and claims.
• Payroll represents operations to handle all the employee’s financial transaction records pertaining to Payroll in a hassle-free, automated fashion. This includes employee’s salaries, bonuses, deductions, net pay, and generation of pay-slips for a specific period. Payroll management will serve as the portal to carry out various calculations regarding the payroll for employees. It will facilitate the Bills establishment and the other concerned authorities dealing with Salary components of any employee in Organization
• Attendance Management System is one of the most important aspects of the HRMS function that facilitates seamless tracking and reviewing of employees working hours and the time they take off. This section covers shift creation, shift planning of employees along with attendance tracking and time management. Attendance management functionalities also cover approval for working on holiday and attendance regularization. All the sub processes are interrelated with each other as initially a shift will be assigned to the employee, as per employee shift attendance will be tracked in the system if required employee can raise regularization request and pre-approval for work on holiday.
• Employee Grievance, as a function, is an integral part of Personnel / HR division and responsible for employee communications, employee engagement activities, grievances management, employee disciplinary actions, issuance of NOCs, compassionate ground appointments, superannuation/retirement related activities, prevention of sexual harassment (POSH), policies related communications, employee events including sports and cultural events and more.
• Performance Management encourages collaboration between employee and employers and helps employees to progress towards personal and professional success. This in turn help the organization in general be more efficient, by regularly providing feedback to employees and correcting them when they are going wrong.
• Learning and Skill Development allows Training Admins to manage every aspect of employee skill development. It allows the organization to fulfil the training needs of an employee by proper planning and execution.
• Recruitment is also an integral part of Personnel / HR division to identify suitable candidates by streamlining the process from providing the list of opening, define the recruitment stages, track the candidates, and choose the most suitable candidate within the allocated time.

HRMS objective is the maintenance of better human relations in the organization by the development, application and evaluation of policies, procedures and programs relating to human resources to optimize their contribution towards the realization of organizational objectives. Beyond this, there are other objectives classified as follows :-

• Organizational Management facilitating creation and management of new offices, divisions and designations as per discretion of Organization.
• User Management which focuses on permission settings that define the access rights of each employee and approval matrix for each business processes of HRMS Supports portal access to vendors to upload/track their invoices digitally.
• Policy Uploads, which reflects collection and management of policies and circulars for notification purpose to all employees via ESS – Employee Dashboard.
• Appointments and Probation that entails how different categories of recruitments are inducted as new joining is strengthening the workforce.
• Employee Records Management and Service book focus on how HRMS shall help in the management of employee information and record each activity initiated by or instructed by an employee across day – day work in the Organization ecosystem. The feature shall also strengthen the transparency of information among employees and division.
• Reports and HR letters will provide easy access to different adhoc and predefined reports important for executives and managers with a provision for Personnel division to generate different orders like – Joining, Relieving, Transfer, Promotion, Demotion, Separation etc.
• Employee Self Service (ESS) will serve as employee service portal allowing foremost collaboration among employees to initiate, track and monitor various service requests. ESS shall serve as one stop workspace for intercommunication of various other process areas in HRMS, providing an impression of seamless business transaction management with high degree of usability to employees
• Transfer Request and Posting will provide plethora of easy functions to manage tenure transfer postings and permanent transfer requests made by employee of different grounds as per the applicable by laws of staff regulation.
• Separation Process will allow Employees to initiate exit from in terms of Resignation, VRS and Lien with additional capabilities to Personnel Division for initiating exit activities on grounds of non-performance and vigilance orders.
• Seniority Lists and Promotions will overcome the tedious process of generating seniority lists manually with provision of creating integrated seniority lists as per Organization rules and regulations in ease.
• System Provisions/Common Features (HRMS) lists the commonly used features of import, export, digital signature, e-signature etc. as per the application of different business processes that shall operate within HRMS.
• Provides various in-built invoice templates along with support to customize the existing templates along with support to add new custom templates.
• Advanced Search will help employees to drill further down across complicated set of information within HRMS as per search needs.
• Compensation and benefits are the results or rewards that the employees receive in return for their work. Compensation and benefits mostly include payments like overtime allowance, wage revision, policy inclusions, retirement grants, leave encashment and various types of reimbursements and claims.
• Payroll represents operations to handle all the employee’s financial transaction records pertaining to Payroll in a hassle-free, automated fashion. This includes employee’s salaries, bonuses, deductions, net pay, and generation of pay-slips for a specific period. Payroll management will serve as the portal to carry out various calculations regarding the payroll for employees. It will facilitate the Bills establishment and the other concerned authorities dealing with Salary components of any employee in Organization
• Attendance Management System is one of the most important aspects of the HRMS function that facilitates seamless tracking and reviewing of employee's working hours and the time they take off. This section covers shift creation, shift planning of employees along with attendance tracking and time management. Attendance management functionalities also cover approval for working on holiday and attendance regularization. All the sub processes are interrelated with each other as initially a shift will be assigned to the employee, as per employee shift attendance will be tracked in the system if required employee can raise regularization request and pre-approval for work on holiday.
• Employee Grievance, as a function, is an integral part of Personnel / HR division and responsible for employee communications, employee engagement activities, grievances management, employee disciplinary actions, issuance of NOCs, compassionate ground appointments, superannuation/retirement related activities, prevention of sexual harassment (POSH), policies related communications, employee events including sports and cultural events and more.
• Performance Management encourages collaboration between employee and employers and helps employees to progress towards personal and professional success. This in turn help the organization in general be more efficient, by regularly providing feedback to employees and correcting them when they are going wrong.
• Learning and Skill Development allows Training Admins to manage every aspect of employee skill development. It allows the organization to fulfil the training needs of an employee by proper planning and execution.
• Recruitment is also an integral part of Personnel / HR division to identify suitable candidates by streamlining the process from providing the list of opening, define the recruitment stages, track the candidates, and choose the most suitable candidate within the allocated time.

Extending InTrak™

Invoices are one of the key and important business documents. They are an essential part of completing business transactions, central to assuring internal control of payment processes, and considered as a very important evidence in taxation and auditing by tax authorities. Therefore, handling invoices is a vital part of business for most organizations. Traditionally, invoices are paper-based, and handling invoices has taken up a lot of manual labour. It has been proven that moving from this paper-based to digital invoicing with automated processes is helping many organizations to not only reduce their costs, but also improve the efficiency, quality, and timeliness of processing these essential business documents.
Mid to Large enterprises that have ERP implementations to manage their Supply Chain almost always have an accounting package. However, it is usually very cumbersome for the accounting staff to track their payables and receivables due to the complex nature of such a large system. Our solution compliments such ERP systems and provide a very easy mechanism for the end users to navigate and track the invoices through automation of their workflows.
InTrak™ HRMS Extensions provides a plugin services InTrak™ Payables and InTrak™ Receivables to help enterprise and SMBs manage their Incoming (Accounts Payable) / Outgoing (Accounts Receivable) invoices.

• Accounts Payables
• Accounts Receivables

InTrak™ Payables – Accounts Payable Service

Accounts payable is one of the important business processes in managing a business's cash flow. It is an amount vowed by company to its vendor/suppliers for the goods and service received from them. An organized accounts payable process ensures there are no overdue charges, penalty or late fees to be paid for the dues. It also ensures all that the invoices due are tracked and paid properly so that business entities can manage better cash flows.
InTrak™ Payable service is an organized Accounts Payable solution that allows company to receive invoices from their vendors through portal, track internally for approval and make payments to vendors / suppliers in time. It will also allow vendors of the company to track their invoices through portal. Here is the list of key features offered by InTrak™ Payables :-

• Vendor Registration process allows vendors to register themselves in the portal and also to import existing vendors to the system by dedicated team. A workflow to approve registered vendors will be initiated.
• Vendors will be allowed to upload/track their invoices digitally.
• Invoice approval workflow allows directing invoices to respective departments to get their approval. After this, the accounts team will give their final approval for invoice payment.
• An invoice audit trail will be provided for every invoice processed in the system to track its progress.
• Numerous views are provided for controlling and follow-up on invoices.
• OCR tool integration to scan the incoming invoices and extract invoice metadata.

Key Objectives

• Seamless integration with multiple accounting software (SAP/Oracle/Tally) to input the invoice processing details.
• Supports seamless integration with multiple document management platforms (Google Drive/Office 365/Alfresco).
• Supports flexible and customized financial reports with option to export the reports either as a spread sheet or PDF.
• Supports multi-currency and multi-language options.
• Supports Invoice/PO reconciliation.
• Supports Business Intelligence by providing efficient Dashboards and Performance based reports which would help company to improve business performance and profitability.
• Supports integration capability for third party applications by exposing REST APIs for key functionality.
• Supports enhanced customization of various invoice parameters (payment terms/rejection reasons/vendor types).
• Supports integration with Email Services/SMS/WhatsApp for Business for notification and alerts at different levels.
• Supports both on-premises / cloud-based hosting platforms.