System User Manual - Piramalvconnect.piramal.com/PublicPages/documents/MyPiramal_(Oracle HR… ·...
Transcript of System User Manual - Piramalvconnect.piramal.com/PublicPages/documents/MyPiramal_(Oracle HR… ·...
System User Manual
Version 1.1
From Nandini’s Desk…
2
As part of SEEDS-our HR transformation journey, we have been working on transforming our people processes and enhancing employee experience. In line with our culture of entrepreneurship and empowerment, I am pleased to announce the launch of Phase 1 of >MyPiramal, our online Human Resources platform on Friday 16th December 2016. The system will help you: View and manage your personal profiles as well as your team’s profiles Set and manage performance goals for yourself and your team online; align goals with
peers and others transparently Manage the recruitment process through a seamless online system; refer jobs to your
network through social media View jobs available across the Piramal Group (across companies, businesses and
functions) and apply for them One of the factors contributing to the genesis of this project is employee feedback received during Bandhan and in our people connect forums with respect to improving our use of online technology in HR processes i.e. e-PMS, e-recruitment, employee and manager self-service, etc. Thus, in collaboration with the IT team as part of the Project ASPIRE (Technology led Business Transformation Initiative) we worked on detailed evaluation of various best-in-class systems available globally, and in partnership with our business leaders across the Group, we decided to partner with Oracle to implement their cloud-based HCM system across the Piramal Group. As you would expect, any new system has its challenges and we should be prepared to deal with these challenges to ensure a seamless transition. Each of us can contribute to this by making sure that we update our own profiles on the system and address our challenge of data accuracy. For any queries or assistance on the system, please reach out to the >MyPiramal Helpdesk, which can be reached by emailing queries to [email protected]. Last but not the least; we thank all the HR, IT, Finance, Supply Chain and Business colleagues who have contributed to the delivery of this global strategic HRIT initiative.
Contents
1. Getting Started with MyPiramal i. How to reach MyPiramal
ii. Welcome (Home) page
2. Your Profile (About Me section)
i. How to access Your Profile
ii. Update your name
iii. Manage your marital status
iv. Manage your address
v. Manage your personal relationships
vi. Manage your communication information
vii. Manage your document records
viii. Manage your payment method
ix. View your payslips
x. Create your development goals
xi. Manage your accomplishments
xii. Manage your licenses and certificates
xiii. Manage your educational degrees
xiv. Manage your previous employment
xv. Submit your grievance
xvi. Manage training programs attended (LU/ External)
xvii. Manage your skills & qualifications
xviii. Manage your career planning
xix. Manage your development & growth
xx. Employee initiated separation / resignation
xxi. Review your employment details in Piramal
3
3. Your Team (My Team section) i. Overview of Manager Accessible Processes
ii. Deep Dive into processes
a) Managing employee’s talent data
b) Manage document record
c) Approving employee initiated separation / resignation
d) Managing employee’s talent data
iii. Manager Dashboard
4. Recruitment i. Introduction
ii. Requisition Creation
iii. Pre-screening & Disqualification Questions
iv. Requisition Approval Flow
v. Interview Management
vi. Interview Evaluation
vii. Recruitment - Frequently Asked Questions
5. Onboarding i. Initiating Onboarding
ii. India
iii. United Kingdom
iv. Germany
v. United States of America
vi. Canada
vii. Sri Lanka
4
Contents Contd…
6. Other features i. Internal job opportunities
ii. Social sourcing
7. Annexure i. Video Library Catalogue
ii. MyPiramal helpdesk
iii. MyPiramal Access Links
5
Contents Contd…
Getting Started with
1
6
Enter the system to access a one-stop solution for all your career related tasks. This system will help you manage your
own as well as your team’s career within Piramal.
i. Signing In
Signing In 1. Access MyPiramal with the link https://hcwf.fs.ap1.oraclecloud.com. 2. Access MyPiramal by clicking on Widgets -> HR -> MyPiramal through
vConnect
7
Further details with link in Annexure Section MyPiramal Access Links
The Home page can be accessed by clicking on the Home icon from any other location too.
Favourites and Recent Items: Users can access the recently used tasks and can also create favourites
Navigator: Use this link to view the roles and duties that can be accessed by the user based on their privileges.
Notifications for all tasks can be accessed through this link
Your Name
Your Name
Upon successful sign-in, the below Home page will be displayed.
8
ii. Welcome (Home) Page
Your Profile (About Me section)
2
Your Profile through the About Me section will provide you access to your personal records and payroll details. This section will empower you to only view your information as maintained
by the organisation and update the same.
9
Access your details through the Navigator -> About Me as shown below.
10
i. How to access Your Profile
Step 1: Access your details through the Navigator -> About Me -> Personal Information as shown below.
11
ii. Update your name
Step 2: Click on the My Details icon and then Edit button
Step 3: Click on Biographical information and Click the pencil icon to edit the name
12
India
Step 4: Enter an effective start date that reflects change of this data and change the name. Click Save and close at top right of the screen
Step 5: The transaction goes as a trigger to the Business HR but does not require approval. The trigger to Business HR will only go in case of India & Sri Lanka based employees.
13
Quick Tip: While changing your name does not require any approval, this will have an impact to various processes which are linked to your name such as payroll as well name on your salary slips etc.
Step 1: Access your details through the Navigator -> About Me -> Personal Information as shown below.
14
iii. Manage your marital status
Step 2: Click on the MyDetails and then Edit button
Step 3: Click on Biographical information and Click the pencil icon to edit the marital status
15
Step 4: Enter an effective start date that reflects change of this data and change the marital status. Click Save and close at top right of the screen
Step 5: The transaction goes for an approval to the respective Business HR. At this stage no changes can be made to this section of personal information while it is pending for approval.
16
Quick Tip: Please review your nomination details and update the same in the company records through the system if any changes are required.
Step 1: Access your details through the Navigator -> About Me -> Personal Information as shown below.
17
iv. Manage your address
Step 2: Click on the MyDetails and then Edit button
18
Step 3: Employee can change the mailing address and can add a new address as well. Click Save and Close
19
Quick Tip: A trigger is sent to the Business HR for any changes made to the permanent address but no approval is required for the same in India and Sri Lanka locations. For other countries no trigger is sent to the Business HR.
Step 1: Access your details through the Navigator -> About Me -> My Portrait
20
Step 2: Click on the personal information card
👪 v. Manage your personal relationships
Step 3: Add a personal relationship contact by Clicking on +Add button
21
Step 4: Employee can add / update the relationship information and personal information of the contact in the below screen
22
Step 5: The added / updated contact will then reflect in your personal relationship section
Quick Tip: This is helpful for the organisation in case they need to be contacted in an emergency situation.
Step 1: Access your details through the Navigator -> About Me -> My Portrait
23
Step 2: Click on the contact information card
vi. Manage your communication information
Step 3: Click on Edit and select the option from the drop down to add/edit the communication details
24
Step 4: Edit the contact information as shown in the screen below and click on save and close
Quick Tip: Please enter our work phone number and extension number as a good work practise so that your HOD, Business Head and internal customers can contact you seamlessly.
Quick Tip: Please note you can update all contact information except work email which is not editable.
Step 1: Access your details through the Navigator -> About Me -> My Portrait
25
vii. Manage your document records
Step 2: Click on All Actions in the left hand tab and then Manage Document Records
26
Step 3: Click on +Create to create a new document record
27
Step 4: Select the country and type of document
Step 5: Fill in the required fields and upload the document. Click save and then Submit
28
Step 6: On clicking on submit you will receive a warning message as below. You may click on the arrow beside the Approvers tab to view the list of approvers to whom this request has been submitted for approval.
29
Step 7: Once approved the document will be displayed in your records.
Step 1: Access your details through the Navigator -> About Me -> My Portrait
30
Quick Tip: Only one bank account can be active at a time for India & Sri Lanka. While changing your bank details does not require any approval, this will have an impact on processes such as payroll. Therefore, please connect with the HR office to ensure that this process is seamless in India, UK, Germany, Italy, Canada & USA. In Sri Lanka, please connect with the HR and Finance team
viii. Manage your payment method
Step 2: Click on Click on Manage Personal Payment Methods in the left hand tab
31
Step 3: Click on + (Create icon) to create a new payment method
32
Step 4: Enter the payment details as shown in the screens below
Quick Tip: The list of values for Bank Account details is maintained based on data fro India, Sri Lanka, Canada and USA only.
33
Step 5: Enter your bank account details
Step 6: After click on save and close the changes will reflect in your records. The transaction goes as a trigger to the Business HR but does not require approval.
Quick Tip: Only one bank account can be active at a time for India & Sri Lanka. While changing your bank details does not require any approval, this will have an impact on processes such as payroll. Therefore, please connect with the HR office to ensure that this process is seamless in India, UK, Germany, Italy, Canada & USA. In Sri Lanka, please connect with the HR and Finance team
Step 1: Access your details through the Navigator -> About Me -> My Portrait
34
ix. View your payslips
Quick Tip: The data will be updated for India & Sri Lanka in February 2017. The same will be updated for the rest of the world going forward. We will share the notification with the respective employees as it is launched in each location.
Step 2: Click on the Payroll tab
35
Step 3: Click on Search for Payslips tab
36
Step 4: Add a search criteria or view all payslips
Payslip documents will appear here
Step 1: Access your details through the Navigator -> Career Development
37
x. Create your development goals
Step 2: Click on Add Goal and then choose from the dropdown
38
Step 3: Enter the goal details such as the goal name, start date, completion date, category, level, priority, description, success criteria etc
39
Quick Tip: In case you would like to keep the goal private and not submit the same to your manager you can click on the Private checkbox highlighted above.
40
Step 4: Click on the submit button on the top right.
Step 5: You will receive a confirmation message. Click on Ok and the goal will be submitted to the line manager for approval if it is not a private goal.
Quick Tip: This is different from organisational / KRA goals and for your development purpose to progress in your career and manage any personal goals such as working on your hobby, losing weight, complete a course online etc.
Step 1: Access your details through the Navigator -> About Me -> Talent Profile
41
xi. Manage your accomplishments
Step 2: Click on the Edit button on the top right of the screen to add / update accomplishments
42
Step 3: You can add a new accomplishment or edit existing one and click on Submit
Step 4: On clicking submit you will receive a confirmation message as below. Click OK to submit this for approval to your manager.
43
Step 5: Once approved the change will reflect in your accomplishment section as shown below.
Step 1: Access your details through the Navigator -> About Me -> Talent Profile
44
xii. Manage your licenses and certificates
Step 2: Click on the Edit button on the top right of the screen to add / update licences and certifications
45
Step 3: You can add a new licences and certifications or edit existing one and click on Submit
Step 4: On clicking submit you will receive a confirmation message as below. Click OK to submit this for approval to your Business HR.
46
Step 5: Once approved the change will reflect in your licence and certification section as shown below.
Quick Tip: Please update your certifications and licenses to be searchable talent for hiring managers across the Piramal Group. Your career in your hand!
Step 1: Access your details through the Navigator -> About Me -> Talent Profile
47
xiii. Manage your educational degrees
Step 2: Click on the Edit button on the top right of the screen to add / update educational degree
48
Step 3: You can add a new educational degree or edit existing one and click on Submit
Step 4: On clicking submit you will receive a confirmation message as below. Click OK to submit this for approval to your Business HR.
49
Step 5: Once approved the change will reflect in your educational degrees section as shown below.
Quick Tip: Your Business HR will reach out to you to collect a copy of the said educational degree. Please upload the document in the Document Records section as well.
Step 1: Access your details through the Navigator -> About Me -> Talent Profile
50
xiv. Manage your previous employment
Step 2: Click on Add Content dropdown and select Previous Employment
51
Step 3: Add a profile section on previous employment and click on submit.
Step 4: On clicking submit you will receive a confirmation message as below. Click OK to submit this for approval to your Business HR.
52
Step 5: Once approved the change will reflect in your previous employment section as shown below.
Quick Tip: Your Business HR will reach out to you to collect a copy of the said employment documents. Please upload the document in the Document Records section as well.
Step 1: Access your details through the Navigator -> About Me -> Talent Profile
53
xv. Submit your grievance
Step 2: Click on Add Content dropdown and select Grievance.
54
Step 3: Select the type of grievance and enter the related details and then click on Submit.
Step 4: On clicking submit you will receive a confirmation message as below. Click OK to submit this for action to your Business HR.
55
Quick Tip: List of grievance type that you can submit: • Rating • Compensation
• Feedback • Promotion
• Others
Step 5: Once the grievance is addressed by the Business HR the same will be closed with comments from the Business HR
Step 1: Access your details through the Navigator -> About Me -> Talent Profile
56
xvi. Manage training programs attended (Learning University/ External)
Step 2: Click on Add Content dropdown and select LU Training / External Training program attended
57
Step 3: Add the relevant details such as training name, type and date of program and click on submit.
Step 4: On clicking submit you will receive a confirmation message as below. Click OK to submit this for approval to your line manager. You may update data for past dated trainings as well.
58
Step 5: Once approved the change will reflect in your trainings attended section as shown below.
Quick Tip: For Learning University trainings please choose the training from the list of values that will appear as a dropdown.
Step 1: Access your details through the Navigator -> About Me -> My Portrait
59
xvii. Manage your skills & qualifications
Step 2: Click on Experience and Qualification tab and then on edit icon for Skills and qualifications
60
Step 3: Select the skill such as language, honors and awards, memberships or nominations. Please note the nominations in this tab is linked to your Provident Fund, gratuity etc.
Step 4: Enter the relevant details. For example: For Language after selecting language in the previous dropdown enter the language such as German and click on OK.
61
Step 5: Enter the details related to language – Reading, Writing & Speaking proficiency. Click on Submit
62
Step 6: Once submitted the same will be visible in the Skills & Qualifications section
Quick Tip: Your Business HR will reach out to you to collect a copy of the said language certification documents. Please upload the document in the Document Records section as well.
Step 1: Access your details through the Navigator -> About Me -> My Portrait
63
xviii. Manage nominations
Step 2: Click on Experience and Qualification tab and then on edit icon for Skills and qualifications
64
Step 3: Select the skill such as language, honors and awards, memberships or nominations. Please note the nominations in this tab is linked to your Provident Fund, gratuity etc.
Step 4: Enter the relevant details. For example: For Language after selecting language in the previous dropdown enter the language such as German and click on OK.
65
Step 5: Enter the details related to language – Reading, Writing & Speaking proficiency. Click on Submit
66
Step 6: Once submitted the same will be visible in the Skills & Qualifications section
Quick Tip: Your Business HR will reach out to you to collect a copy of the said language certification documents. Please upload the document in the Document Records section as well.
Step 1: Access your details through the Navigator -> About Me -> My Portrait
67
Manage your career by stating your objectives, listing your work preferences, and finding opportunities that match your interests.
xix. Manage your career planning
Step 2: Click on Career Planning tab and then on edit icon for Career Statement, Career Preferences and Careers of interest Example of career Statement available in the Manage your development & growth
68
Step 1: Access your details through the Navigator -> About Me -> My Portrait
69
Manage your professional development by tracking both work and personal goals. Identify opportunities for training and development by
reviewing a comparison of your profile to a job profile.
xx. Manage your development & growth
Step 2: Click on Development and Growth tab and edit or view the relevant sections as below: • In the Career Statement box, Click on Pencil icon to add a career
statement • In the Performance Goals Box all the performance Goals are visible • In the Development Goals box, all the development goals are visible
70
Quick Tip: Performance goals pertain to organisation KRA goals. Development goals are for your career growth or personal development.
Step 1: Access your details through the Navigator -> About Me -> Personal Information
71
xxi. Employee initiated separation / resignation
Step 2: Click on task menu (right hand side) -> Submit Resignation
72
Step 3: Fill in the necessary details .Separation date would automatically populate based on the notice period
Step 4: Review and submit your resignation. On submission the resignation request will go your manager with a trigger to the Business HR
73
Step 1: Access your details through the Navigator -> Directory -> Person Gallery
74
xxii. Review your employment details in Piramal
Step 2: Search for the person. To view your own employment details search by typing your name.
75
Step 3: View your employment details as below
Step 4: One can also view the organization chart ,which one is a part of.
76
Quick Tip: Historical Data such as Transfer, promotions, etc. will not be available in system at present (Dec 2016). We will update this over a period of 6-9 months.
Your Team (My team section)
3
As managers you can access the My Team section to manage the careers of your team members. This will enable managers to view and edit various aspects for their team members and
also analyse and track their career progression
77
Step 1: Manager’s Access to his reports’ information is captured under ‘My Team‘
78
i. Overview of Manager Accessible Processes
79
Step 2: By clicking on the My Team section -> and the arrow beside any team member you can view the details for your team member
80
Step 3: Manager has the access to manage employee’s performance, career, talent related data
81
ii.(a) Managing employee’s talent data
Step 1: Access details through the Navigator -> My Team -> My team as shown below.
82
Step 2: Click on the employee’s name to view his / her details such as: Employment Details Skills & Qualification Career Planning Goals Performance Compensation (not valid for Piramal Glass)
Employee Details
83
Step 3: Manager can view the employee’s job details, the history of employment in the organization using employment information card
84
Step 4: As managers you can view and approve skills and qualifications details for your team members such as previous employment, skills, certifications, educational qualifications etc
85
ii.(b) Manage document record
Step 1: Access your details through the Navigator -> My Team -> My team as shown below.
86
Step 2: Click on the orange arrow-> Personal and Employment -> Manage Document Records
87
Step 3: Select the country and type of document. Click on the +(Create icon) below , fill the relevant details, attach the documents.
Step 4: Fill in the required fields and upload the document. Click save and then Submit
88
Step 5: On clicking on submit you will receive a warning message as below. You may click on the arrow beside the Approvers tab to view the list of approvers to whom this request has been submitted for approval.
89
90
ii.(c) Approving employee initiated separation / resignation
Step 1: As an employee submits his / her resignation., an approval action is triggered to the manager for approval. The manager will be able to view the same in the notifications tab on the top
91
Step 2: Click on the orange arrow-> Personal and Employment -> Separate
92
Step 3: The manager can review the details as shown in the below screen and then take an action of either Approve or Reject.
93
iii. Manager dashboard
Line Manager can perform (tasks) with respect to their subordinates either through the Navigator or through Manager Resources Dashboard on the Home page.
94
View Reporting Hierarchy
• On clicking the Manager Resources section on the Home page the manager will be able to view the reporting hierarchy their team.
• Managers can also select the levels of the hierarchy they want to view • Through the View By dropdown one can view the various reporting
structure based on HOD, project reporting etc.
95
View Performance Ratings
• On clicking the Manager Resources section on the Home page the manager will be able to view the performance of their team.
• Manager can compare his team members on the basis of potential, length of service, salary etc. (Salary information is not available in Piramal Glass )
96
View Performance Rating Distribution & Performance Task Completion Status
• On clicking the Manager Resources section on the Home page the
manager will be able to view the Performance Rating Distribution of their team.
• Manager can view team members’ performance ratings and the completion status of the performance related tasks.
97
Recruitment
4
The Recruitment(RRF) section will enable a hiring manager to raise requisitions, screen and select candidates. The recruiter
can use this section to post jobs on various portals, attach sourced profiles to requisitions and complete various activities
under Recruitment.
98
ii. Introduction
This is the home screen after having successfully logged in to the Taleo Module.
The two main tabs on the home screen are Centers and Quick Access. Centers has two main categories under it. They are Recruiting and Oracle Business Intelligence (OBI). The Recruiting module will take you to the recruitment center where you can create requisitions, work on various tasks assigned to you. The OBI module will redirect you to a business intelligence portal where various reports and dashboards can be viewed.
99
This is the home screen after having successfully logged in to the Taleo Module.
Quick Access is nothing but a list of frequently used tabs for which One-Click access is provided. It consists of Onboarding which takes you to the screen where you can run various actions related to onboarding candidates who have accepted the offer; Requisitions which redirects you to the Requisitions page and Candidates and Social Sourcing tab take you to their respective pages.
Quick Tip: Use the shortcut tabs provided on the home screen to directly land on the page where you want to perform the activity. This helps you reduce navigation in a few cases.
100
iii. Requisition Creation
Step 1: Click on Recruiting highlighted in red on the left of the screenshot to open the recruitment center.
101
Step 2: Click on Recruiting highlighted in red on the left of the screenshot to open the recruitment center.
Step 3: Select the Relevant Position with appropriate position code and the name of the hiring manager/ business HR. Click on Next and select the relevant Organization, Location and Job Field.
Quick Tip: In Step 3, choose appropriate position code so that most of the other information is auto-populated correctly.
Pharma >
102
Step 4: Use Quick Filters to help select the right position/ hiring manger.
Step 5: Check for the right Organization, Primary Location and Job Field, edit it if required by clicking on the icon highlighted in red and click on Create.
103
Step 6: The requisition is created successfully. Edit various fields in the requisition window and click on save to update the requisition in the system.
Step 7: Fill in the details about the Job Description(JD) by either writing it in the text box or copying it from a JD File and once all headings are filled, click on Save & Close to complete the requisition creation process.
104
iii. Cancelling a Requisition
Step 1: Click on the requisition you want to cancel. Go to More Actions and then on Cancel Requisition. Enter necessary comments in the comments section and submit the same. Your requisition will be cancelled.
Quick Tip: Most of the fields can be edited in a requisition, however if you wish to delete the same, please use the method mentioned above.
105
iv. Pre-Screening & Disqualification Questions
Step 1: Click on Requisitions Tab to view the list of requisitions that have been raised. Click on a requisition that you want to attach a pre-screening & existing disqualification question to.
Step 2: Click on Edit and scroll down to Point 7. Pre-screening & Disqualification
Step 3: Click on Add and select questions from the list of questions.
Quick Tip: You cannot change the existing disqualification questions but can add pre-screening questions. Pre-screening will help you identify ideal (ace) candidates if they clear the questions. You can add approvers but not change/modify approvers
106
Step 4: Select the relevant questions from the list of 12 questions provided and the selected questions will appear in the question selector. Once the relevant questions are selected, Click on Done.
Step 5: Tag response as Required/ Asset. Candidate with higher asset score reflect up in the list. You can also reorder the questions in this stage by clicking on the number against the question and change it appropriately. Click on Save and Close once done.
107
v. Requisition Approval Flow
Step 1: After finishing all points in the requisition window, when you click on Save, the process will automatically redirect you to Request Approval Screen. You can add more approvers by clicking on the Add Approvers button highlighted in the red box in the snapshot.
Step 2: Add comments in the comments section and click on done to formally complete the requisition process
108
vi. Interview Management
Step 1: In order to schedule interviews, click on the number of candidates for the requisition, in this case ‘3’ highlighted in the red box in the screenshot.
Step 2: Click on the candidate name for whom the interview is to be scheduled.
Quick Tip: To offer a wow candidate experience please limit the instances to three. Use panels whenever multiple stakeholders are interviewers. Be cognizant of your peers and candidates’ time.
109
Step 3: Click on Interviews Tab and then click on Create Interview
Step 4: Select the type of interview and the number of interviews to be scheduled for the candidate.
110
Step 5: Select participants be selecting from the drop-down. You can also add participants by clicking on Add Participants. Further select the date and time for the interview. Check the Piramal Interview Assessment Sheet so that the responses can be captured on it during the interview. Mention the location of the interview meeting and click on save and close.
Step 6: The interviews can be manged by editing, resending and cancelling them as and when required by using the buttons in the ribbon as highlighted below.
111
vii. Interview Evaluation
Step 1: Evaluators of the interview will get an email with the link as highlighted in red box below. Click on the link to access the interview assessment sheet.
Step 2: Fill in the interview assessment sheet for questions related to Behavioural and Functional Evaluation as shown in the screenshot below with comments wherever required. When done click on Submit and the assessment will be saved and sent.
Quick Tip: Interview assessment sheet is a combination of behaviour and skill based assessment. Please fill in detail to ensure you capture data for historical purpose.
viii. Frequently Asked Questions
112
Qn. 1: Do I need to create a requisition for every position I want to hire on? Ans.: Yes, for every hiring you do, be it a replacement or for a new position, you will be required to create a requisition, except for mass / bulk hiring. Qn. 2: Where will I find the Job Description for a position in the system? Ans.: The job descriptions are not available in the Oracle system and will need to be created locally. Qn. 3: Can I directly attach the Job Description to a requisition I am raising? Ans.: No. The Job Descriptions cannot be attached to the requisition. The content from a JD file can be copied in the requisition . Qn. 4: Can I Add/ Delete the approvers for a particular requisition? Ans.: Approvers can be added to the requisition if they are not a part of the Dynamic Approval List (DAL). While you may add approvers, you cannot change or delete auto-populated approvers. Qn. 5: Can I request someone from outside of the organization to evaluate a candidate for a position? Ans.: Yes, while scheduling an interview, mention the name and e-mail id of the person whom you want be an evaluator and they will get an email regarding the same using which they will be able to evaluate the candidate. Qn. 6: Can the interview evaluation be edited? Ans.: No, once the interview evaluation is entered in the system, it cannot be altered.
113
Onboarding
5
The Onboarding tool will provide the new hire with a very smooth and consistent experience of hiring across business and location in Piramal Group. The onboarding process automated and each task auto-triggers after completion of preceding task. The process ensures that a new hire is ready to roar on Day 1.
113
114
Step 1: Once the employee has accepted the offer, click on the employee and go to More Actions. Under More Actions, Click on Start Onboarding.
Step 2: Select India Onboarding for Indian Candidate and fill in necessary comments and click on Done. By default India’s On-Boarding process is selected. Please select the respective country for country other than India.
i. Initiate Onboarding Process
ii. INDIA
115
116
Step 1: Recruiter receives an email for initiating the medical process of candidate 30 days before the day of joining. Step 2: Initiate the medical process offline.
Task 1: Initiate Medical Checks (By HR Recruiter)
Step 3: Click on the New Hire Portal hyperlink.
117
Step 4: Click on Complete to provide confirmation
Step 5: Completed tasks move out of the pending Tasks list.
118
Step 1: Candidate receives a mail to upload documents and complete all the assigned tasks. Click on the New Hire Portal hyperlink.
Task 2: Upload Documents (By Candidate)
Step 2: Agree to the terms and conditions & login with their credentials.
119
Document and Information that a candidate needs to upload / provide on the system: 1. Upload Education Documents 2. Upload Work Experience Documents 3. Provide Personal Information such as:
General information Parent Details Education Work experience Accidental Insurance Gratuity Nominations NPS PF Nominations Emergency Contacts Health Declaration
4. Upload Signature: Attach a scanned copy of signature 5. Upload Statutory Forms:
Download the forms i(PF Form 11, PF Nomination, PF Transfer) n PDF by clicking on the hyperlink.
Sign and Scan the documents and upload
Quick Tip: • Mandatory information has been marked with a red astrix. • Candidate is required to provide registered email id as an e
signature for employee declaration.
120
Step 1: Recruiter will receive a mail for identification of buddy. Click on hyperlink of New Hire Portal.
Task 3: Identify Buddy (By HR Recruiter)
Step 2: Click on execute to execute the task.
121
Step 3: Identify and provide details for Buddy in the requested form. Click on Submit.
122
Step 4: Mail sent to the buddy 7 days before the date of joining providing details of the new hire.
Step 5: Mail sent to the candidate 7 days before the date of joining providing details of the buddy
123
Generic email notification mentioning a new hire joining date and details sent to • Business HR Head • Recruiter • Head of Department • HR Ops
Task 4: Generic Notification
• IT Infra • IT mail • HR Business Partner • Administrator • SHE Manager
124
Step 1: Mail triggered to candidate 7 days before joining to bring the necessary documents.
Task 5: Documents required on joining date (By Candidate)
125
Step 1: Mail triggered to Hiring Manager 1 day before joining to ask for software’s etc to be configured through the New Hire Portal
Task 6: Provide Software & Access Details in the system (By Hiring Manager)
Step 2: Execute the task and provide the details. Click on Submit.
126
Task Assignee Task Name
Line Manager Provide Software & Access Details in the system
Administration Arrange for Petro card
Administration Arrange for seating space
Administration Setup welcome board
Administration Arrange for parking space
Task 7: Tasks triggered
Task completion email will be sent to Administrator, HR Ops, Recruiter, IT Infra, HRBP, SHE Manager, IT Mail, Hiring Manager. HR Ops – 2 emails stating task completed First email will be sent on DOJ Second Email will be sent on One day after DOJ HRBP – 2 emails stating task completed First email will be sent 1 day after DOJ Second Email will be sent on 5 days after DOJ
127
Task Assignee Task Name
HR Ops Verify Personal Documents
HR Ops Time & Attendance system update
HR Ops Issue Access Card
HR Ops Medi claim Registration
HR Ops Super top up registration
HR Ops Flexi-comp registration
IT - Infra Configure the computer with software's received from manager
IT - Mail Admin Setup email
IT - Mail Admin Add in emailing group based on Business, Location & department
IT - Mail Admin Active directory Setup for Fusion access
IT - Infra Handover Laptop/Desktop
Administration Handover stationary
Administration Handover visiting card
Administration Handover ID Card
Administration Handover Welcome Kit
Administration Support for mobile & Internet connection
Administration Support for Bank account creation
Administration Provide cafeteria access
HRBP Introduction to the team
SHE Manager Safety Induction
Line Manager Goal Setting
HRBP Meet & Greet Session
HR Ops Bus Pass
HR Ops Provide Uniform
HR Ops Review Nomination and Address Details
HRBP SOP Training
HR Ops Company Induction
HR Ops Necessary documents closure in personal files (Document Checklist)
128
Task 8: Checklist Tasks
Step 1: HR Business Partner will receive a mail to complete the tasks above. Click on hyperlink in email.
Step 2: Click on task name and then “Complete” .
129
Task 9: Candidate Feedback
Step 1: Mail triggered to candidate 6 days after joining to provide feedback on the onboarding process.
Step 2: Candidate llogs in using the credentials provided earlier. Click on Submit.
UNITED KINGDOM
130
131
Step 1: Welcome Email is sent to the candidate Step 2: Candidate can view and download the attachments’ and Click on “New Hire Portal” hyperlink.
Task 1: Receive Welcome Email (By Candidate)
Step 3 Download Anti Bribery Policy by clicking on the hyperlink. Post reading click on “Complete” to acknowledge the policies.
132
Step 4: Download Code of Conduct
Step 5: Upload P45/HRMC Starter Checklist by Uploading the P45 form or you can download the HRMC Starter Checklist in PDF by clicking on the hyperlink. Attach the relevant form by choosing the file. Click on “Complete”.
133
Step 6: Provide Personal Information and the mmandatory information that has been marked with a *.
Step 7: Agree to the terms and conditions & login with their credentials.
Step 8: Intimation of medical checks is sent to the candidate.
134
Step 1: OHE receives an email for assessing the medical reports of the candidate. Click on the hyperlink to execute the task.
Task 2: Assess Medical Reports (By OHE)
Step 2: Provide confirmation and Submit.
135
Step 1: Recruiter will receive mail to confirm date of joining. Click on the hyperlink of “New Hire Portal”.
Task 3: Confirm Date of Joining (By Recruiter)
Step 2: Click on complete to provide confirmation for the task execution.
136
Step 1: Mail is triggered to the candidate confirming date of joining .
Step 2: Mail sent to the candidate 7 days before the date of joining providing details of the buddy
Task 4: Date of Joining Confirmation (By Candidate)
137
Task 5: Identify Buddy (By HR Recruiter)
Step 1: Recruiter will receive a mail 14 days before the day of joining for identification of buddy. Click on the hyperlink of “New Hire Portal”. .
Step 2: Click on execute to execute the task.
Step 3: Identify and provide details for Buddy in the requested form and Click on Submit. .
138
Step 1: Mail sent to the buddy 7 days before the date of joining providing details of the new hire.
Task 6: Intimation to the Buddy
139
Step 1: Mail sent to the candidate 7 days before the date of joining providing details of the buddy.
Task 7: Share Details of the Buddy
Step 2: Execute the task and provide the details. Click on Submit.
140
Task 8: Stater Forms
(By Hiring Manager)
Step 1: HM will receive mail to initiate starters form. Initiate the process offline then Click on the hyperlink of “New Hire Portal”.
Step 2: Click on Execute and provide the requested information.
141
Task 9: Generic Notifications
Step 1: Generic email notification sent to • IT Mail • OHE • IT Infra
Step 2: Click on Execute and provide the requested information.
142
Task 10: Notification
Step 1: Mail triggered to IT and HR ops on the day of joining to ensure appropriate tasks are completed. Confirm the task by following the link provided in mail. Click on Complete
143
Task 11: Candidate Feedback
Step 1: Mail triggered to candidate 6 days after joining to provide feedback on the onboarding process.
Step 2: Candidate llogs in using the credentials provided earlier. Click on Submit.
GERMANY
144
145
Step 1: Click on the New Hire Portal hyperlink. Agree to terms and policies on the career Section. Provide user name and passowrd to login.
Task 1: Provide Personal Information (By Candidate)
146
Step 2: Provide the requested information. Click on Next Page and provide rest of information.
Step 3: On the last page provide email id and click on “Submit”
147
Step 1: Click on policy names to download them in a PDF format.
Task 2: General Policies (By Candidate)
Step 2: Click on “Complete” to complete the task.
148
Step 1: Recruiter receives an email for initiating the medical process of candidate. Click on the hyperlink provided in the mail.
Task 3: Initiate Medical Checks (By HR Recruiter)
Step 2: Click on Medical Checks.
149
Step 3: Click on Complete to provide confirmation.
Step 4: Completed tasks move out of the pending Tasks list. .
150
Step 1: Recruiter will receive mail to confirm date of joining. Click on the hyperlink of “New Hire Portal”.
Task 4: Confirm Date of Joining (By Recruiter)
Step 2: Click on complete to provide confirmation for the task execution.
151
Task 5: Identify Buddy (By HR Recruiter)
Step 1: Recruiter will receive a mail 14 days before the day of joining for identification of buddy. Click on the hyperlink of “New Hire Portal”. .
Step 2: Click on execute to execute the task.
Step 3: Identify and provide details for Buddy in the requested form and Click on Submit. .
152
Step 1: Mail sent to the buddy 7 days before the date of joining providing details of the new hire.
Task 6: Intimation to the Buddy
153
Step 1: Mail sent to the candidate 7 days before the date of joining providing details of the buddy.
Task 7: Share Details of the Buddy
Step 2: Execute the task and provide the details. Click on Submit.
154
Task 8: Upload Signed Documents
(By HR Recruiter)
Step 1: Recruiter asked to upload signed documents on day of joining. Click on the candidate link in mail
Step 2: Upload documents under attachments tab
155
Step 3: Confirm task completion on New Hire Portal. Click on the New Hire Portal link in mail.
Step 4: Click on Complete in task
156
Task 9: Arrange Logistics (By HR Recruiter)
Step 1: Mail triggered to Recruiter for arranging logistics
Step 2: Confirm task completion on New Hire Portal.
157
Task 10: Candidate Feedback
Step 1: Mail triggered to candidate 6 days after joining to provide feedback on the onboarding process.
Step 2: Candidate logs in using the credentials provided earlier. Click on Submit.
UNITED STATES OF AMERICA
158
159
Step 1: Trigger the onboarding process in “Post Offer Check” step. Step 2: Change the step and status
Task 1: Initiate US Process (By HR Recruiter)
Step 3: Change the Step to Post Offer Checks. Change the status to “To be checked”. Enter the comments if required. Click on “Save and Close”.
160
Step 2: Click on Complete to provide confirmation. Completed tasks move out of the pending Tasks list.
Task 2: Medical Checks (By HR Recruiter)
Step 1: Recruiter receives an email , 30 days before joining, for initiating the medical process of candidate. Click on the New Hire Portal hyperlink.
161
Step 2: Execute the task and provide confirmation.
Task 3: Medical Check Status (By HR Recruiter)
Step 1: Recruiter to provide medical check status though an online form.
162
Step 1: Recruiter will receive mail to confirm date of joining. Click on the hyperlink of “New Hire Portal”.
Task 4: Confirm Date of Joining (By Recruiter)
Step 2: Click on complete to provide confirmation for the task execution.
163
Step 1: Candidate receives a mail to provide information. Click on the New Hire Portal hyperlink. .
Step 2: Provide credentials.
Task 5: Provide Personal Information (By Candidate)
164
Step 3: Fill in the fields. Click on Next page to provide rest of the information. .
Step 4: On the declaration page provide email id as a part of e signature. .
165
Task 6: Identify Buddy (By HR Recruiter)
Step 1: Recruiter will receive a mail 14 days before the day of joining for identification of buddy. Click on the hyperlink of “New Hire Portal”. .
Step 2: Click on execute to execute the task.
Step 3: Identify and provide details for Buddy in the requested form and Click on Submit. .
166
Step 1: Mail sent to the buddy 7 days before the date of joining providing details of the new hire.
Task 7: Intimation to the Buddy
167
Step 1: Mail sent to the candidate 7 days before the date of joining providing details of the buddy.
Task 8: Share Details of the Buddy
168
Task 9: Required Documents
(By Candidate)
Step 1: Mail sent to the candidate providing details of the documents to be brought on the day of joining
Step 2: Mail sent to the candidate 7 days before date of joining to fill State Tax and I9 Form
169
Task 10: Documents to be uploaded on day of joining (HR Recruiter)
Step 1: Mail sent to the Recruiter to attach the signed copy of I9 form. Click on the candidate file hyperlink to attach the forms
Step 2: Add forms under the attachment tab
170
Step 3: Click on hyperlink New Hire Portal. Provide confirmation for task completion
171
Task 11: Candidate Feedback
Step 1: Mail triggered to candidate 6 days after joining to provide feedback on the onboarding process.
Step 2: Candidate llogs in using the credentials provided earlier. Click on Submit.
CANADA
172
173
Step 1: Trigger the onboarding process in “Post Offer Check” step. Step 2: Change the step and status
Task 1: Initiate Canada Process (By HR Recruiter)
Step 3: Change the Step to Post Offer Checks. Change the status to “To be checked”. Enter the comments if required. Click on “Save and Close”.
174
Task 2: Change in employee status form (By HR Recruiter)
Step 1: Recruiter receives an email for initiating the change in employee status form, 30 days before date of joining.
175
Step 2: Click on Complete to provide confirmation. Completed tasks move out of the pending Tasks list.
176
Step 2: Provide credentials. Complete all the parallel tasks
Task 3: Upload code of conduct (By Candidate)
Step 1: Candidate receives a mail for completing the assigned tasks. Click on the New Hire Portal hyperlink. Agree to the terms and conditions.
177
Step 3: Download the code of conduct in a PDF format. Upload a signed copy. Click on Complete
178
Step 1: Upload the education documents in a .zip format. Complete the task
Task 4: Upload Education and Immigration Documents (By Candidate)
179
Step 1: Download the documents in a PDF by clicking on the links. Click on Complete to acknowledge these policies.
Task 5: Acknowledge General Policies (By Candidate)
180
Step 1: Fill in the fields. Click on Next page to provide rest of the information .
Task 6: Provide Personal Information (By Candidate)
Step 2: On the declaration page provide email id as a part of e signature
181
Task 7: Benefits and State Tax Form (By Candidate)
Step 1: Download the documents in a PDF by clicking on the links. Click on Complete
182
Task 8: Identify Buddy (By HR Recruiter)
Step 1: Recruiter will receive a mail 15 days before the day of joining for identification of buddy. Click on the hyperlink of “New Hire Portal”. .
Step 2: Click on execute to execute the task.
Step 3: Identify and provide details for Buddy in the requested form and Click on Submit. .
183
Step 1: Mail sent to the buddy 7 days before the date of joining providing details of the new hire.
Task 9: Intimation to the Buddy
Alex Smith
184
Step 1: Mail sent to the candidate 7 days before the date of joining providing details of the buddy.
Task 10: Share Details of the Buddy
Alex,
185
Task 11: Candidate Feedback
Step 1: Mail triggered to candidate 6 days after joining to provide feedback on the onboarding process.
Step 2: Candidate llogs in using the credentials provided earlier. Click on Submit.
Alex,
SRI LANKA
186
187
Step 1: Recruiter receives an email for initiating the medical process of candidate 30 days before the day of joining. Step 2: Initiate the medical process offline.
Task 1: Initiate Medical Checks (By HR Recruiter)
Step 3: Click on the Initiate Medical Checks.
188
Step 4: Click on Complete to provide confirmation
Step 5: Completed tasks move out of the pending Tasks list.
189
Step 1: Candidate receives a mail to upload documents and complete all the assigned tasks. Click on the New Hire Portal hyperlink.
Task 2: Upload Documents (By Candidate)
Step 2: Agree to the terms and conditions & login with their credentials.
190
Quick Tip: • Mandatory information has been marked with a red astrix. • Candidate is required to provide registered email id as an e
signature for employee declaration. • Fill in all the details that are mentioned under each head
marked in the red highlight on the screenshot
Step 3: Fill in the fields and Click on Next so that you can provide the remaining information.
191
Step 1: Recruiter will receive a mail for identification of buddy. Click on hyperlink of New Hire Portal.
Task 3: Identify Buddy (By HR Recruiter)
Step 2: Click on execute to execute the task.
192
Step 3: Click on New Hire Portal and update Buddy Information in the system. Once the portal opens, click on Execute.
193
Step 4: Mail sent to the buddy 7 days before the date of joining providing details of the new hire.
Step 5: Mail sent to the candidate 7 days before the date of joining providing details of the buddy
194
An Email is triggered to candidate to view and acknowledge policies. Candidate can log in to the career section and download policies in PDF. Further they can click on Complete to acknowledge them
Task 4: General Policies
195
Step 1: Mail triggered to candidate 7 days before joining to bring the necessary documents.
Task 5: Documents required on joining date (By Candidate)
196
Step 1: The recruiter will receives an email for arranging the logistics. Initiate the process offline. Click on the New Hire Portal hyperlink and complete the task manually.
Task 6: Arrange Logistics (By Recruiter)
Step 2: Execute the task and provide the details. Click on Submit.
197
Task 7: Candidate Feedback
Step 1: Mail triggered to candidate 6 days after joining to provide feedback on the onboarding process.
Step 2: Candidate llogs in using the credentials provided earlier. Click on Submit.
198
Other Features
6
The Other Features section will enable users to source profiles for a requisition through social media, leverage identification
of right talent in-house through internal job postings and social sourcing facility.
199
i. Internal Job Postings
199
Step 1: Access external career section as external candidate
In line with the entrepreneurial culture that we wish to support, various positions will first be opened for internal employees for the
first 7 days to apply their candidate for it.
200
200
Step 2: Click on Job Title
Quick Tip: For posting job internally, please ensure before hand that the Internal Job Description is created for the requisition.
Step 3: Click on Apply Online
201
Step 4: Accept the Privacy Agreement and Login to the system . Make your profile by uploading data from LinkedIn Profile, CV Parsing or entering the details manually.
Step 5: Acknowledgement will be sent to candidate with link to review candidature or modify details.
202
ii. Social Sourcing
Step 1: Click on Social Sourcing from the Fusion Homepage to be redirected to Employee Referral Portal or the Social Sourcing link provided in the annexure.
Step 2: Ensure that your social media accounts are logged in. If the logo is not highlighted, it means that the account is not linked. Click on the icon and log-in to the account to link it.
This portal will enable you to share various jobs with your friends using Social Media
203
Step 3: Select the job that you wish to post on social media.
Step 4: Click on Recommend to a Friend.
Step 5: Select the appropriate option to either update the status on Facebook, Twitter or LinkedIn. You can also send a personal message via Facebook Messenger. Also, an employee can select a referral link and share it via email or any other media.
Annexure
7
204
205
i. Video Library Catalogue
i. Your Profile
i. Manage your Contact Information
ii. Manage your Document Records
iii. Manage Employee initiated Separation
iv. Manage your Marital Status
v. Access & Update your Skills & Qualifications
vi. Manage Employment & Payroll Details
vii. Manage your Development Goals
viii. View your work connections
ii. Your Team
i. Update your team’s Skills and Qualifications
iii. Recruitment
i. Access to the Recruitment Portal
ii. Manage the Recruitment Process
iv. Other Features
i. Posting a Job Description on Social Network
ii. Applying to Internal Job Openings
Access to video library catalogue on vConnect: Widgets -> HR Tab -> MyPiramal Tutorial Videos
Particulars Details
Shift One 10am to 7pm IST
4:30am to 1:30pm GMT
11:30pm to 8:30am EST
Shift Two 6pm to 3am IST 12:30pm to 9:30pm GMT
7:30am to 4:30pm EST
Support Days Monday to Friday
Support through email ([email protected]) and phone (+91 22 3027 5357)
Helpdesk operations based in
Mumbai, India
Purpose
• To ensure that any query raised by employees/sites is resolved in a timely manner and all these queries are documented ensuring SLA adherence.
• To provide employees/sites with a single point of contact (SPOC) to address their queries
ii. MyPiramal helpdesk
206
Route 1 - Employees with Piramal login ID accessing the system through Piramal network
• When accessing the system from within Piramal network, simply click on http://hrms.piramal.com . You’ll be able to login to all applications of MyPiramal (Fusion, Taleo Recruiting, Internal Career Section & Social Sourcing) through Single Sign On functionality (Just like Outlook, Skype for business)
Route 2* - Employees without Piramal login ID / Employees accessing the system form outside Piramal network
• The Single Sign On functionality won’t work in this scenario. You’ll have to login to the mypiramal applications using your Login ID & Password, which will be shared with you individually over email.
iii. MyPiramal Access Links
Related URLs:
• Fusion: http://hrms.piramal.com
• Taleo Recruiting: http://recruitment.piramal.com
• Internal Career Section: http:// internalcareers.piramal.com
• Social Sourcing: http://socialsourcing.piramal.com
207
Moving ahead
One stop solution
Power in your hands
Take charge
208