Training Document

Project Name: iTeams

Date: 6th May 2020

Contents
1. Role wise Activity List (Clickable) ..................................................................................................................... 3
2. iTeams Overview .............................................................................................................................................. 4
2.1 Key Features and Workflows ................................................................................................................... 4
2.2 Keeping the aim of each one using one System ...................................................................................... 4
2.3 Systems integrated with iTeams .............................................................................................................. 5
2.4 User Groups of iTeams ............................................................................................................................. 5
3. Sign up and Login ............................................................................................................................................. 6
3.1 Salesman (ME/TL/OM/FL) ........................................................................................................................ 6
3.2 RS (Distributer) ......................................................................................................................................... 6
3.3 TSO/KAE/ASM/CCM/CD Finance ............................................................................................................. 7
3.4 3P Recruiter/ 3P Finance .......................................................................................................................... 8
4. RSSM Management.......................................................................................................................................... 8
4.1 RSSM Master ............................................................................................................................................ 8
4.2 My Team (RS) ........................................................................................................................................... 9
4.3 My Team (TSO, ASM, CCM, FM, CD Finance) ........................................................................................... 9
4.4 View Details............................................................................................................................................ 10
4.5 Search RSSM........................................................................................................................................... 13
5. Position Management .................................................................................................................................... 16
5.1 Position Code - Format........................................................................................................................... 16
5.2 Position Master – RS Level Destination Count ....................................................................................... 16
5.3 View Destination Count (RS) .................................................................................................................. 17
5.4 Request Position (RS) ............................................................................................................................. 17
5.5 Request Position Approvals ................................................................................................................... 18
5.6 Release Position ..................................................................................................................................... 19
6. RSSM Promotion and Grade Change ............................................................................................................. 20
6.1 Promotion / Demotion (Fill Position) ..................................................................................................... 20
6.2 Promotion / Demotion (Fill Position) Approvals .................................................................................... 21
6.3 Grade Change ......................................................................................................................................... 22
6.4 Grade Change Approval ......................................................................................................................... 23
7. Attendance Management .............................................................................................................................. 24
7.1 Mark Attendance (ME)........................................................................................................................... 24
7.2 View Attendance (ME) ........................................................................................................................... 25
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7.3 View Attendance (RS/TSO)..................................................................................................................... 25

7.4 Update Attendance (RS)......................................................................................................................... 26
8. Leave Management........................................................................................................................................ 27
8.1 Set Holiday Calendar (RS)....................................................................................................................... 27
8.2 Set Weekly Off (RS) ................................................................................................................................ 27
8.3 Apply Leave (ME) ................................................................................................................................... 28
8.4 Approve Leave (RS) ................................................................................................................................ 28
9. Exit and FnF Management ............................................................................................................................. 29
9.1 Initiate Exit (RS) ...................................................................................................................................... 29
9.2 Exit Approvals......................................................................................................................................... 30
9.3 Show Exit Details (RS)............................................................................................................................. 32
9.4 FNF Summary (RS) .................................................................................................................................. 33
10. ME Transfer ................................................................................................................................................ 33
11. Recruitment and Onboarding .................................................................................................................... 35
12. New RS Appointment ................................................................................................................................. 39
13. Reports ....................................................................................................................................................... 39
14. IKEA Changes .............................................................................................................................................. 40
14.1 iTeams Menu enabling ........................................................................................................................... 40
14.2 Salesman Maintenance Screen Changes ............................................................................................... 41
14.3 TSO/AE Information Screen ................................................................................................................... 43
14.4 RSSM Beat PLG Linkage .......................................................................................................................... 43
14.5 New Salesman Master Report ............................................................................................................... 43
14.6 QOC Reports........................................................................................................................................... 45
15. Support Process ......................................................................................................................................... 46

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1. Role wise Activity List (Clickable)

RSSM (ME/TL/FL/OM)
Sign up and Login Mark Attendance View Attendance
Apply Leave View Leave History

RS (Distributor)
Sign up and Login View My Team View RSSM Details
Search an RSSM Set Holiday Calendar Set Weekly off
View Attendance Update Attendance Approve Leave
View Destination Count Request New Position Fill Position
Release Position Grade Change Reports
Initiate Exit for an RSSM View Exit Details Complete RSSM Exit
Withdraw RSSM Exit FNF Summary of an RSSM Recruitment and Onboarding

TSO/KAE
Sign up and Login View My Team View RSSM Details
Search an RSSM Review Exit Request Review Add Position Request
Review Fill Position Request Review Grade Change Request Recruitment and Onboarding
Reports

ASM/CCM
Sign up and Login View My Team View RSSM Details
Search an RSSM Review Exit Request Review Add Position Request
Review Fill Position Request Review Grade Change Request Recruitment and Onboarding
ME Transfer New RS Appointment Reports

Central Finance
Sign up and Login View My Team View RSSM Details
Search an RSSM Review Grade Change Request Review Add Position Request
Review Fill Position Request New RS Appointment Reports

3P Recruiter
Sign up and Login View My Team View RSSM Details
Search an RSSM Recruitment and Onboarding Reports

Contact Support

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2. iTeams Overview
iTeams is a HRIS (Human Resources Information System) Solution for RS – Salesman (RSSM)

2.1 Key Features and Workflows

• Centralized Database: That collects, stores and displays up to date and consistent information of
the RSSM to all concerned stakeholders.
• Incentives and Salary (Payroll): Integrated with other systems in HUL ecosystem like IKEA, iSquare
and iCube, iTeams will automatically get inputs on targets and achievement of every RSSM on
various pre-defined KPI’s and calculate the monthly incentives and Salary. This eliminates manual
calculations and reconciliation there by reducing the risk of manual errors.
• RSSM self-services: iTeams will empower the RSSM to access and manage their personal
information like profile, leave, benefits or pay directly from their mobile phone.
• Time and absence management: iTeams will enable tracking of holidays and weekly offs at an RS
point. Enable the RSSM to apply Leave and mark daily attendance.
• Talent Management: Enabling recruiters/RSs to change Grade of an RSSM or Promote ME aligning
to its career progression and yearly increments.
• Recruitment: Notifying Recruiters on openings, enabling them to map and track eligible candidates
along with their interview schedules and feedback.
• Training: Enabling trainings for new joiners to make them versed with their day to day work.

2.2 Keeping the aim of each one using one System

Currently, each user right from the RSSM, RS, TSO, ASM, CCM etc. uses one primary system for all his
work. To explain, RSSM uses iSquare, RS uses IKEA and all others use iCube.

To keep this aim of each one using one system, iTeams is integrated with these primary systems and will
be accessible to users as a menu in these systems with single sign on i.e. without any need of installing
an additional app or any need of remembering a separate user id/ password.
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2.3 Systems integrated with iTeams

2.4 User Groups of iTeams

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3. Sign up and Login

3.1 Salesman (ME/TL/OM/FL)
The ME/TL/OM can access the iTeams and Paathsaala application from the iSquare.

Salesman can login to iSquare using the iTeams Code created in iTeams.

3.2 RS (Distributer)
A new menu will be available in IKEA for the RS to access iTeams.

Menu click will open iTeams in a new tab independent from IKEA with auto login. There will be auto Sign-
in into iTeams with no additional login needed by the RS.

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3.3 TSO/KAE/ASM/CCM/CD Finance

A new menu will be available in iCube for accessing iTeams.

Menu click will open iTeams in a new tab independent from iCube with auto login. There will be auto
Sign-in into iTeams with no additional login needed.

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3.4 3P Recruiter/ 3P Finance

These users will login to iTeams web portal with a registered username and password shared to them.

4. RSSM Management
4.1 RSSM Master
Every RSSM migrated or onboarded to iTeams will have predefined set of attributes as mentioned below

• iTeams Code – 9-digit global unique number. Current 1SF ID’s will be migrated to iTeams which is
with series 5 and 6. Any new RSSM onboarded into iTeams will have ID starting with 8 Series like
“8000000001”.
• RSSM Designation – All RSSMs will be mapped to a designation as below
o Marketing Executive (ME)
o Team Leader (TL)
o Float
o Operation Manager (OM)

• Position Code
• Personal Details – Name, Address, Gender, Education, Experience, DOB, KYC, Bank details etc.
• Hierarchy – RS, Reporting Manager (TSO/KAE), Skip Manager (ASM), TL Mapping.
• Profile Details – PLG/Department, Channel, Type 1 (used in IKEA) and Type 2.
• Status – On-Boarding, Active, Initiated Exit and Inactive
• Training Status – Yet to Start, In Progress and Completed.
• Incentive and Salary Details

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4.2 My Team (RS)

RS can view his team hierarchy once he logins to iTeams in the Home Screen.

He can click on the ‘+’ icon to expand the TL and see the ME’s.

4.3 My Team (TSO, ASM, CCM, FM, CD Finance)

The below example shows the view of a CCM login. The view follows a hierarchy CCM > ASM > FSCE >
TSO > RS. The search functions mentioned for the RS is applied for users. Similar hierarchy view will
show for other users starting with one level below the logged in user.

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4.4 View Details

You can click on the hamburger menu and select “View Details” to see the ME Details, Position Details,
Salary Details. If the user is a Non 3P RS, he can we view the KYC Details and Bank Details in addition to
the details listed earlier.

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Based on the user privileges the information can be viewed by the relevant users. View Details menu has
the following sub menus:

• Details – Personal details which includes name, age, DOB, DOJ, email, phone number etc.,

• Position – Position details which includes position code, reporting manger details, city, cluster etc.,

• KYC – Verified KYC details of the ME/TL/Float (Only a Non 3P RS has access to this screen)

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• Bank – Bank details of the ME/TL/Float (Only a Non 3P RS has access to this screen)

• Salary – Structured salary details of the ME/TL/Float

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4.5 Search RSSM

The colored tile shows the total number of onboarding, initiated exit, vacant positions and active list for
a user. On click of each of the tile, the user can filter by the status.

On click of “Clear”, the filter will be reset.

The filter option can be used as a text filter for searching through the hierarchy. The following section
will illustrate some of the example.

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In the above example, the search is based on “ME” and the list of MEs have been displayed. On click of
“Clear” the filter is reset.

In the above example, the search is based on a name. On click of “Clear”, the filter is reset. The below
example shows the search based on a designation.

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There is a search option which can be accessed from the header.

On click of the search icon, the user is displayed with 3 options – Designation, Status and Salesmen
details. This search can be used to find a salesman.

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5. Position Management
5.1 Position Code - Format
Every RSSM will have a Position Code mapped to him

• Marketing Executive: <RS Code>_<SMNXXXXX>. E.g. 360452_SMN00001

• Float: <RS Code>_<FLXXXXXX>. E.g. 360452_FL000001
• Team Leader: <RS Code>_<TLXXXXXX>. E.g. 360452_TL000001
• Operation Manager: <RS Code>_<OMXXXXXX>. E.g. 360452_OM000001

During transition for the existing RSSMs the IKEA Salesman Code will be used for creating the Position
Code.

5.2 Position Master – RS Level Destination Count

Every RS will have a defined destination count at each designation i.e. ME’s, TL’, Float.

Cluster level count is the summation of all the RS’s of the cluster.

• Addition of position will increase the destination Count at RS and Cluster level.
• Transfer of Position across RS’s will keep the Cluster Number unimpacted.
• Delete/ Release of position will reduce the destination Count at RS and Cluster Level.

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5.3 View Destination Count (RS)

RS can view the destination count using the submenu “Destination Count” as shown below –

Here at each level the Allocated, consumed, available and requested capacity count can be viewed.

5.4 Request Position (RS)

On and above the destination count if RS wants to add extra positions, he needs to do “Request
Position” from the home screen as below

On click of “+Request Position” a new screen will open where RS needs to choose the new position
attributes and click on “Send Request”.

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5.5 Request Position Approvals

Add Position request goes through three levels of approval. At the first level, TSO will approve it, then it
goes to ASM for approval and the final approval is provided by the CCM.

TSO, ASM and CCM can go to “Approvals” screen by clicking on the sub menu. User can filter the request
by “Request Type” and “Status”.

On click of approve (tick) or reject (x) the user must enter the comments for approval/rejection and then
click on “Yes” for submitting the request.

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Once the request is approved by all the users, a Vacant position will get created as below and the
Destination will get added.

5.6 Release Position

Click on a Vacant Position, click on Fill Position, click on Release Position. After this it will go for Approvals
of TSO, ASM and CCM. After all approvals are done, it will reduce the destination count and make the
Position Code Inactive in IKEA also.

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6. RSSM Promotion and Grade Change

6.1 Promotion / Demotion (Fill Position)
Internal Promotion will be applicable for designation change from ME to TL, Float to ME, ME to OM and TL
to OM.

• Fill Position with an existing RSSM for a Vacant Position will trigger Promotion workflow.
• The designation of the RSSM will change once all approvals are done and the current Position of the
RSSM will become Vacant.

Internal Demotion will be applicable for designation change from TL to ME or OM to ME.

• Like Promotion, Fill Position with an existing RSSM for a Vacant Position will trigger Demotion workflow.
• The designation of the RSSM will change once all approvals are done and the current Position of the
RSSM will become Vacant.

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6.2 Promotion / Demotion (Fill Position) Approvals

• Promotion with salary increment upto 15% will need only TSO, ASM and CCM approval
• Promotion from ME to TL with salary increment > 15% will need TSO, ASM, CCM + Central Finance
approval.

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6.3 Grade Change

Grade is an important attribute of an RSSM based on which the salary and designation as in ME/OM/TL/Float
is decided or assigned.

• Possible values for Grade for ME/OM/TL are from A to D, where A is lowest and D is highest.
• For Float salesman there will be a default Grade i.e. ‘X’ other than A to D.
• Salary Grade change can not be done for Float Salesman. Float will always have default ‘X’ Grade.

RS can raise Grade Change request; Grade can be changed only to one level up i.e. B to C or B to A.

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RS must enter mandatory comment and submit the request for approval.

6.4 Grade Change Approval

Grade Change request goes through three levels of approval. At the first level, TSO will approve it, then it
goes to ASM for approval and the final approval is provided by the CCM.

• Grade change with salary increment (CTC) up to 11% will need only CCM approval.
• Grade change with salary increment (CTC) > 11% will need CCM + Central Finance approval.

While TSO is approving, he needs to enter the expected salary and then approve.

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Once the request is approved by all the users, the Grade will change for the RSSM and his salary changes
will also reflect to him.

7. Attendance Management
7.1 Mark Attendance (ME)
Salesmen can login to iTeams from “iSquare” application. The salesmen will be notified to mark his
attendance when he visits an outlet. He will be directed to the iTeams page where he can select “Mark
Attendance” and mark his attendance. Once the attendance is marked, the salesmen is taken to the
attendance calendar and see the attendance captured.

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7.2 View Attendance (ME)

Salesmen can view the attendance marked for the month by clicking on the “Attendance” icon.

7.3 View Attendance (RS/TSO)

RS can view the attendance calendar by selecting the “Attendance” menu from the hamburger menu.

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7.4 Update Attendance (RS)

RS can click on any date and mark the attendance for any of the salesman.

He marks the leave either as leave or medical. RS can mark the leave as absconding which will take the
RS to the “Initiate Exit” page.

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8. Leave Management
8.1 Set Holiday Calendar (RS)
RS can download the template and upload Holiday Calendar for the MOC or the entire Year. He can edit
the same only on first 4 days of the Month and only future holidays. Already elapsed holiday can not be
edited or removed.

8.2 Set Weekly Off (RS)

RS can set weekly of, and this also like holiday master can be edited only first 4 days of the MOC i.e. 21st
to 24th.

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8.3 Apply Leave (ME)

Salesman can apply for leave by clicking on the leave icon then select the start data, end date and
reason. He can also view Leave History by clicking on “Leave History” tab.

8.4 Approve Leave (RS)

Once Salesman applies for Leave RS can approve the same from his login.

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9. Exit and FnF Management

9.1 Initiate Exit (RS)
RS can initiate the exit of a salesmen. Click on “Initiate Exit” for the salesmen. “Initiate Exit” option is
enabled only for Active salesmen.

In the “Initiate Exit” screen, the RS has to fill the details of the last working day, reason for exit, pending
dues if any, status of whether the salesmen have returned the device and then trigger the exit request.

The following are the list of “Reason for Exit”:

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Initiate Exit Screen:

9.2 Exit Approvals

Show Exit Details is enabled

Initiate Exit request goes through three levels of approval. At the first level, TSO will approve it, then it
goes to ASM for approval and the final approval is provided by the CCM.

TSO, ASM and CCM can go the “Pending Approval” screen by clicking on the sub menu. User can filter the
request by “Request Type” and “Status”.

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On click of the expansion option as given below, user can view the details of the approval request that is
sent to him, review the request and take a decision.

On click of the “I” icon, the user views the list of feedbacks provided by the user who have
raised/approved the request.

On click of approve (tick) or reject (x) the user must enter the comments for approval/rejection and then
click on “Yes” for submitting the request.

Once the request is approved all the users, the request is sent back to the RS for completing the exit.

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9.3 Show Exit Details (RS)

Show Exit Details is enabled once the RS has initiated the exit. Once the exit is approved all the user it
comes back to the RS for completing the exit. RS can withdraw the exit by clicking on the “Withdraw”
button. “Withdraw” option is enabled for 7 days from the start of the “Initiate Exit” request. RS can
complete the exit by selecting the “Actual Last Working Day” and then clicking on “Complete Exit”. Once
the exit is completed, the position will become Vacant, and the salesmen details will be removed from
the hierarchy.

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9.4 FNF Summary (RS)

FNF Summary screen has the status of the full and final settlement once the salesman has completed his
exit. If the “Pending Dues” during the exit request is “Yes” or if the “Device Returned” is marked “No”
then the FNF status is automatically marked as “On Hold” in the system else, it will be marked as
“Pending Approval”. Only an RS can change the status the FNF. If the FNF status is “On Hold” for more
than 6 months, it will be automatically changed to released.

10. ME Transfer
ASM can transfer/ Swap salesman across two RSs.
Transfer from one Distributor to other – ASM needs to select Source RS and the Salesman to be transferred
and then the target RS and the Vacant position to which the selected salesman will be moved. Additionaly
he needs to choose a transfer date.

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Swap one Distributor to other – ASM needs to select Source RS and Salesman and Target RS and Salesman
to be swapped. Additionaly he needs to choose swap transfer date.

Once ASM submits, it will go for CCM approval. Once CCM approves the tranfer will be done on the
mentioned transferred/swap date.

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11. Recruitment and Onboarding

3P RS

Against each Vacant Position the 3P Recruiter in his login can add Canditates for Shortlisting for the Position.
1. Recruiter will add suitable candidates against Vacant Position Codes By clicking on “Add candidate”.

2. “Add Candidate” will open the form to add details, along with RS Interview Scheduling. Recruiter needs
to fill all the details and confirm.

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3. Added candidates and the status Recruiter can check from “Opening to Fill” submenu. He can also filter
by RS Code and Position Code to check the details.

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4. RS will take the Interview and give feedback. He needs to go to “Opening to Fill” submenu and approve
or the reject the Candidate with proper Feedback. Feedback is mandadory. He can search the candidates
by Interview Date also.

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5. Once RS approves. TSO/KAE will give feedback. He needs to go to “Opening to Fill” submenu and
approve or the reject the Candidate with proper Feedback. Feedback is mandadory. He can search the
candidates by RS Name or Posotion Code.

TSO can check the comments given by RS by clicking in the “i” icon.

6. Once TSO approves, The employee id will get generated with the Status of the employee as
“Onboarding” mapped to Vacant Position Code.
7. This onboarding employee will then login to iTeams through iSquare and upload his KYC details for
verification.
8. Once the KYC verification is done the status of the employee will change to Active.

Non-3P RS

1. RS to add new employee for Vacant Position using “Fill Position → Add new Employee” option. Here all
the details of the employee, RS needs to enter.
2. This will go for ASM approval.
3. Once ASM approves, the employee id will get generated with the Status of the employee as
“Onboarding”.
4. This onboarding employee will then login to iTeams through ISquare and upload his KYC details for
verification.
5. Once the KYC verification is done the status of the employee will change to Active.

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12. New RS Appointment

Once a new RS is added in SAP system, all its hierarchical details flows to GoDB. iTeams will fetch this
information from GoDB and trigger the RS appointment workflow in ASM Login.

ASM needs to Click sub menu “RS Appoinment”, a screen will open showing the list of new RS’s with a
“Appoint RS” button against each.

On click of “Appoint RS” a form will open where ASM needs to enter details like CDT Type, Staffing Type,
Destination Count etc. ASM can choose to Transfer Salesman from some other RS for the full or partial
destination.

Once ASM submits, this will go for CCM approval for Non-3P RS and CCM + Central Finance/ CD Finance for
3P RS.

13. Reports
There will be a Reports Menu, added for each user which will show the reports relevant for him. User can
download the report in excel, CSV or send to his mail.

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14. IKEA Changes

Post iTeams integration, below changes will be seen in IKEA with reference to salesman maintenance
and QOC Reporting.

14.1 iTeams Menu enabling

RS’s migrated to iTeams will have the “iTeams” menu enabled by default for “SA” login. In case RS wants
to give access to iTeams for some other user, he needs to enable the same from “User Maintenance”
screen.

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14.2 Salesman Maintenance Screen Changes

Some of the unused columns are removed, some new columns are added for additional information and
some of the columns are renamed for better understanding in Salesman Maintenance Screen.
Columns Renamed – 1st Column “Code” is renamed as “Position Code”, “Salesman Type” is renamed as
“Type 1”.
Columns Removed – Login Name, Password, Salesman Uses HHT and HHT Asset Tag No
Note: Currently the column “Salesman Uses HHT” if ticked Schemes does not apply in Manual Bill and
vise versa. Going forward this control will go away from front end.
Columns Added – Designation, PLG/Department, Channel and Type 2

The Screen will become read only, and the changes done in iTeams will reflect after the RS does any of
the actions like reopening the Saleman Maintenace Screen, doing CU sync or newspage export and sync.

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14.3 TSO/AE Information Screen

Configuration → Distributor Maintenance → TSO/AE Information

Manual Entry/Edit of TSO Code will be blocked in this Screen, TSO emplyee Code received from iTeams will
be shown here.

14.4 RSSM Beat PLG Linkage

ME and Float can have beat linkages, TL/OM will not have beat linkage.

Note here that beat linkages will be at Position code level, and RSSM exit and position becoming Vacant
will not remove the linked beats in IKEA.

ME Position Code with Status “Onboarding” will be excluding from Newspage Export and a pop up
message will be shown to the User when he tries to do export

14.5 New Salesman Master Report

A new Salesman Master Report will get added under Reports Section.

Reports → Masters → Salesman Master

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This new report will give Position level RSSM details.

A non-mandatory date range filter will be available for the user to see latest or old RSSM mapping against
the position codes.

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14.6 QOC Reports

Below QOC Reports/Sheets will have Salesman Employee Code added as a new column. Always the latest
RSSM mapped to the Position Code will be mapped against a MOC level KPI and date level Reports will have
the iTeams Code mapped on the given servicing date.

MOC Level Reports/Sheets

• Green Stores – “RSSM Green Score” and “RSSM Green Score On Track”.
• RSSM QOC – RSSM Sales Report
• RSSM QOC – RSSM QOC Report
• RSSM QOC – RSSM Execution Review

Date Level Reports/Sheets

• RSSM QOC – RSSM Bill Productivity

• RSSM QOC – RSSM TLSD and TLSD Beat Level
• RSSM QOC – RSSM GPS BP Detail
• Reports – Newspage Report – RSSM GPS FOS Report

Below is a sample view, all mentioned reports will have similar column added.

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 Training Document
Project Name: iTeams
Date: 6th May 2020

15. Support Process

For anything users need to reach Support using below mail or toll-free number.

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