Payroll Management for Large retail outlets.

Rahul Kanda Updated by Rahul Kanda

A complete Family Garments Store

 

Pathankot,

Punjab

Headline

How a Pathankot based large retail outlet is managing payroll of its employees?

About Client

  • The firm was formed in year of 1990 in the Prime Location, in the heart of Sujanpur in Pathankot district of Punjab
  • Firm motto is to provide goods at fixed and reasonable rate to the customer, to achieve Maximum Sale with Minimum Profit and to satisfy Customer with better dealing. 

Overview

Before the implementation of any Payroll store the owner of the outlet was facing many challenges, some of which are mentioned below:

  • Initially, the company was processing the salary manually, getting the punch report exported from their bio metric machine in excel format with the help of a pen drive and calculating the salary. It was a time consuming task for the HR.
  • Moreover, it did not provide the  real time attendance status of the employees, owing to which employees used to skip bio metric punching and at the end of the month, sometimes their used to be manipulations in the report.
  • It was not possible to have a track on the on field employee’s  attendance, leaves, and expenses.
  • Company also provided monetary help to its  employees by giving them loans but the tracability of loan’s EMI was cumbersome.
  • The owner also wanted to increase the efficiency with the sales executives with incentive policy on the basis of  full month attendance and sales achieved, track of which was difficult with manual processing.

During our team interaction with their owner, we understood his problem that he remains busy with field work and visits store hardly 2 or 3 times a month. So he preferred, cloud based solution which he can access anytime from anywhere.

Approach

To overcome the challenges mentioned in previous section, implementation of a Cloud based Payroll solution was required which could offer following functionalities:

  • Limited access could be offered to HR manager for Salary processing
  • Employee master creation along with configuration of Salary approvals, Expense claim approvals, Overtime approvals, Official duty approvals etc.
  • Leave policy could be configured in the system.
  • Automatic attendance sync of Bio metric with the system and alerts for any manual intervention.
  • An app for on field employees where could mark their attendance, location can be tracked, leaves and official duty could be applied.
  • Incentives policy could be pre-configured.
  • Admin (owner) could have a full control over the software.
  • Settlement of loans could be done
  • Analytical reports for the owner.

Hence, to attain desired the features mentioned in next section were offered to the firm.

Features offered

To achieve the desired results, following applications were offered to the team:

  • Employee master creation
  • Access authorization
  • Leave policy master creation
  • Leave approval system
  • Short leave (leave for 2-3 hours)
  • Short leave approval
  • ESS (Employee self service portal)
  • Loan approval
  • Advance deduction
  • Expense claim (along with the attachment of bills)
  • Automatic attendance synchronization with bio metric machine
  • Shift creation
  • Incentive
  • Loans

Results

The access authorization feature helped owner to give limited access to the HR and he was not allowed to do any edition in the software. With the help of Zenscale, his company started to maintain employees’ records, such as basic employee details, academic proofs, address proofs, and offer letters, etc. Automatic attendance synchronization gave real time attendance preview which provided brief idea about the punctuality of the staff and stopped them to skip the punching on the bio metric machine. Owner started receiving the notifications about the absent employees on the portal and leave applications for the approval.  Zenscale’s ESS portal helped the company to get the real time attendance of field employees. For instance, if field worker marks the attendance through Zenscale ESS portal then it would fetch the GPS location of the employee as well and admin can trace it easily. Through these portal employees can claim their expenses and upload the bills or other expenditure proofs to get the claim back.

In addition to this, inbuilt loan feature helped the organisation to deduct the EMI direct from the salary every month automatically and generate the loan balance report.

Conclusion

With the implementation of the Zenscale cloud based solution client achieved:

  • Maintain the employees’ data
  • Limited access to the users
  • Automatic attendance without any interruption
  • Error free Salary processing
  • Tracking of field employees
  • Zero manual intervention
  • Timely salary disbursement
  • Error free loans settlement
  • Complete real-time tracking

How did we do?

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