Human Resource Management System

HRMS Management system

Prepared by: Obaidullah Saleh

Verified by: Shabir Ahmad

Version 1.1

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HRMS (Human Resource Management System)
An employee plays most vital role in the organization. So to think about him is the necessary for
every organization. In our system after the recruitment next comes the HRMS.
Have the following menus which are as following
(1) Masters
(2) Employee Details
(3) Employee Transfer
(4) Cessation Process
(5) Reports

1. Masters:-
Master contains different forms for maintaining details of master’s data for system
Requirements. Following are the main master which is necessary for the first and onetime entry
for system.
1.1-Language Master:
In the language master all the useful languages are listed which will Useful in the employees’
details Even Mother tongue will also be defined from it.
Code: Code is auto generated number as we add number of language this code will be
incremented, which can be used to search particular record.
Name: Enter name or description of language in this field.

1.2-Religion Master:
In the religion we describe the religion of the employee like Hindu, Muslim etc.
Code: Code is auto generated number as we add number of language this code will be
incremented, which can be used to search particular record.
Name: Enter name or description of religion in this field.

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1.3-Relation Master:
In relation master we input the relation’s other persons with the Particular employee that may
be father, mother, spouse, son etc.
Code: Code is auto generated number as we add number of relation this code will be
incremented, which can be used to search particular record.
Name: Enter name or description of relation in this field.
Gender: Sex of the relative Male/female.
Editable: Tick this checkbox for editing gender when new relation is creating.
Marital Status: Married/Unmarried.
Editable: Tick this checkbox for editing marital status when new relation is created

1.4-Category Master
In category we define the designation of the employee.
Code: Code is auto generated number as we add number of category this code will be
incremented, which can be used to search particular record.
Name: Enter name or description of category in this field.

1.5-Nationality Master
In nationality we define the status belonging to a particular nation. Like Indian, American, and
Spanish etc.
Code: Code is auto generated number as we add number of category this code will be
incremented, which can be used to search particular record.
Name: Enter name or description of nationality in this field.

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1.6-Activity Master
In activity we define the other activity which the employee is associate with like cricket, hockey
or service or any social services.
Code: Code is auto generated number as we add number of category this code will be
incremented, which can be used to search particular record.
Name: Enter name or description of activity detail in this field.

1.7-Union Master:
Union master is used to enter details of union or organization with employee is connecting.
Code: Code is auto generated number as we add number of category this code will be
incremented, which can be used to search particular record.
Name: Enter name or description of union or organization in this field.
Affiliation with: Enter relation details of employee with union or organization.
Fees: fees details for the membership of union or organization

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1.8-Deduction Category/Type
Deduction Category master is used to enter reason of deduction.
Code: Code is auto generated number as we add number of category this code will be
incremented, which can be used to search particular record.
Name: Enter name or description of deduction category in this field.

1.9-Benefit Master:
Benefit master is used to enter benefit details which are provided to employees in organization.
This may be like medical benefit, Insurance etc.
Code: Code is auto generated number as we add number of category this code will be
incremented, which can be used to search particular record.
Name: Enter name or description of benefit in this field.

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1.10-Certificate Master
Certificate master is used to enter certificate details which will give to employees by
Organization. This may be like Relieving Letter, Experience certificate etc.
Code: Code is auto generated number as we add number of category this code will be
incremented, which can be used to search particular record.
Name: Enter name or description of certificate in this field.

1.11-Emp. Document Master

Employee Document master is used to enter document details which will provide by employees
to organization. This may be like Birth Certificate, Degree Certificate etc.
Code: Code is auto generated number as we add number of category this code will be
incremented, which can be used to search particular record.
Name: Enter name or description of document in this field.

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2. Employee Transfer:
Employee Transfer menu contain employee transfer process related forms.
2.1-Transfer Request:
Transfer Request in this entry from any employee who has applied for the Transfer will come as
soon as clicking the option it will go for the Search of the employee.
Desired City: The choice city for the employee.
Department: The choice for the department.
Sub-department: Sub department of department for the choice.
Section: Section of the sub department for the choice.
Sub-Section: Actual working place –desired sub section.
Post: Normally in the transfer Post remains same if the Selection is opted It can .
Be allowed.
Request Date: Date of the application for the transfer.
Request Reason: The reason of the transfer application medically or any Thing else on which
The company can have reason to transfer him.

2.2-Transfer Pattern:
Transfer Pattern in the pattern here we define for the policy how all the staff will be Reshuffle
without affecting the working of the organization.

Code: It is auto generated number for the new pattern it will be a new No.
Name: It is the description of the pattern.
State: In which state this pattern will be applied.
City: In which city this will be applicable.
Department: for department.
Sub Department: In the particular sub department.
Section: Section of sub department.
Sub Section: Actual place of section.
Designation: Pattern applied to specific designation—e.g. manager.
Months: Period is define –after how much period the transfer will take Place.

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2.3-Employee Transfer:-
This is the process form of the transfer application here in this entry form—three types
Of transfer process are described
1. Employee request: This process is done on the application of employee.
2. Transfer Pattern: This will be done according to the pattern wise.
3. Single Employee: Here the single employee will be transfer at the Desire of the management.

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2.4-Transfer Letter:-
After the procedure of transfer procedure intimation of transfer comes, the concern HRD
department informs the concern employee about his transfer. So transfer letter printing option
is available, in the entry form there are numbers of filtration available, like:
User can search City wise, Department wise, Sub Department wise, and Section wise And Sub
section wise. ---By default “ALL “is given. If there is the transfer list, it will be displayed and after
selection one by one transfer letter will be printed.
City: Select the city of the employees from where to transfer.
Department: Department of the organization, Sub-Department: Sub division of department.
Section: Section of the sub department, Sub-Section: Actual working of the employee.
After all the filtration following grids will open and from the grid select the employee and the
letter to be printed.

2.5-Transfer Acceptance:
After the letter printing the acceptance of transfer order comes—here in this Entry form after
selecting the employee -all the existing details and transfer Details will be displayed by default.
City: Select the city of the employees from where to transfer,
Department: Department of the organization,
Sub-Department: Sub division of department,
Section: Section of the sub department,
Sub-Section: Actual working of the employee,
After all the filtration following grids will open and from the grid select the employee.
Employee: Select the employee form the pick list, Department: Department of the org.
Sub-Department: Sub division of department,
Section: Section of the sub department,
Sub-Section: Actual working of the employee,
Designation: New post or existing post.
New City: New city for the transfer,
Tenure: New period for the transfer—in months,
Allowance: Allowance for the transfer,
Release Date: It is the relieving date—on which an employee has to be,
Join Date: Joining date prescribed by the company,
Reason: Reason for transfer,

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Accepted: The transfer order has been accepted by the employee.
Employee feed Back: Enter employee feed from in this field.
Rejected: The transfer order has been rejected.
Join Date: If the transfer order is accepted—join date will be inserted.

2.6-Employee Joining:
After the acceptance of transfer order—the employee’s actual joining is Determined and that
date will be the considered for the next transfer process.

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Reports:
In the repots section—there are very large scope for the reports, but we have made selected
reports which are necessary at present time. If required more reports can be available.
The selected reports are as below.
1. Transfer Request:
From employee: /from employee frequency, -- To employee: /to employee
Post: / Selection of post, -- Department/Authority: /Department of the employee
Sub Department: /Sub department of the employee
Section: /Section of the employee, -- Sub Section: /Sub section of employee
Request Date from: /Request application from date
Request Date to: /Request application date to be enter
Page Break: /Page break is the extra facility for new group on new page.

In the Report:
In the report employee id, employee name, post, existing city, desired City, department and
transfer request reason will be displayed and Group wise at individual page can be available.

2. Transfer history:
This report will show transfer history of the employee.

3. Transfer Acceptance/ Rejection:

From employee: /from employee frequency, -- To employee: /to employee
Transfer from Date: /from transfer order date, -- Transfer Date to: /to transfer order date
Accepted: /transfer accepted if any list, -- Rejected: /transfer rejected if any list
Page Break: /page break is the extra facility for new group on new page.
In the Report: /employee id, employee name, Post, transfer date and the actual joining date is
there.

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4. Transfer Pending:
From employee: From employee frequency, -- To employee: To employee
Post: Selection of the post, -- Department: Department of the employee
Sub Department: Sub department of the employee
Section: Section of the employee, -- Sub section: Sub section of employee
Desired City: Desired city selection

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 Human Resource Management System
Leave Management

Prepared by: Obaidullah Saleh

Verified by: Shabir Ahmad

Version 1.1

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Leave management system is developed for maintain leave details of the employees in the bank.
We can manage different type of leaves among different level or employees. For every
organization leave allocation pattern will be different, this system helps in defining new type of
leave, different leave pattern for different group of employees.

1. Masters:
1.1 Leave Type Master
Leave type master is used to define leave type in a bank. We can define number of leave type.
For each Organization leave type may be different as per the rules. In leave type master we can
add new leave type and allocation criteria. We are storing following details in leave type master.

Code: Code is unique number given to each leave type.

Leave Type: Leave type field we have to write name or description of the leave type.
Leave Structure: Leave structure field we have to select whether Particular leave will be
Given with pay or without.

Max. Allowed: We can define number of leave allowed per year.

Leave at a time: Define maximum leave of particular type employee can get at a time.
Document support: Whether any document to be present for the leave or not.

After accumulation: We can specify what will happen to the balance leave at year end for
Particular leave type. Leave might be laps, encased or accumulated to
Next year balance .
Max. Accumulation: Maximum accumulation of leave means how much Leave will be
Accumulated to next year balance.

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1.2 Leave Allowed Pattern marking
Leave allowed pattern master is used to define leave allocation pattern. In leave allow pattern
we can define pattern for leave allocation. In this we have to specify pattern name and validity
of the pattern up to which particular pattern will be applicable. Working of this form is as
under:
Pattern Name: This field we specify for pattern name.
Valid Up to: We have to specify the date up to which particular pattern is applicable.
Period: Period field we have to give two dated from date and to date.

1.3 Leave Calculation pattern marking

In leave calculation master form we can define leave calculation for particular amount of time.
We can define leave calculation pattern based on the working minutes for an employee. For
example if out total working time is 8 hour i.e. 480Minutes so we can define calculation pattern
as under. If employee has worked for 240 minutes half leave will be calculated. If employee has
worked less than 240 minutes than full day leave will be calculated etc.

Working of this form is as under:

Code: Code is unique number generated for each leave calculation pattern.
Description: Description field we can specify name of particular pattern.
From Min – to Min: Below given boxes we specify Numbers of minutes which is used for
. Leave calculation.
Leave: Leave type box we can select leave which type of leave will be

Calculated for employee if he has not worked for time specified in above boxes. We can select
leave type from the list like half day, full day, one third leave etc.

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1.4 Leave Duration master
In leave duration master form we can specify leave duration i.e. half day leave, full day leave,
one third leave etc.
Code: Code is unique number given to leave duration.
Description: Description field we specify name of particular leave duration.
Leave Value: Leave value field we specify value which is going to be cut from whole
Day of working.

1.5 Leave Reason master

In leave reason master form we can define various types of reason against which employee
takes leave. We are storing reason code and description.
Code: Unique number given to each reason.
Description: Description means the name given to each leave reason like personal
Reason, sickness, tour etc.

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1.6 Leave Balance Entry marking
Employee leave balance entry form is one time entry. In which we can define employees leave
balance. Employee leave balance will be changed as he takes leave. For each employee we have
to enter balance entry one time. Only higher management person can edit leave balance of
particular employee.

1.7 Holiday Marking

Holiday master form is used to define number of festivals for which Bank giving holiday to
employees.
Code: Code is unique number given to each holiday entry. -- Description: Description field we
can specify name of holiday/festival. Common Holiday: If particular holiday is applicable for
each state than we can select this option. National holidays can be common for all states
State: From the state list we can select state name where particular holiday Will be given.

1.8 Weekly off marking master

Weekly off marking form is used to assign weekly off to employees. We can define weekly off
Employee wise or department wise or branch wise.

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2. Operations
2.1 Leave Conflict
Leave conflict form is used to define various types of leave conflict for the employee.

Co-Employee ID: In the first tab of co employee we can select list of employee who can
Work in place of particular employee going to take leave.
Maximum leave: in maximum leave at a time option we can specify number of leave which
Employee can take at a time.
Leave Period: in last leave period tab we can specify different period.

2.2 Employee Sanctioned mapping

Employee sanctioned mapping form is used to map number of sanctioned to particular
employee.

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2.3 Leave Application
Leave application form is most important in the system. From the leave application form we
can make leave application for selected employee.

In leave application we have to enter following details:

Application Date Application date we specify date on which employee is doing leave
Application.
Other Information Other information tab we can view employee’s leave balance as on
Date so that employee can check how much balance left in his account.
Conflict Detail Conflict detail tab will display various types of leave conflict for selected
Employee. Like how many leave employee can take at a time.
Existing Application in the existing application tab if any application already exists for
Particular employee in the system will be displayed.

In the detail tab we have to enter the leave details as under:

Pre/Post Employee apply for the leave before going on leave we will enter the
Application in pre mode, and if employee enter application after coming
Back from leave then make post application. We can select application
Type from this box.
App. Mode Application mode we can select mode how employee apply for the leave
It may be by phone or by form.
Total Leaves total no. of leave days will be calculated on the basis of leave period
Specified in the period date box.
Reason from the list of reason we can select particular reason for which
Employee takes leave.
Period for the period we have to specify two dates from date and to date. Leave
Application for the specified period will be done.
Going Out station If employee is going to outstation then we select this option when we
Select this option the detail of his tour will be opened.
Remarks In the remark field we can specify any special remark related to leave
Application.
Sent to in the sent to list the entire employee who has been defined as
Sanctioned
Leave Date in the leave date box we select particular leave date of employee. Which
Has been given in above application details
Leave type from the leave type list we can define leave type for particular day
. Which will be debited .
Leave Duration Leave duration list we can select whether employee is going for half day
Leave or full day leave etc.
Substitute Emp. Substitute employee field we can select employee who will work instead
Of employee who is going on leave.

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There is document detail tab beside the leave details tab.

In document detail tab we have to specify date of document, document type and the image
path of the document. We can add number of document for leave application.

2.4 Leave Document Entry

Leave document entry form is used to attach the leave document of leave taken by employees.
There are following details we have to enter:
Receive Date: Here we will specify the date on which we have received document.
Document Type: Document type field we can specify type of document.
Document Image: Image field we can browse and save image path of document.

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2.5 Pending Leave Sanction
Pending sanction form is used to sanction the existing leave application of employee. Only that
employee who has been defined as sanctioned for particular employee can sanction the leave to
sanction particular leave sanctioned has to log in to the system with his own login id. Any other
user of the system cannot view the pending sanction leave application.

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3. Reports
1. Holiday Register
Holiday register report is used to view list of holidays assigned for specified period.

2. Leave type report

Leave type report is used to view number of leave types we have defined in the system.

3. Balance leaves encashment report

Leave encashment report is used to view employee wise leave encashment transaction. If for
particular leave type we have defined leave will be enchased after accumulation that record will
be printed in this report.

4. Leave calculation report

Leave calculation report is used to display all leave calculation pattern defined in the system.

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5. Leave duration report
Leave duration report is used to various leave duration type specified in the duration master.

6. Leave Conflict Register Report

Leave conflict report print employee wise conflict details. We can check conflict detail for
specific employee against his leave application. We can view employee wise report or conflict
type wise report.

7. Leave Application Register Report

Leave Application Register report is used to display all leave Application defined in the System.

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 8. Leave Balance Register Report
Employee leave balance report is used to show leave balance of the employees defined in the
system.

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9. Leave Reason Report
Leave reason report is used to show the leave reason of employee.

10. Leave Ledger Report

Report will print the entire leave debit or credit transaction and the closing balance of leave at
The end of specified period.

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11. Leave Type Report
Leave type report is used to show the leave type of employee defined in the system.

12. State wise Holiday summary Report

State wise Holiday Report is used to show the state holiday.

14. Leave Correction Report

Leave correction report is used to show the report of leave correction.

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 Human Resource Management System
Training Management

Prepared by: Obaidullah Saleh

Verified by: Shabir Ahmad

Version 1.1

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Training of employees are very necessary and of vital importance. Knowledge gives wide expose
to employees. Training is the only source to cultivate the knowledge of employees.
1. Masters:
While you are doing operations on different options of training modules some forms require
data to be retrieved from pick lists, these pick lists are dependent to some other information
which can be retrieved from master menus. Thus, masters are setup to facilitate end users to
get the general information from masters instead of typing, this will ease the process as well
reduce the human mistakes. E.g. list of cities, list of branches and etc.
1.1 Training Level:
Training level is the level defined by the management, to who’s Level the training to arrange
e.g. Staff Training, Customer Care training, Management Training, executive Training and etc.

1.2 Training Type:

This option is used to define the training Type, e.g. training will be provided as a lecture,
Practical training, and Group discussion or all types.

1.3 Training Category:

Training category is used to define category of training such as on Job training, Advance
training, External Training, In-Office training and so on.

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1.4 Product:
Here the product is the actual training product—subject matter of the Training such as HR, CBS,
PAYROLL, ATTENDANCE, TREASURY, FOREX, AUDIT, RISK MANAGEMENT and etc.

1.5 Training Topic:

Training topics means the subjects covered under the products. In other words the subtopics of
the Products. E.g. the product is human resource management and sub products or subtopics
are visitor management, training management, leave management, recruitment and etc.

1.6 Faculty Master:

The faculty is the persons behind the training to handle. Those persons who are taking the
lectures for the topics assigned to them. Normally they are experts in their field. They may be
internal as well as external also.
EXTERNAL

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Internal/External: Position of faculty—Internal or from the in house or from
The outside agency or institute
Faculty Name: Name of the faculty.
Designation: Post or the designation of the faculty.
Department: Department which faculty belongs
Contact No: Contact number of faculty
Fees: Any fees/ Honorarium paid.

INTERNAL

1.7 Training identifiers:

This option is for training coordinator or Training Manager. The person who arrange training,
decide faculty and set all the arrangement for the training.

1.8 Material Vendor: If we are printing the materials from outside printing press or the
notes/books are printed inside of the organization, the source of printing is required during step

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1.9 Training Material:
Material used at the time of training. Any materials, books, notes, presentations and etc.
distributed to trainees.

Product: Title of the material

Topics: Topics of the materials
Material Name: Name of the material
Opening Balance: At the time of master entry opening balance to be Inserted and after every
transaction of received and issue will be updated. And lastly it will show total balance.
Re order Level: Reorder means the minimum quantity level to maintain, if total balance is
less then we can reorder or to reprint the material with minimum level/quantity.

1.9.1 Material Opening Balance Master

1.9.2 Material Received Entry

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1.10 Feedback Question Master:
Feedback Questions are created at the end of the training. The trainees are asked for their
comment for the resources, materials, lodging and boarding facilities and etc. There may be
general as well as specific questions regarding the subjects too.

1.11 Feedback Answer Master:

After the feedback questions, answer will be supplied by the trainees. And the generalized
answers are given value and master is created.

1.12 Training institutes:

If employees are trained outside of the organization the master set up need to be completed as
follow.

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2. Operations:

2.1. Training Management:

Trainings management is used for making and organizing of anew training course.

Training Schedule:
Training time table –Here all days schedule is prepared, topics are defined, Faculty are specified
and total hours of the training are decided.

Trainee Details:
The eligible candidates list who are selected for the training. Here the candidates can be
selected from the internal as well as outside.
Internal/ External: To select the candidate from internal or External
Employee’s name: Name of the internal candidate (choice from pick list)

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Budget Detail:
It shows the total days of training and cost of the material which expense on the training

2.2 Training authorization:

From here we can authorize the training management system.

2.3 Inform To Employee Entry:

From here we can inform employee for a new training course.

Trainee List From here we can select name of the training.

Inform Those candidates who are already inform for the training.
Uniforms Those candidates who are not yet inform for the training
Inform Mode Here if Individual is selected –then in the inform mode each and
Every candidate has to be inform separately and the remarks to be
Added. While ALL is ticked mark, then same inform mode will be
Applied to every candidate.

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2.4 Training Confirmation Entry:
After inform, the confirmation is required from the trainee candidates. This is compulsory
because if there is no positive response from the candidates, then second thought of
postponement or cancellation of training can be implemented.

2.5 Training application:

Training application is used to send application for the training.

2.6 Employee Attendance Entry:

In the attendance entry on the date of the training by default the Trainee name will appear for
the attendance marking.

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2.7 Training Material Issue Entry:
Any material issued to trainees is entered and keep the track Record of all the individual
materials, normally the manuals, user Guide and write ups are of the same training topics

2.8 Exam Entry:

After completion of the training the training creation the exam option will be click marked and
only the exam can be conducted. In the entry both the part is taken care of. Exam taken and the
Result of the exam

2.9 Training Feed Back Generation:

After the completion of training period feedback is demanded from the trainees, the
Questions and topics may be general or specific about the training subjects.

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2.10 Feedback Entry:
In the feedback entry the generated questions will be assigned to the trainees for their
Response.

2.11 Certificate Issue Form:

There are two types of Certificates

1. Attendance certificate –This certificate is issued after the end of the training and
To all the trainees who have attained the training.
2. Examination certificate—this certificate is issued when the exam result are declared after
the end of the training.

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3. Reports:
Now the reports will show the whole process done by the user.

Master Reports:

3.1.1 Training Topic

Select from pick list for example 1 up to 3. And then click on ok to preview.

3.1.2 Training Identifier

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3.1.3 Faculty Master

The usage of Training Topic, Training Identifier, Faculty Master, feedback Answer, Training
category, Training level and Training Type are the same.

3.2 Operation Reports:

3.2.1 Training Management:
From Date : Starting date of the training.
To Date : End date of the training.
Training name : Name of the training.
Training Level : Training level to define
Training Type : Training type to select
Training Category : Training category to select
Training Identifier : Identifier who has arrange the training
Schedule : If the schedule of the training in the details requires Y/N—If “Y”
Schedule will be in detail otherwise the only the summary will displayed.
In the report : Report will shows—Training name, From date to date, total days,
Training level, training type, Training category, Identifier, Exam
Required or not etc. And in the details—Topics name, product name, Faculty name, from date
to date and the total hours of

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3.2.2 Training material issue:
It show the reports of materials which issue to training course.

3.2.3 Employee wise training:

List of candidate who are given the training are listed over here.
Employee : All or select the candidate
Training Date from : Starting date of the training
To Date : Ending date of the training.
In the report : All the information about the employee is displayed.

3.2.4 Training Attendance entry:

It show list of selected candidate to the mention training.
Training name : All or select the training name
From Date : starting date of the training.
To Date : Ending date of the training.
All/present/Absent : If we select all it shows all candidates which was present and absent,
and if we select absent just show absent candidates to the training.

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3.2.5 Product Wise Training:
In this report training products and topics are identified and the Report is generated
Product : All or selected. Pick list help is available.
Topics : All or Selected. Pick list help is available.
In the Report: Grouping on Topics. Training name, Faculty, from date, to Date, and total hours
of training.

3.2.6 Faculty Wise Training:

In the faculty wise report who has taken the lectures for the training are identified, in the outer
selection the name of the faculty is selected.

3.2.7 Training Course:

Training Name : All or select from pick list
Training Product : All or select from pick list
Trainees : select Internal/External
From date : starting date of training.
In the report : It shows Training Name, From Date, To Date, Training Topic, Total
hours of the training and numbers of candidates for the training.

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3.2.8 Training Feedback:

3.2.9 Training Material Inventory:

3.2.10 Training Material Receive:

3.2.11 Training Inform Entry:

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3.2.12 Training Confirm Entry:

3.2.13 Training Budget Comparision:

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 Human Resource Management System
Travel Management

Prepared by: Obaidullah Saleh

Verified by: Shabir Ahmad

Version 1.1

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Objective of Travel Management system “travel” is to maintain the travel data of employee travel
helps in maintaining the tour detail, expenses, tour schedule and travel history. System contains
various reports which will show complete tour and expense details for employees in a bank.

1. Masters:
1.1 Touring Region Master
In Touring Region master form we can define various regions. We are storing region code and
description.
Code: Unique number given to each region.
Description: Description means the name given to touring region like interstate, International.
We can add new region or can edit or delete existing record from below given button controls.

1.2 Touring Purpose Master

In Touring Purpose master form we can define various purposes. We are storing purpose code
and description.
Code: Unique number given to each purpose. No two purposes can have.
Description: Description means the name given to each purpose like marketing etc.

1.3 Touring Mode Master

In touring mode master form we can define various modes. We are storing purpose code and
description.
Code: Unique number given to each mode.
Description: Description means the name given to each mode like By Air, By Road etc.
We can add new mode or can edit or delete existing record from below given button controls.

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1.4 Travel Company Master
In Travel company master form we can define various travel company with whom we are dealing.
We are storing company code, name and mode for which company providing service.
Code: Unique number given to each company.
Description: Description means name of Travel Company.
Travel Mode: We can define travel mode for which particular company providing
Service like air mode, rail mode etc.
We can add new company or can edit or delete existing record from below given button
controls.

1.5 Country Master

In Company master form we can define various countries. We are storing country code and
description.
Code: Unique number given to each country.
Description: Description means the name of country.
We can add new country or can edit or delete existing record from below given button controls.

1.6 Travel Class Master

In travel class master form we can define various travel class. We are storing class code and
description.
Code: Unique number given to each class.
Description: Description means the name of class like first Class, second Class, sleeper Class.
We can add new travel class or can edit or delete existing record from below given button
controls.

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1.7 Booking Mode Master
In Booking Mode master form we can define various mode for booking tickets. We are storing
mode code and description.
Code: Unique number given to each booking mode.
Description: Description means the name of booking mode like by phone, personally, by mail.
We can add new booking mode or can edit or delete existing record from below given button
controls

1.8 Allowance Type Master

In allowance type master form we can define various allowance types to be paid to employee
against tours. We are storing following detail for allowances.
Code: Unique number given to each allowance type.
Description: Description means the name of allowance type like traveling allowance, daily
allowance etc.
Allowed: Specify number. Per month specified number of time allowance will be given.
Period: in this field we specify the time of service after which employee will be eligible for
particular allowances.
Amount: In this field we specify the amount which is to be paid against this allowance.
We can add new allowance type or can edit or delete existing record from below given button
controls.

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1.9 Vaccination Master
In Vaccination master form we can define various vaccinations. We are storing mode code and
description of vaccination.
Description: Description means the name of vaccination.
Valid up to: Specify the year for which the vaccination is valid. After the specified period
employee has to revaccinate.
We can add new vaccine detail or can edit or delete existing record from below given button
controls.

1.10 Allowance Pattern Master

Allowance pattern is used to calculate total allowance to be given to employee against the tour.
In this pattern we define amount based on allowance code, region code, and day’s employee
stays outside. Following details are required in the pattern.
Code: Unique number given to each pattern.
Description: Description means the name of pattern.
Allowance Code: in allowance code we define the allowance type.
Region Code: in Region code we define the region for which applicable particular pattern
is applicable. We can select region from the pick list or can enter manually.
Valid up to: in this field we specify the date up to which particular pattern is valid.
From Days -To Days: in from days and to days boxes we define the no. of days for which given
amount will be paid. For example, for 1 to 10days of Rs. 200 will be paid, From 11 to 20 days of
Rs. 300 will be paid etc.
Amount: in this field we specify amount which is to be paid for specified period. We can add
new vaccine detail or can edit or delete existing record from below given button controls

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2. Transaction
2.1 Passport Entry
Passport detail entry form is used to store employee’s passport data. This will be helpful for the
international tour. Passport data will be useful to track of which employee’s passport is going to
be expired, system will send passport renewal notice to employees. When we click on passport
Entry form employee search form will be opened and from here we can select particular
employee whose passport detail is going to be entered.

We have to enter following detail in passport entry.

2.2 Key Details:

Employee ID: Employee whose passport detail is to be entered. We can select

Employee from the pick list or can enter manually.
Department: When we select particular employee from the list department will come
Automatically from the system.
Designation: On the basis of employee selected designation will come automatically.
Details: In the detail part we have to enter the passport details.
Passport No.: Passport number will accept both alphanumeric digits. We have to enter
Passport number in the proper format.
ECNR: ECNR means Emigration check not required. If we have checked this box
Means for particular employee Emigration check is not require otherwise
Employee has to go for emigration check.
Date of issue: Date on which passport issued
Expiry Date: Date of passport expiry
Issue Place: Place from where passport was issued.
Page Details:
In page detail tab we can scan and store the passport page in to the system. Here we have to
give page number and the image path.

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2.3 Vaccination Detail

Vaccination is required when employee is going for international tour. For some country visit
vaccination is compulsory. We can store this detail in vaccination detail form. We have to enter
following detail:
Vaccination Code: From the vaccination code we can select particular vaccine from the list.
Vaccination Date: Date on which employee’s vaccination done.
Next Due Date: Next due date when employee has to go for vaccination.

2.4 Employee Travel History

In employee travel history form we are storing employees travel history is he has traveled
outside the country before joining the bank, which will help in travel plan. We have to enter
following details:

Country Code Country code we have to specify the country where employee has traveled.
Visa Number This field we have to enter visa number which will be alphanumeric digits as
Per the visa number format.
Visa Type Visa type we have to specify which type of visa is issued to employee
It can be tourist visa, business visa, student visa etc.
Visa Date Date on which visa was issued.
Validity Visa validity we have to specify valid from date and to date. Visa will be valid only
For the specified period.

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2.6 Employee Touring Details
Touring detail form is importance in this system here we can define new tour schedule for the
selected employee. With the tour detail we have to specify the allowance which is to be paid to
employee for the tour.

Tour description Tour description we have to write tour name or place where employee is
Going to visit.
Period: Period we specify period from date and to date for which employee is going
On tour.
Total days On the basis of period specified total days will come in this field
Automatically.
Advance requested:
Specify the amount which employee has requested as advance against tour.
Advance given Specify actual amount which bank has given employee for particular tour.
Substitute required:
Will be selecting this box if substitute employee is required in place of employee going on tour.
When we select this option employee list box will be enabled and we can select particular
employee from the list.
Remarks Here we write any remarks or comment on the tour.
Allowance Details:
Allowance: Allowance field we can define number of allowances which is going to be
Paid to employee for the tour. We can select allowance from the pick list or Enter manually.
Sub Tour Details:
Period In sub tour detail we specify sub tour from the main tour. If employee going
Out for particular visit he might visit more than one client or goes to
Multiple places. We can specify all sub tour and calculate expenses and
Allowance separately.
Location: Location field we specify the place name where employee is going to visit.
Purpose: Purpose of visit
Travel Mode: Mode through which employee reaches at specified place i.e.by road, by
Rail, by air etc. We can select travel from the pick list or enter manually.
Client Name We write name of the company where our person is going to meet.
Meeting With Name of the person to whom our employee will meet at Client Company.
Contact No. Contact number of the client
Mobile No. Mobile number of client
Region Specify the region i.e. intercity, interstate or international.
Remarks: Remarks field we specify remark or any comment.
Pick up required Employee need pick up facility then we have to select this option.
Officers
Presence Req. Select this option if any office presence is require in the meeting. When we
Select this option the text box give beside will be enable and we can write name of the officer.
Resource Details:
In resource detail we specify number of resource which employee carry with him during the
tour.

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 2.7 Employee Ticket Booking
Ticket booking form is used to book the tickets for employee. We can book the tickets to
various travel companies. We have to specify following details to book ticket

Tour From the tour pick list we can select a tour for the employee for which we
Want to book the ticket.
Booking Details:
Ticket Date: Date for which ticket is booked.
Ticket period: In ticket period we specify two dates i.e. from date and to date.
From Location: Location from where we are booking the ticket.
To Location: Destination location for which ticket is booked.
Travel Company: Name of Travel Company with who ticket is booked. We can select company
From the pick list or can enter manually.
Travel Class: Name of Travel class we specify here like first class, second class, sleeper
Class etc. We can select class from the pick list or can enter manually.
Confirm Status From the confirmation list we can select status of ticket i.e. Confirm, waiting,
RAC etc.
Amount Specify amount which we have to pay to book ticket.
PNR No. PNR number is confirmation number used in Railway
Seat No. Here we will specify seat number if ticket is confirmed.

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Booking Mode We can select the booking mode from the pick list through which ticket is
Booked.
Booking by Here we have to specify name of person who has booked ticket.
Confirmation req. We have to select this box in case we require confirmation for ticket before
tour.
Once the detail is entered properly and saved the record will come in below grid.
We can select the record and edit it if require

2.8 Employee Tour Summary

In tour summary form we enter the tour detail and tour out come when tour is completed.
Which will help the bank to know how helpful the tour was. In this form we have to enter
following details

Tour The tour box we have to select tour from the pick list for which we want to
Enter summary detail.
Brief summary in this field we specify brief summary of the tour which includes detail like
What happens in the meeting, output of meeting, response and new
Suggestion.
Action taken here we specify if we take any action with reference to specified visit.
Bills Submitted After completion of tour if employee has submitted his bills and other
Supporting for the account purpose in this case we have to select this option.

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2.9 Inform Employee for Passport
We are storing and maintaining passport detail for each employee in organization. We have to
keep track of expiry of passport for particular employee. With this option we can inform
employee for passport and passport application.

Inform for Passport

This form is used to inform to employee whose passport is going to be expired.
We have to enter following to inform employee:

Employee ID In this field we select employee whose passport is going to be expired. We

Can select employee from the pick list or can enter manually.
Designation When we select employee from the above field his designation will come
Automatically in this field.
Department On the basis of employee ID department will come automatically in this field.
Informed by in this field we enter name of employee who inform for passport by Inform
Selecting employee from pick list.
Date: Date on which we inform employee for passport.
Entered by in this field name of person who is currently lagged in will come
Automatically.

2.10 Employee Ticket Confirmation

In ticket booking form if we have specified confirmation required then we can make confirmation
for that ticket from this form. We need to do following to confirm tickets.
We have to select tour from the pick list for which ticket is booked. When we select tour all the
ticket related to that tour which required confirmation will be displayed in below grid. For
confirmation we have to select the confirm option and enter name of person who confirms the
ticket.

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2.11 Employee Ticket Cancellation
Ticket cancellation form is used to cancel the booked ticket for particular tour. First we have to
select tour for which ticket is booked. We can select particular tour from the pick list. When tour
is select tickets booked against that tour will be displayed in below given grid. To cancel the ticket
we have to select the cancel option and enter the amount which we will get as refund against
cancellation.

2.12 Ticket Conversion to Open

Ticket conversion to open form is used to increase the ticket validity time. We can keep the ticket
open for limited period in case of air ticket. We can convert select ticket to open for some period,
not all ticket can be converted. We need to enter tour whose ticket we need to convert to open.
When we enter tour ticket related to will be displayed in the below grid. We have to select
particular ticket which we want to convert. When we select the ticket date and location will come
in below given text box. We have to select the convert option and specify the date up to which
we want to keep the ticket open.

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3. Reports
3.1 Employee Travel History
Employee travel history report will show complete travel history of selected employee. On the
criteria form we have to pass employee id whose detail we require or we can select all option to
view all employees’ detail. Report will show employee name and designation, country name
where employee has visited and the period for which employee stays there.

3.2 Employee Visa Details

Employee visa details report will show visa detail of the employee. In visa detail report we can
view all visa entry issued to employee. On the report criteria form we will specify particular
employee name whose detail is required or we can from employee id and to employee id. Report
will show data for all the employee specified in the criteria. In the country field we can select
particular country for which employee got visa or select all option to view all countries
Visa .Report will show employee name and designation, country for which visa was issued, visa
number, visa type, date of issue visa and the validity period of visa.

3.3 Employee Passport Details

Employee passport details report will show passport detail of the employee. In passport detail
report we can view all employees’ passport detail.

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3.4 Employee Tour Details
Employee tour detail report will show detail of tour done by the employee. We can view
employee wise tour detail for the specified period. Report will show complete detail of specified
tours.

3.5 Employee Vaccine Details

Employee vaccine detail report will show employee wise vaccination detail. From the vaccine
detail we can check which vaccine has been given to employee and what is the next due date for
the vaccination. On the criteria form we have to pass the employee id whose detail we want to
view or can select all option to view data of all employees.

3.6. Employee Ticket Booking Details

Ticket booking report is used to view list of booking entry for the specified tour. We can check
number of ticket booked for the tour, status of the ticket, and number of employees for whom
ticket has been booked. On the criteria form we have to select the tour form the pick list. When
we select particular tour name of employee for that tour will come in below text box. Period of
tour will also come automatically in the date boxes. In the last box we can select option like
Confirmed ticket, cancelled ticket or all tickets. After entering all the criteria report will show
following data. Tour name, location of tour, period of tour, sub tour details, booked ticket detail,
booking date, booking class, booking company name, status of the ticket it may be confirmed,
waiting or cancelled, booking mode, seat No., PNR Number, person name who booked the ticket
and amount of tickets.

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Passport Application
Employee passport application report will show details of passport application of employees.
We can view which employees passport application has done.

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