INDEPENDENT UNIVERSITY, BANGLADESH

Human Resource Management

Human Resource Information System
Section: 01
Submitted To: Dr. Ikramul Hasan
Department of Human Resource
School of Business
Date of Submission: 30th August 2021
Submitted by:

Name ID
Nafees Hasan Chowdhury 1830143
Tahsin Sara Kabir 1610500
Rabeya Bashri Rinkey 1620388
Afroza Anika 1821033
Maria Sharmin Ratri 1711344

Table of Contents
1.0 Introduction...........................................................................................................................8
1.1 Company Overview...................................................................................................................8
Our Mission.................................................................................................................................9
Our Vision...................................................................................................................................9
1.2 Our Service................................................................................................................................9
Search engine optimization services..........................................................................................10
Web design & development.......................................................................................................10
Social media marketing.............................................................................................................11
Brand publishing........................................................................................................................12
Video production.......................................................................................................................12
Content writing..........................................................................................................................12
1.3 Potential competitors...............................................................................................................13
1.3 Porter's five forces...................................................................................................................15
Buyers' bargaining power......................................................................................................15
Threat of new entrants...........................................................................................................15
Suppliers' bargaining power..................................................................................................15
Degree of rivalry....................................................................................................................15
Threat of substitutes...............................................................................................................15
1.4 Why is HRIS necessary?.........................................................................................................16
Effective in terms of virtual activities...................................................................................16
Effective due to less physical appearance.............................................................................17
Satisfaction due to self-access...............................................................................................17
Reduce costs in some HR-related fields................................................................................17
Improve accuracy...................................................................................................................17
Less chance of human error...................................................................................................18
Flexible in collective bargaining process..............................................................................18
Flexible HR audit...................................................................................................................18
Automatic reminders.............................................................................................................18
2. Action Plan................................................................................................................................18
2.1 Organizational Activities.....................................................................................................19
Finance Department...................................................................................................................19
Human Resource Department....................................................................................................19
Marketing Department...............................................................................................................19
Operations Department..............................................................................................................19

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 Sales and Service Department...................................................................................................20
Planning.....................................................................................................................................20
Goals......................................................................................................................................20
Manpower gaps......................................................................................................................21
Forecasting manpower demand and supply...........................................................................21
Controlling.................................................................................................................................21
Discipline...............................................................................................................................21
Attendance.............................................................................................................................22
Employee Tracker..................................................................................................................22
Staffing......................................................................................................................................22
Employees Recruitment and Selection..................................................................................23
Training..................................................................................................................................23
Budgeting...................................................................................................................................23
Payroll........................................................................................................................................23
Employee grievances.............................................................................................................24
Travel Cost.............................................................................................................................24
Performance management.........................................................................................................24
Performance Appraisal..........................................................................................................24
Succession Planning..................................................................................................................25
2.2 System Design.........................................................................................................................25
Planning.....................................................................................................................................25
Goals......................................................................................................................................25
Manpower gaps......................................................................................................................26
Forecasting manpower demand and supply...........................................................................26
Controlling.................................................................................................................................26
Discipline...............................................................................................................................27
Attendance.............................................................................................................................27
Employee tracking.................................................................................................................28
Clock-in/Clock-out................................................................................................................28
Pay policies and overtime......................................................................................................28
Timesheets.............................................................................................................................28
STAFFING................................................................................................................................29
Employee recruitment............................................................................................................29
Employee selection................................................................................................................29

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 Content library.......................................................................................................................30
Attendee tracking...................................................................................................................30
Employee evaluation.............................................................................................................30
BUDGETING............................................................................................................................30
Pay run...................................................................................................................................31
Pay run report........................................................................................................................31
Payroll management..................................................................................................................32
Performance appraisal...........................................................................................................32
Appraisal list..........................................................................................................................32
Appraisal cycle..........................................................................................................................33
Competency profile...............................................................................................................33
Talent management................................................................................................................33
Individual development plans................................................................................................34
9 Box matrix..........................................................................................................................34
2.3 Organizational Workflow........................................................................................................34
Recruitment and selection workflow.........................................................................................35
Job vacancy............................................................................................................................35
Job advertisement..................................................................................................................35
Job description.......................................................................................................................36
Candidate selection....................................................................................................................36
Screening candidates.............................................................................................................37
Shortlisting candidates...........................................................................................................37
Interviewing candidates.............................................................................................................37
Decision making........................................................................................................................38
Employee personal information.............................................................................................38
Employee employment information......................................................................................38
Performance appraisal workflow...............................................................................................38
Selecting appraisal method........................................................................................................39
360 Degree appraisal.............................................................................................................39
Graphical rating scale............................................................................................................39
Management by objectives (MBO).......................................................................................39
Behaviorally anchored rating scale........................................................................................40
Selecting evaluators...................................................................................................................40
Evaluation form.....................................................................................................................40

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 Final result.................................................................................................................................41
Training and development.........................................................................................................41
Payroll management workflow..................................................................................................41
Input from Client...................................................................................................................42
Check past employee data.....................................................................................................42
Salary history.........................................................................................................................42
Initiate payroll process...............................................................................................................43
Payroll runs............................................................................................................................43
Client approval.......................................................................................................................43
Salary payslips...........................................................................................................................43
Salary to bank payment.............................................................................................................43
3. Implementation and Usage........................................................................................................44
The HRIS Dashboard.................................................................................................................44
The HRIS Inbox.........................................................................................................................46
Recruitment................................................................................................................................48
Employee Directory:..................................................................................................................52
TIME-OFF.................................................................................................................................58
REPORTS..................................................................................................................................62
The settings page.......................................................................................................................64
Job Requisition Process.............................................................................................................75
The hiring process......................................................................................................................78
4. Implication and Conclusion.......................................................................................................81
Limitation of our HRIS system..................................................................................................81
4.2 Recommendations....................................................................................................................82
4.3 Conclusion...............................................................................................................................83
5.0 References................................................................................................................................84

Letter Of Transmittal
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Date: August 30, 2021.

Dr. Ikramul Hasan

Faculty,
Department of HRM, School of Business,
Independent University, Bangladesh Dhaka.

Subject: Submission of the final project report on HRIS system development based on a startup
company.

Dear Sir,

With immense pleasure and satisfaction, we can submit the report assigned to me under your
guidance and instruction on the Submission of the information regarding HRIS system
development and implementation based on a startup company. The report is an essential part of
this course, and we have tried to deliver our utmost diligence and satisfactory provision of
information in its completion.

We'd want to express our heartfelt thanks and say thank you for providing us with such a
valuable learning experience. We have put in our best efforts to make this report as accurate and
helpful as possible. We appreciate your time and attention in evaluating it.

Sincerely,
Nafees Hasan Chowdhury and Group.

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 Acknowledgement

A work is never a work of an individual. We owe a gratitude towards those people who
supported us in many ways. Without great support of our respected faculty Dr. Ikramul Hasan, it
would not be possible to write this case study report. He has always been very responsive in
providing necessary information, and without their generous support the report would lack in
accurate information on current developments.

Executive Summary

The primary focus of our report was on human resources management, including its operations
and information system. MARKETEX's HR department requires HRIS software that interacts
with HR operations and information technology since the company promotes technology in the
workplace. Consequently, HR personnel creates FreshTeam HRIS software to boost their
productivity, dependability, efficiency, and goals. The HR activities are divided into phases
depending on our operations. The working process is managed by the FreshTeam HRIS
software, which is built around each activity.

Furthermore, we used FreshTeam HRIS to assess and evaluate the workplace of several critical
HR operations. The decision-making process for diverse tasks such as recruiting and selection
involves eight phases, all of which are completed using our FreshTeam HRIS software. The final
choice in a performance evaluation comprises four phases, all of which are included in the
FreshTeam HRIS software. The payroll system follows all of the workflow procedures defined in
the FreshTeam HRIS software. We established the essential procedures and rules for utilizing the
program and how MARKETEX uses it by offering the possible direction, rationale, and policies
surrounding the system after assessing and evaluating HR operations using FreshTeam HRIS. By
the end of our study, we had highlighted the consequences of FreshTeam HRIS, such as expense,
illegal access, a lack of expertise, and specialization, and had suggested viable ways to address
these issues.

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 1.0 Introduction

Digital marketing is booming in today's society. It has changed the way businesses sell and
promote their products on digital platforms, and the trend is only becoming quicker. In today's
environment, digital marketing is mainly an internet marketing technique employed by many
businesses. It is the practice of marketing or advertising items using social media platforms,
websites, emails, and other means. The need for an E-commerce company in Bangladesh has
increased considerably after Covid 19. As a result, many firms are converting to E-commerce as
Bangladesh's need for the internet proliferates. Consequently, MARKETEX can contribute to the
E-commerce sector; as a result, MARKETEX's birth made it more competitive in the advertising
market.

1.1 Company Overview

MARKETEX is the name of our firm. It is a new company founded in 2019 and is a full-service
independent advertising firm specializing in new media/digital media in Chattagram,
Bangladesh. The company places a strong emphasis on digital marketing; as a result, our
company's service offers a variety of marketing platforms, such as promoting and advertising
various businesses via digital platforms. MARKETEX is owned by seven individuals from
various backgrounds and has seven distinct significant positions inside the company. Since this is
the realm of technology and the internet, these seven people are responsible for all of the
organization's operations.

Consequently, all work procedures are handled by a software system by various individuals who
are experts in their specialties. MARKETEX's service is primarily targeted towards freelancers.
Freelancers are indirectly associated with MARKETEX since they will be directly connected to
our clients based on various requirements and desires. Our clients will receive a service that
comprises several marketing procedures in the E-commerce business, which freelancers will

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provide. As a result, freelancers play a significant part in MARKETEX, and the qualities of
freelancers are vital in the long term if the firm succeeds.

Our Mission
To provide the best paperless marketing solution and deliver the WOW factor through our
services.

Our Vision
MARKETEX was planned with a dream. A dream is to work with cutting-edge procedures and
techniques to improve your essence on the web and build your reputation.

1.2 Our Service

MARKETEX is a full-service creative firm that brings together strategy, branding, design,
advertising, digital, and events to help businesses achieve a more substantial presence in the
marketplace. We are here to build, develop, and manage brands that leave a lasting impact on the
people who matter to our clients. We work with businesses of all sizes to help them gain greater
visibility, drive more traffic, and increase their commercial success. We provide the following
preparatory services:

Search engine optimization services

MARKETEX claims to deliver high-quality SEO services at a cheap cost. We have a committed
team of professionals with vast expertise and understanding in the relevant industry to deliver the
finest digital marketing services our clients' inexpensive SEO plan:

Customized SEO plans

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For clients with specific online business demands, we provide bespoke SEO programs in
addition to our standard SEO services. Our low-cost search engine optimization programs all
follow the same set of rules. We will develop active SEO strategies for various clients, from
small companies to huge organizations. Brands and organizations can view how their website is
performing with our comprehensive, custom-made SEO reports. It also helps improve continuing
SEO services by keeping track of efforts that result in better and faster outcomes.

24/7 SEO services support availability

MARKETEX ensures that our SEO specialists are ready to answer any questions about our SEO
services and plans 24 hours a day, 7 days a week. Clients may also contact us by phone or email,
and we will react quickly so that our clients do not hesitate to approach us.

Web design & development

MARKETEX is a strategic website development firm that provides online design and
development services that are labor-intensive. We understand the client and their needs in order
to determine the required quality in the final output. As a result, our web design and development
capabilities are as follows:

Mobile-friendly solutions

A company's success is mainly dependent on its website. An out-of-date website, on the other
hand, misses a potential consumer. As a result, the businesses require a website redesign to keep
their sites mobile and SEO-friendly. To create leads and increase traffic, we upgrade and
optimize our Client's SEO-ready website.

E-Commerce web solutions

To assist our clients in achieving their e-commerce objectives, we provide digital shopping
experiences and robust digital marketing strategies.

Redesigning websites

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MARKETEX thinks that revamping a website entails much more than simply altering the
aesthetics and rearranging the elements. Instead, the focus is on improving the website's usability
and accessibility.

Social media marketing

We have assembled the right team to fully harness the power of social media to promote brands
and enterprises through low-cost brand awareness, engagement, and loyalty. We perform the
social media marketing approach in three steps at MARKETEX:

Social media profile creation & optimization

First and foremost, we create an online presence for their consumers on almost every active
social media or social networking site relevant to their online handle/business.

Social media content creation

Our social media content development services encompass everything from concept generation
to creation to conversion.

Facebook, Instagram, YouTube & LinkedIn Advertising Campaigns

Advertisers may reach the correct target demographic cheaply by running ads on social media
platforms like Facebook, Instagram, YouTube, and LinkedIn.

Brand publishing
A business must appear to be thriving and develop a relationship with its audience. Everything
we do for our customers aims to make their product, service, and, most importantly, their
business stands out from the competition. We have devised an online brand-building strategy that
aids in the transformation of our client's internet presence into a brand.

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Video production
Videos are the latest rage in advertising and internet marketing. Producing a video is challenging
but making one that stands out is much more difficult. MARKETEX is unusual because it offers
film and animation, adding a new level to corporate video creation. Every action we take starts
with a strategy. The strategy is as follows:

Video ideation & strategy

We acquire a more profound knowledge of the brand, its goals, and requirements during the
Ideation stage. Following that, we create one-of-a-kind, high-converting business procedures,
and animated movies.

Content writing
We aim to be one of Bangladesh's top content writing businesses, with a lovely staff of seasoned
writers that can offer valuable material for our client's websites, as stated in our company's
purpose and vision. We are presently offering article writing services to help us achieve that aim.
The following are some of our most extraordinary services:

Social media content creation

We have put up a temporary team to post relevant material to our client's social media pages
(Facebook, Twitter, Linked In, Google Plus, and so on) regularly to keep their audience
interested.

Proof-reading

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We have a team of editors working for us temporarily. When editing and proofreading their
works, our editors take great care to guarantee that the author's intended intent is retained. We
also guarantee the security and privacy of their information.

1.3 Potential competitors

Everything is available in the internet world, from locating home tutors for children to haircut
services, laundry services, domestic help, and information on CNG auto-rickshaw trips. The
industry's growth is highly promising, with over 47.61 million internet users in Bangladesh in
January 2021, a rise of 7.7 million (+19%) between 2020 and 2021. In January 2021, there were
45 million users of social media platforms in Bangladesh. Between 2020 and 2021, the number
of people using social media in Bangladesh rose by nine million (+25%). (Markedium, 2021).
Although there are numerous digital marketing companies in Bangladesh, the following are the
most significant competitors:

Digital vast

They are a digital marketing firm that was established in 2014. After noticing a significant
knowledge gap in internet marketing and a lack of openness, resources, and experience among
our industry peers, they founded the firm. They seek to close the gap by bringing more
Bangladeshi businesses online and opening up new marketing channels.

Magnito digital

With a workforce of over 90 employees, they are Bangladesh's largest digital agency. They are
well-known for their distinctive corporate culture. Their skills and expertise enable them to
provide services. They are the go-to agency for managing digital goods and services, having
already established top brands in the digital sector.

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Notion hive

They are a full-service creative firm with a digital focus. To help you remain ahead of the
competition, they mix strategy, marketing, design, and technology. As a result, they have
established themselves as one of the region's pioneering agencies. Their responsive and creative
structures and processes are made possible by their flexible and design-led structures and
processes.

Webable digital

They are a marketing communications and technology firm that focuses on making an impact.
They use creativity, innovation, strategy, and craft to assist customers in overcoming business
challenges. They believe in data-driven creative techniques that measure the effect of work to
optimize return on investment.

Analyzen Bangladesh

Anazlyzen has developed from a local digital-first marketing business to a multi-country

presence that combines strategy, analytics, creativity, technology, media, and experience to
generate significant communication innovation.

1.3 Porter's five forces

Buyers' bargaining power

Because of the growing number of options in the digital marketing sector, clients' bargaining
power is expanding. Aside from that, clients have all of the necessary knowledge to negotiate
successfully. Several digital marketing firms in Bangladesh provide their services at various
costs. Recently, several well-known organizations have begun to offer services at reduced rates.

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Threat of new entrants

It is comparatively simpler to enter the digital marketing sector quickly, and an easy entry
indicates that our firm will confront more competition over time. This aspect reduces our
company's clout in the industry, opening the door for other businesses to offer us the same
services.

Suppliers' bargaining power

Supplier negotiating power is relatively low in the digital marketing sector since suppliers are
influenced by competition. Because there are numerous providers, customers must weigh their
alternatives to determine which is the best. Because there are so many suppliers, there are so
many options; our firm has less power to start in the market.

Degree of rivalry

In Bangladesh, the competition among current digital marketing companies is fierce. The digital
marketing business is dynamic by nature, with novel services and customer tastes constantly
changing. These are the most prevalent causes. Customers frequently convert to lower-cost
customized packages, which offer more value to their requirements.

Threat of substitutes

Substitute items can always be detrimental to your company's strength. You could be the only
firm in the region that sells a particular product, but another company sells a similar product that
does the same purpose. Many organizations can supply replacement services that will complete
the task, significantly influencing our firm's power. Not only are organizations that provide the
same service a danger, but so are agencies that provide a more cost-effective alternative.

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 1.4 Why is HRIS necessary?

A software system that combines HR activities with information technology is a human

resources information system (HRIS). As a result, it encompasses all HR functions, which will
be carried out via software. Technology is the most critical business in today's globe. Seven
members primarily carry out the operations of MARKETEX. As a result, each member has a
specialty in one or more fields.

Consequently, as HR head, one person is involved in all HR operations at MARKETEX,

together with three full-time HR workers. As a result, HRIS plays a critical role in enabling and
simplifying the work process for those employees. MARKETEX also offers digital marketing
services with the assistance of freelancers. As a result, it is essential to keep track of diverse
freelancers' information and data, including payroll, performance evaluation, termination, virtual
training, and other HR activities. HRIS will have a significant impact on MARKETEX since all
work procedures will become more flexible and methodical. As a result of utilizing the HRIS
software, MARKETEX will reap several benefits.

Effective in terms of virtual activities

In terms of virtual activities, the HRIS system has a significant influence. Employees at
MARKETEX, like many other companies, have been working from home since Covid 19. As a
result, HRIS software is critical since all HR-related activities can be completed from home,
convenient for MARKETEX HR personnel. Recruitment and selection, for example, are carried
out physically, but in the event of a pandemic, the procedure is carried out digitally. As a result
of the HRIS system, it is far more versatile.

Effective due to less physical appearance

Since MARKETEX delivers services in the digital realm, direct communication and physical
appearance between various stakeholders are less critical. As a result, MARKETEX is required

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to keep track of data and information related to technical tools. As a result, the HRIS system is
critical for MARKETEX's HR department in the working process.

Satisfaction due to self-access

Full-time workers, contractual employees, and freelancers make up MARKETEX. As a result,
MARKETEX workers will have access to the HRIS system for purposes such as remuneration,
performance assessment, talent management, and training. Consequently, there is more
flexibility and minor complication because people may participate in these activities whenever
and wherever they choose. As a result, this self-access provides them a sense of accomplishment
in their work.

Reduce costs in some HR-related fields

Because of the advancement of HRIS software, freelancers now have a lower physical presence
in organizations. As a result, the expenses of data storage in the HR department will be reduced
since various operations, such as selection and training, may be done through the HRIS system.
For example, informal learning may be done using the HRIS system to teach freelancers.
MARKETEX HR professionals may give various case studies or virtual communication via
which various freelancers can be taught.

Improve accuracy

The creation of the HRIS system will boost MARKETEX HR operations since they will be
carried out through software. The HR department will be more effective as a result of this.

Less chance of human error

Because one HR person will be in charge of all MARKETEX activities. As a result, there is a
high risk of human mistakes in the system. However, with an HRIS system in place, there will be
less human error.

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Flexible in collective bargaining process

HRIS software can give up-to-date, relevant, essential information, facts, and numbers to aid
collective bargaining. As a result, if any disagreements develop between employees and
MARKETEX, HR will provide information and statistics flexibly.

Flexible HR audit

An HR audit is a comprehensive examination of MARKETEX's HR policies and procedures. As

a result of this audit, HR professionals will enhance the areas that need to be addressed. As a
result of the HRIS system's assistance, MARKETEX will conduct an HR audit flexibly and
methodically, as HR employees will efficiently conduct the internal audit.

Automatic reminders

Creating the HRIS system will automatically keep HR employees informed about MARKETEX
events and activities. As a result, the situation will become more dynamic.

2. Action Plan

2.1 Organizational Activities

MARKETEX is divided into five departments. Finance, Marketing, Human Resources, Sales and
Services, and Operations are the departments involved. Because all departments have special
activities, the organization's actions are coordinated and communicated amongst them.

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Finance Department

The finance section is the most significant element of MARKETEX. It entails a variety of
MARKETEX financial services and financial transactions, and because it delivers a large
number of MARKETEX outcomes, personnel in this department are given utmost attention.
Employees in the Finance Department do ratio analysis, financial statements, cash flows, and
financial budgeting.

Human Resource Department

This department places a greater emphasis on workers than on clients. MARKETEX employs a
total of four human resources professionals. As a result, their primary responsibility is to pay
attention to workers, performance evaluations, mental and physical health, and other connected
concerns.

Marketing Department
This section is in charge of attracting and growing new clients for MARKETEX. Because
Bangladesh's e-commerce sector is expanding, the department must develop new concepts and
advertising tactics to attract customers. As a result, marketing research, promotion creation,
defining the target market and segmentation, and establishing a plan to recruit appealing
freelancers all fall under the marketing department's purview.

Operations Department
This department is in charge of managing, maintaining, and interacting with MARKETEX staff
and freelancers who work with the company's clients and customers. They generally provide
suitable instructions, innovative ideas, participate in the working process, and make decisions to
make the service an effective and efficient method to please the clients; hence, it is crucial.

Sales and Service Department

This section is responsible for all of MARKETEX's sales and services. This department handles
all sales, stores sales data, conducts sales analyses, and makes sales decisions. On the other hand,
because MARKETEX provides marketing services to various businesses, this is a department

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that will handle and maintain the services they provide and make decisions and maintain good
communication with workers and freelancers.

MARKETEX's administrative responsibilities are nearly identical to those of other digital

marketing companies. We will discuss the procedure connected to our HRM department and our
HRIS system because our project is based on the IHRS. Planning, Controlling, Staffing,
Budgeting, and Performance Management are all organizational tasks in our HRM department.
There are numerous sub-activities in each activity. Below our primary HR operations, we can see
all of the sub-activities.

Planning
The primary focus of the planning is on how the working process will be organized. Because the
majority of the operations are managed using FreshTeam HRIS's HRIS software, planning will
provide them with direction. As a consequence, they will be able to plan and work according to
the software.

Goals
Goals are mostly MARKETEX's ambitions and goals, which they want to accomplish in the long
run. As a result, MARKETEX's HR department generally monitors its actions under the agency's
objectives. Consequently, the agency's aim is entered into the FreshTeam HRIS software, and
that goal guides the working process.

Manpower gaps
MARKETEX HR experts carry out the study of manpower gaps to determine the net HR
requirements. This is done using their FreshTeam HRIS software, which identifies manpower
gaps based on workforce and workload deficits and surpluses.

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Forecasting manpower demand and supply
HR personnel must forecast the number of freelancers and employees required for MARKETEX
in the long run; thus, forecasting is crucial. As a result, FreshTeam HRIS software is used to
complete the procedure. To identify the future workforce, MARKETEX employs quantitative
analysis, such as regression analysis, a mathematical technique used to link the staffing.

Controlling
The most difficult duty for MARKETEX HR personnel is controlling the agency's costs. This
department has many expenses since it deals with payroll, training, and recruiting, all expensive.
As a result, the activities are directed and controlled by FreshTeam HRIS software, allowing
greater flexibility and precision.

Discipline
It includes MARKETEX's rules, regulations, and ethics, which are kept in the FreshTeam HRIS
software; as a result, workers may access the program and follow the guidelines and instructions
provided by MARKETEX's HR professionals and preserved in the agency.

Attendance
Employee attendance is the day-to-day activity of HR staff to ensure that workers who work
internally in the agency have good attendance records. Because the majority of its employees are
freelancers, the organization's 30 employees must be present. Employees may access and give
their attendance using the FreshTeam HRIS software, and the system will automatically record
the data.

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Employee Tracker
In the long term, MARKETEX's HR employees employed HRIS as an employee tracker.
Because this app is necessary to track field personnel, MARKETEX currently has employees
operating in the fields, but their actions are managed by FreshTeam HRIS software. As a
consequence, the tracking system is placed on software that every HR employee is familiar with.

Staffing
MARKETEX's staffing is a crucial HR activity since it involves recruiting workers based on
their knowledge, skills, and capacities. The staffing paradigm in which HR personnel practices
are aligned with the needs of the organization. Future jobs refer to the organization's planning
ahead of time for the employee's work assignments after the first employment. So, it is all about
long-term compatibility. The optimal staffing model for MARKETEX is a person-organization
fit. Because MARKETEX is a small company, they value organizational behavior. Their
employees are required to perform multiple tasks and are constantly assigned new job
responsibilities. More importantly, their job requires technology, and because technology is
rapidly evolving, their future job responsibilities will be allocated based on that, so employees
must be able to think long-term. As a result, this model will provide a clear picture of the
available position, and individuals must possess the necessary knowledge and skills. As a result,
the staffing model's data is neatly organized in FreshTeam HRIS software.

Employees Recruitment and Selection

Employee recruitment and selection are among the most challenging duties, but thanks to
FreshTeam HRIS software, MARKETEX HR workers have much flexibility. Job vacancy, job
advertisement, candidate selection, screening and shortlisting, interview, and final decision are
all part of the process. The task is time-consuming and costly, but thanks to FreshTeam HRIS
software, HR staff can conduct interviews, select candidates, and screen them in a timely and
cost-effective manner. External recruiting, such as ads in newspapers and social media to attract

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candidates and employee recommendations, is the most common hiring method, implying that
workers favor passive job searchers.

Training
Employee training primarily focuses on teaching and improving information, skills, and
capacities. Because most of MARKETEX's employers are freelancers, they are taught through
off-the-job training, such as FreshTeam HRIS software training. Furthermore, MARKETEX HR
professionals provide freelancers with a variety of lectures and informal learning opportunities.
On the other hand, they receive on-the-job training; as a result, they are physically trained, but
the FreshTeam HRIS software plays a vital part in the training process because most of it is
completed online.

Budgeting
The MARKETEX is divided into five divisions, each with its budget. As a result, the H
department's budget is well-drafted on their FreshTeam HRIS software, making cost-based
choices.

Payroll
Payroll is the process of calculating and disbursing MARKETEX's pay and taxes. Input from the
Client, checking prior employee data and initiating the payroll process, salary payslips, and
salary to bank payment are all part of the payroll process. The payroll system at MARKETEX is
well-functioning thanks to FreshTeam HRIS software, which automates the process and makes it
more flexible.

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Employee grievances
Employees at MARKETEX may have a variety of grievances and claims. As a result, it is HR's
job to meet their requirements and desires; as a result, the claims of various workers are met
through the use of FreshTeam HRIS software.

Travel Cost
Travel expenses are primarily assigned to MARKETEX field personnel. However, because there
are no field employee activities shortly, this allocation is not budgeted. MARKETEX HR staff,
on the other hand, are well aware of this activity, and the FreshTeam HRIS software system is
well-suited to trip expense estimates.

Performance management
Performance management (PM) is the method through which MARKETEX's HR department
measures, manages, and develops the performance of its workers. Performance management is
made up of three steps: plan, act, and review; as a result, FreshTeam HRIS software is used to
manage performance. The program is used to create objectives, implement, and carry out those
objectives, measure progress, and review them.

Performance Appraisal
Employees will be evaluated on their performance and contributions through the performance
appraisal process. As the process entails selecting assessment techniques such as 360° appraisal,
Management by Objective (MBO), and so on, MARKETEX HR uses the FreshTeam HRIS
software. Then there is evaluation selection, evaluation form, and the final result, all of which are
used to assess and compare employees.

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Succession Planning
The technique of elevating an employee to a high position and management is known as
succession planning. This necessitates long-term planning since MARKETEX's HR department
is in charge of growing that person's KSA (knowledge, skills, and abilities) through FreshTeam
HRIS software, where HR will design plans and different training for that employee.

2.2 System Design

By assisting our human resource department in anticipating and cultivating the talents that are
most important to our company, as well as providing our company with the best staffing mix in
terms of available skill sets and personnel numbers, FreshTeam HRISM will enable our
company, MARKETEX, to meet its current and potential talent needs. Proper planning also lays
the path for MARKETEX's future development by establishing a talent pool to fill leadership
roles.

Planning
Setting goals, detecting manpower gaps, forecasting manpower demand and supply are all part of
the planning process.

Goals
When done effectively, goal planning may assist increase employee engagement while also
boosting efficiency. Goal setting may be aided by FreshTeam HRISM in various ways, including
making it simpler to establish objectives and providing tools to assist employees in achieving
them. For example, we may use FreshTeam HRISM to track the projects that our workers are
working on, and their tasks and time spent on them. We could utilize this information to figure
out which tasks take the longest for them. This would assist both us and the employees in
determining the source of their difficulties. We can utilize the information from FreshTeam
HRISM to crunch the statistics once we receive it.

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Manpower gaps
Determining the demand for and supply of human resources and balancing the two to detect
shortages and surpluses of both kind and quantity is essential for the planning process. It will
enable HR to evaluate whether there is a scenario of overstaffing or understaffing. Recruitment
refers to the process of identifying, interviewing, and hiring the best and most qualified
individuals for a job vacancy, as well as encouraging people to apply for employment inside a
company. It is a comprehensive procedure that begins with establishing its employment
requirements and concludes with the employee's introduction to the business. As a result, the
initial step in this procedure is to find existing openings at MARKETEX, and the entire process
is made simple by FreshTeam HRISM.

Forecasting manpower demand and supply

After evaluating demand and supply, personnel gaps may be appropriately identified. A shortage
arises when demand for human capital exceeds availability, forcing the employment of
additional applicants. We need options like the Leave List to fill manpower gaps. The 'leave list'
function in FreshTeam HRISM provides a complete leave list that helps the user determine if the
employee is meeting the leave type's eligibility requirements and keeping track of his or her
leave balance.

Controlling
In MARKETEX, controlling is a crucial role of HR. Control entails ensuring that everything is
done according to the plan, directions, and established principles in an enterprise. In this
approach, we are controlling serves as a measuring and corrective tool. We evaluate performance
concerning the objectives and plan through control. Discipline, Attendance, and Employee
Tracker, to mention a few, are all part of the regulating phase.

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Discipline
Employees will learn to act appropriately and constrained while adhering to MARKETEX
standards, which will aid in the implementation of proper disciplinary procedures. Employee
compliance must be maintained by human resource management professionals immediately
addressing any breaches or wrongdoing in the workplace. With FreshTeam HRISM's Employee
Discipline Management Software, MARKETEX's HR Professionals can easily monitor and
maintain all disciplinary cases and actions. It streamlines and simplifies the reporting process.
This technology assists our Human Resource team track all stages of an employee disciplinary
case and digitally record and track all actions taken in the case. Consequently, we can construct,
monitor, and choose the appropriate course of action for each instance, whether a verbal or
written warning, suspension, or termination. It is challenging to deal with employee misbehavior,
but FreshTeam HRISM's integrated Employee Discipline Management Solution makes it a lot
easier.

Attendance
A company's system for tracking and documenting all elements of its workers may be entirely
functional. It could, however, have trouble submitting statistics about attendance. Many
companies would be unable to upload all of the data for a given timeframe at once through their
systems. For example, a system may not enable a user to post a week's worth of attendance dates
at once; instead, the user must input dates for each day of the week one by one. MARKETEX's
Human Resource department does not have to be concerned about such difficulties because of
FreshTeam HRISM; they can quickly upload attendance data without difficulty. As our preferred
method, this functionality allows us to submit attendance data into the FreshTeam HRISM
system. Our employees can also use a biometric gadget to upload their attendance data.
Employee records, Employee sheets, approve attendance, and other choices are required to
complete the attendance procedure.

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Employee tracking
The method through which businesses maintain track of their employees' working hours is
known as time tracking. This project or job hour computation is then used to verify that
employees are appropriately rewarded. Time entries are not just for payroll; they are also a safe
way for managers to keep track of where their workers' time goes and how long it takes them to
accomplish tasks. The infrastructure is in place with FreshTeam HRISM to help our firm
flourish. Here are a few of the ways FreshTeam HRISM helps our firm manage our workers'
time:

Clock-in/Clock-out
We can have our employees clock in and out using the software, the mobile app, or hardware,
and everything will be tracked in FreshTeam HRISM. Furthermore, we will not have to worry
about employees contacting us about their working hours because their managers will change
them.

Pay policies and overtime

With FreshTeam HRISM, we can establish the pay policy, and the software will carry it out. For
example, we may define MARKETEX's policy on regular or weekly overtime maximum
numbers, and FreshTeam HRISM will keep track of it. We may also look at a pay-hours report to
evaluate how each employee is performing.

Timesheets
It might be challenging to keep track of our employees' time. It is like ensuring that no overtime
is paid out by mistake or knowing if your hourly staff are working or not. We will have complete
insight over employee clock-ins and clock-outs with Timesheets.

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STAFFING
Staffing tasks such as employee recruitment, screening, and selection are carried out inside a
firm or industry to fill job positions. A staffing department is responsible for all elements of
employment, including orientation, training, retention, and termination.

Employee recruitment
FreshTeam HRISM's Applicant Tracking/Recruiting module offers a comprehensive solution for
the whole recruiting process, from posting job vacancies to employing workers. Today, well-
known social networking sites have taken over the employment process. Using FreshTeam
HRISM's recruitment/applicant tracking tool, our HR department may employ applicants from
major social media networks like Facebook, Linked In, and Twitter. This attracts not just job
seekers but also professionals with relevant experience. Our job opportunities may be promoted
directly to the applicants we desire, saving time and effort for HR professionals in the selection
process. Let us pretend our firm is now seeking digital marketers. Hiring supervisors would have
to go through hundreds of applications. The resume archiving plug-in is a solution that enables
us to save new candidate data while only preserving the records that are necessary for the
system. Our HR staff may use the relevant keyword to find all of the resumes.

Employee selection
Candidate resumes can be retrieved directly from the search results in our HRIS system.
FreshTeam HRISM offers Virtual Interviews, which allows HR managers to schedule online
video interviews with potential employees, elevating recruiting to a new level of HR
administration. Virtual interviews help employers save time and money throughout the
employment process. Learning Management Software can be costly and time-consuming since
data does not always link to your HRIS. Employees will have access to a top-of-the-line training

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platform, and all critical data will be tracked automatically, thanks to FreshTeam HRISM's
Training module. Here are some of the advantages of FreshTeam HRISM that make it simple for
our firm to teach its employees:

Content library
HR training might get boring after a while. However, we can construct bespoke training courses
and add different sessions to them using the Content Library tool. It enables us to add any or all
employees while maintaining the option of making the course public or private.

Attendee tracking
It might be tough to provide HR and Onboarding training to every employee. Furthermore,
keeping track of who has attended all of the training sessions may be considerably more
challenging. On the other side, Attendee Tracking takes care of it for us.

Employee evaluation
Employee training may be time demanding to execute and determining how effective it is for the
staff can be challenging. It collects feedback from our staff so that we can continue to improve
that training.

BUDGETING
Payroll is one of the most critical aspects of human resource management. If payroll is
appropriately managed and accurate, employees will be paid on time, and essential deductions
will be made and reported to the appropriate locations. If payroll is not appropriately handled,
employees may leave or complain. FreshTeam HRISM can assist our organization inaccurately
and automatically managing payroll, resulting in compliance concerns being handled without

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thinking or extra effort. FreshTeam HRISM can assist in guarantee that reports are completed
accurately and on time, in addition to making deductions and timely payouts. FreshTeam
HRISM's payroll features include:

Pay run
The most frequent frequencies with Payroll Frequency Laws are monthly, semi-monthly,
biweekly, and weekly. Based on its equipment and personnel, each firm determines the optimum
payroll schedule. Payroll for FreshTeam HRISM allows us to set up automated pay schedules
depending on our preferred pay frequency. We may construct unique paydays for employees
from multiple locations and departments and different salary models using the FreshTeam
HRISM payroll system. Furthermore, payroll's increased flexibility allows us to reschedule
automatically at the optimum frequency without the need for user involvement.

Pay run report

A pay scale report is required by every business to measure performance and provide advantages
to its personnel. Payroll makes this simple by allowing you to check an individual employee's
pay scale, as well as the pay scales of all employees in a department, location, or other groups,
depending on their groupings. Then you may construct the Pay Run report with the employees
filtered based on the required circumstances by defining your fields. We recognize that dealing
with money is not our ideal job, but we also recognize that our HR department is in charge of
some employee expenses, such as trip requests and claims. That is where FreshTeam HRISM's
travel and cost tracker comes in helpful, allowing us to keep professional track of employee
spending. The following are some of the advantages:

 Employees will be able to enter their costs into the expense projects at any moment.
 Managers may keep track of their allocated cost initiatives with this tool.
 Administrators can access the program to see the current status of all expenditure projects
in the company.

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  Integration with our HRIS system allows users in the FreshTeam HRISM system to be
added to expenditure projects.

Payroll management

Performance appraisal
To optimize employee performance, it is essential to establish precise employee goals and then
analyze each employee's performance concerning those goals. FreshTeam HRISM may also aid
management in creating extremely successful performance assessments in order to improve
performance management. Performance Appraisal and Talent Management are two aspects of
the performance management phase. Performance assessments are established standards used to
evaluate an employee's work conduct and offer feedback. Employers may utilize an evaluation
technique to help with employee promotion, remuneration, or, in the worst-case situation,
termination decisions. Performance management software includes a performance evaluation
methodology, and these platforms are frequently used in tandem. Appraisal List, Appraisal
Cycles, and Competency Profile are required in our system for performance appraisal.

Appraisal list
Establishing a suitable assessment form and appointing evaluators is essential, but evaluators
must also evaluate the completed appraisal form and offer unbiased numeric scores. After getting
input and evaluations from the evaluators, employees may determine their actual production. A
business may be able to create appraisals, assign evaluators, and evaluate them. However, the
problem arises when consumers cannot evaluate many workers due to restrictions in their
existing system. FreshTeam HRISM now allows users to assess numerous workers quickly.
Employees who have been added as reviewers can assess the appraisal forms when generated
and activated. If another employee is being assessed, the user can utilize the appraisal list to
access this function.

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Appraisal cycle
An appraisal cycle is a predetermined period during which an employee's overall performance is
assessed. One year, six months, or three months is an expected assessment time. In most firms,
though, mid-year assessments are a common occurrence. Regardless of how long the assessment
cycle lasts, employees must make the most of it to demonstrate their talents. Creating several
evaluation cycles for a large number of employees is a typical issue that many businesses
confront. Using FreshTeam HRISM, our organization can now create a consistent evaluation
cycle for a large group of employees.

Competency profile
Competency profiling is a technique for identifying the unique skills, knowledge, attitudes, and
behaviors needed to perform a task, activity, or vocation. MARKETEX's ultimate objective is to
discover which abilities are critical to the organization's success. Some companies, however,
distinguish between competencies, which relate to desired human qualities and behaviors, and
competencies, which are the knowledge and skill necessary to enhance performance, when
classifying competencies. As a result, many businesses turn to competence profiles to generate
job descriptions in a fraction of the time it takes in the existing HR system.

Talent management
We need succession and development alternatives for talent management. In today's dynamic
global economy, succession management is crucial for firms to flourish. Our MARKETEX
minimizes risk by creating the talent we need to meet today's business goals at any cost while
also offering the insight and planning skills needed to support future development. Individual
Development Plans and the 9 Box Matrix will be used for succession and development.

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Individual development plans
Individual development planning is the process of creating an action plan for personal growth in
the context of a profession, education, or self-improvement that focuses on knowledge, beliefs,
introspection, goal setting, and planning. It is an agreement between an employee and their boss
that particular abilities should be developed or that overall performance should reach a certain
level within a specific time frame. MARKETEX benefits from individual development planning
(IDP) because it aligns employee training and development activities with our purpose, goals,
and objectives.

9 Box matrix
One of the most frequently used succession planning and workforce growth methodologies, the
talent bench analysis, expanded into the 9 Box Matrix. The 9 Box Matrix is a valuable talent
assessment approach for HR professionals and managers at all levels since it compares employee
performance to their potential. On a vertical and horizontal axis, managers collaborate to assign
each employee to one of nine kinds based on three degrees of success and three levels of
potential. Instead of using output as the axis, some firms utilize performance and engagement as
the lower axis.

2.3 Organizational Workflow

We need to connect the appropriate individuals with the right roles in order for our firm to be as
productive as possible. Mismatched employees are more likely to be absent, have a greater
turnover rate, and be less productive than adequately matched. As a result, determining what
occupations need to be done and what talents are required is the first stage in connecting
individuals to the proper employment (the job description and specifications). This is why we
have started by showing our design workflows and, as a result, job opportunities inside our
company.

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We focused on our organization's three essential and core procedures because we are a startup.
Because each action is interconnected, the entire system is reliant on these functions.

Recruitment and selection workflow

It all starts with a job opening, followed by Job Advertisement, Candidate Selection, Shortlisting,
Interview, and Decision Making. There are numerous multi-functions in each of the functions.

Job vacancy

Workflows essentially allow businesses to construct a set of jobs, which are subsequently
performed in various configurations by businesses like MARKETEX. Identification is the first
step in the primary procedure. The essential step begins when someone within the company sees
a vacancy. Submitting a requisition after determining the personnel gap is one of the main tasks.
We are always in need of freelancers, and we use this approach to address both the skill and
personnel gaps.

Job advertisement
We specify the position and the budget once we approve the job requisition. It might be a brand-
new position or a replacement for a departing employee. After all the analysis is completed, the
results create a job description and work requirements.

Job description
For example, we require the services of a creative writing intern.

What he or she will do:

- Make a list of intriguing subjects that will appeal to teenagers.

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- Publish one article regularly.

- Curate viral-worthy material from all across the internet.

- Come up with new ways to present your articles.

The job description outlines the tasks, obligations, and responsibilities of a position. Then it
explains what is done, why it is done, where it is done, and how it is done in a nutshell.

Job specification

The job specification outlines the information, expertise, and abilities necessary to do a job
correctly instead of the job description, explaining the tasks to be completed. As an example,

They will require the following:

- The capacity to write in a simple manner

- Confidence in professionally writing articles (witty, sad, serious, candid)

- Knowledge of how to write articles in a lighthearted manner that will keep your buddy reading
until the finish.

Candidate selection
Candidate selection is equally as critical as the other steps listed. Screening and shortlisting
applicants are the two types of candidate selection methods.

Screening candidates
It entails going over job applicants' information and obtaining extra preliminary information to
see who deserves to be considered for the post. Then, before recruitment, the final screening
comprises a more in-depth look at the applicants who passed the initial screening, including
verifying references and doing background checks (by assessing their provided resumes/CVs).

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Shortlisting candidates
This procedure lowers the number of job applications to the number of staff the company needs.
In addition, MARKETEX shortlists applicants using a range of professional evaluations,
interviews, and surveys. We conduct background checks after individuals have been shortlisted
since these processes in the screening process can be time-consuming and costly. As a result, we
feel that narrowing the candidate pool before opting to utilize them is better.

Interviewing candidates

MARKETEX interviews at two levels. Our job interview process is a selection exam that
dialogue between shortlisted job seekers and company officials.

First

As a preliminary interview to see if the candidate meets the minimum requirements.

Secondly

As part of an in-depth interview with our recruiting manager, the candidate is a good match for
the position.

Decision making

After the recruiting process has generated a pool of qualified candidates, this procedure evaluates
which applicants are most likely to do well on the job and who should be dismissed. At
MARKETEX, we make hiring decisions after gathering all necessary information about job
seekers. MARKETEX follows these two stages after making an informed recruiting selection.

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Employee personal information
After the choice is made, HR enters all employees' information into the HRIS system, including
their personal information, login names, IDs, passwords, permissions, etc.

Employee employment information

This section contains the majority of the employment information for both HR and workers. This
information, such as when the candidates were employed, the job duration, benefits, direct
deposits, leave balances, and so on, is accessible to both HR and workers.

Performance appraisal workflow

After recruiting and selection, MARKETEX believes that practical performance assessments are
the basis of successful performance management.

The Select, the appraisal method step in our organization's Performance Appraisal workflow, is
followed by Evaluators Selection, Evaluation Form, and Final Results. Each of the functions has
many multi-functions as well.

Selecting appraisal method

The organization's aims determine the optimal evaluation technique or form. MARKETEX
wants to employ a range of strategies and kinds rather than relying just on one. However, the
following are the most common techniques of evaluation that we employ:

360 Degree appraisal

In certain situations, we use 360-degree feedback to broaden an employee's evaluation scope to
include everyone with whom he or she interacts. The 360-degree evaluation will provide us the
most accurate image of the individual and their professional achievement. When utilizing a 360-

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degree approach, however, a group of individuals must devote a significant amount of time
analyzing one individual.

Graphical rating scale

The visual rating scale form is perhaps the most commonly utilized during formal performance
assessments, but it may also help with growth decisions. Each employee's performance is simply
rated on a scale of exceptional, decent, average, reasonable, and terrible by our HR department.
On the spectrum, a number scale, such as 1 to 5, is frequently employed. Some of us just walk
down the list, reviewing the same ranking based on our preconceptions, regardless of actual
product outcomes.

Management by objectives (MBO)

MBO is not frequently employed as an organization's sole evaluation instrument. It is most
commonly utilized during the implementation phase of a performance evaluation based on
evaluative assessment. Even though individual employees will have distinct personal objectives,
making MBO more difficult and time-consuming than utilizing a standard assessment form, we
may still apply the MBO method for our employees provided we keep to the process and engage
them in it.

Behaviorally anchored rating scale

BARS reduces subjectivity by providing a thorough summary of performance for each grade
throughout the spectrum, rather than simply one phrase such as "great," "fine," or "acceptable,"
as visual rating scales provide. On the other hand, the visual rating scale may be used for various
activities, whereas BARS must be tailored to each work, requiring time, effort, and skill to
produce hundreds of different BARS kinds. As a result, we primarily rely on the graphic scale.

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Selecting evaluators
In this sense, we at MARKETEX are highly adaptable. Performance evaluations are conducted
in two ways: officially and systematically. We allow our employees to evaluate themselves
informally based on their jobs by giving a self-evaluation form that peers and supervisors may
fill out. On the other hand, subordinates and supervisors often conduct systematic evaluations to
identify employees' possibilities and career paths and current training and development
requirements.

Evaluation form
Creating a solid performance evaluation form is critical for our company's performance appraisal
program. It includes questions such as input on prior, current, and future performance objectives
and the criteria by which personnel is assessed.

Final result
This is the output, the final stage. The performance evaluation outcomes are classified as Good
and Bad based on the performance ratings of all workers for the time.

Good outcomes

Compensation and promotion choices are made by HR and the directors in order to achieve good
results.

Bad outcomes

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Termination is a result of poor performance. Terminating an employee is a serious matter at
MARKETEX, and it may only be done after discussing with HR and ensuring that the decision is
made impartially. Gross negligence or significant misbehavior are two more typical instances in
which we may fire personnel instantly. It is sometimes essential to take action in order to
preserve the corporate culture and environment.

Training and development

Employee performance assessments at MARKETEX are intended to give positive and practical
feedback that workers can utilize to grow and succeed in their careers. We identify training and
development requirements for our workers at all levels based on the feedback.

Payroll management workflow

The payroll management workflow at MARKETEX standardizes and centralizes standard
procedures to guarantee that they are provided consistently and effectively while also
considering our specific payroll requirements.

Check Past Employee Data, Initiate Past Payroll Process, Salary Pay Slips, and Salary to Bank
Payment are the phases that follow the client's data entry. There are numerous multi-functions in
each of the functions. According to our HR department, the most challenging management
position at MARKETEX is payroll. Consequently, we have worked hard to create a payroll
management system that's easy to use and will give our HR department confidence in processing
payroll.

Input from Client

Clients can manually enter each employee's payment details into our system once their job is
completed. As a result, it also saves us time. The system requires a set of credentials to
authenticate the personnel at this point. A username and password are often used for logging in

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to an employee's account. A login may also include other information, such as a PIN or a
password.

Check past employee data

Employee records in our HRIS system at MARKETEX are kept private. As a result, only the
employee, HR, and appropriate payroll employees have access to them. However, we made
copies of an employee's data available upon request from a current or former employee.

Salary history
The employee's rate of pay, as well as the gross and net amounts charged, as well as any
deductions from the gross sum, as well as the specifics of any incentive-based benefit, bonus,
loading, penalty rate, or other monetary allowance or separately identifiable entitlement paid, are
all included in the salary history.

Initiate payroll process

Running payroll and getting customer permission is the first stage in the payroll process.

Payroll runs
It takes less than a minute to run payroll with the system we created. Our payroll system
maintains track of when our employees' salaries are due. It will always correlate to a certain Pay
Period, which will be determined by our HR department when payroll is created.

Client approval
The payroll run is forwarded to the client for approval after it has been processed in the system.
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Salary payslips
MARKETEX guarantees that salary payslips are created and delivered to workers at the end of
each pay cycle. We make the wage slips available through employee self-service websites. It also
contains all of an employee's pay-related information, such as tax deductions, provident funds,
and insurance.

Salary to bank payment

Check payments are complex these days since they take so long to reach an employee's bank
account. MARKETEX uses automatic bank transfers to pay salaries.

In addition, we maintain track of each employee's bank transfer information. Furthermore, each
bank has its own excel format for interacting with HRIS.

HR signs into the account from which the transfer will be made and inputs the relevant
information into an excel spreadsheet.

The most acceptable payroll helpdesk method is provided by MARKETEX, which includes a
forum for fast inquiry management and resolution.

3. Implementation and Usage

The HRIS Dashboard

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 1

1. Add New: From “Add New” Tab, we can add employee, make job posting, Apply for
employee time off, And manage task.
2. Time off: Time off is known as leave. Here employer can access the time off tab quickly
and manage all the leave employees data.
3. Upcoming Time off: In upcoming time off, it will show the next employee who is eligible
for time off or applied for time off. So that employer can replace someone for this work,
for smooth operation.
4. Interviews for Me: Here it will show if there is anyone who was called for interview. In
this tab it will show the details of the candidates who is interested in the interview.
5. My Referrals: My Referrals tab shows if there is any candidate who was referred by any
current employee from the organization or a close friend or relative.

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 6

9
7

6. Celebration Corner: This tab will show birthdays of current employees who are employed
in the organization.
7. New Joinees: Here in this tab, it will show all the new recruited employees who has just
joined the organization.
8. Upcoming Holiday: This will notify the HR about the upcoming holidays, so that they
can make plan accordingly.
9. My Team’s Time Off: Here it notifies about who is on leave today and list of next 7 days
also.

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 12

10

11

10. Candidates Summary: Candidates summary tracks about the new candidates who has
applied for a particular job, has been communicated by HR and waiting for response from
the HR team.
11. Offer to hire highlights: Here it shows how many candidates were finalized by HR and
has accepted the offer to work for the organization.
12. My Open Task: It shows if there is any task which was on pending and needed to be
complete.

The HRIS Inbox

In this inbox we have two sections. Which are My inbox and Work inbox. And there has also
another option which is Add new. If I want to add new thing or any employee here so I can add
with this option. And also add job posting and apply time off.

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My Inbox:

In My inbox there has 5 options. These are:

All Updates, Time-off, Alerts, My Profile, Profile.

All Updates option basically gives updated me for any kind of update and new policy. When
there has any Time off or leave for me it shows on my inbox in Time Off sections. And it shows
alert to me when need any alerts in Alert section. Also, will get alert for various reasons. My
profile basically created to show about own profile. So that easily can check my profile and get
some personal information. In Profile there has some information about me which is related with
the company.

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 Recruitment

In the recruitment area we have three different sections. The recruit, conversations, and tasks

Recruit Tab

In Recruit as we can see, there are 4 sections. Jobs panel, Candidates, Talent pool and My referral.

1) Jobs Panel- This is where we can see Sample job posting and Job post button. We are
going to be able to see all the active jobs that we have currently. This can be sorted by
creation date, job title, last update, department, location, job type, ascending and
descending in the sorted drop-down menu.

In the Job post button, we can create a new job posting by clicking here and find job
posting templates according to whichever job post we are creating. We will fill out the
department, job type, job description and all the necessary requirements. Once it is

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 complete, we have to click on the “Publish” button to post the job ad and it will be then
posted to the website. Once the job is posted we can edit any details anytime.

2) Candidates- Here, we will find a list of candidates names and several other information
about their application. For example, what position they applied for, stages, owner, and
application date. We can also rate them using the rating bar at the right most of the row.
In all candidates drop down menu, we can find candidates of our own, all candidates, new
and unassigned, and email applicants. In the sort by drop down menu, we can sort
candidates by their first name, last name, applied date, last updated, job fitment rating and
job title.

3) Talent pool- In this section we have a list of shortlisted candidates with their respective
names, resume/ links, department they applied to, application date, and job fitment rating
(rating candidates according to how fit they are for the role). In the sort by menu here, we
can sort candidates by their first name, last name, application date, last updated and job
fitment rating. On the top right corner, we can click on the Add candidate button to add
a new candidate to the list.

4) My referrals- My referrals is basically a list of those candidates that are referred to us

and are thought to be qualified or best fit for the job. In this section, we have referrals,
job and status, referred date, last update and recruiter.

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 Conversation Tab

The Conversation tab is where all the messages and emails from candidates are stored. Here, as we can
see above, we have candidate conversations, message preview and rest of the inbox.

1) Candidate inbox- The emails from candidates that we own are stored here. Below that is
the other candidates in my job section where the emails from prospects are stored

2) Rest of inbox- This is the rest of the options from the conversations menu which includes
everything else, unread, draft, sent, scheduled and trash emails.

3) Message preview- This is basically a short preview of the emails in our inbox. It includes
a list of emails from all candidates, sorted by subject and description, and what they
applied for. By clicking on one of them, we will be able to view the whole email in the
sabe tab.

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 Tasks Tab

In the Tasks tab, we can create a to-do list and set reminders for ourselves to keep track of the work that is done
and that needs to be done. All our tasks can be organized here.

1) List of open tasks- This is a drop-down menu where we can sort our tasks by all tasks, pending
tasks, upcoming tasks, open tasks, in- progress tasks, completed tasks and created by me.

2) Add task/ Create new task- Clicking on either of these buttons will allow us to create or add a
new task to the list. A form will be presented to us where we can add a task name, description,
due date, time and set reminder, and then click save to find it with other tasks.

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Employee Directory:

Firstly, FreshTeam is a smart HR software for growing businesses. This enables to modernize
and keep an up-to date HR. It easily helps to manage the hiring processes, on boarding, time-off,
employee data, and HR workflows in one place.

In the employee directory section, we can see that all the relevant information of each employee
is securely stored. All employee data and files are protected.

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From the above picture we can see that, in each panel we can find the personal profiles of each
employee where they can access gets a personal account in the FreshTeam account where we can
assign roles for them followed by some other functions. Every employee added to the
organization where the employee portal gets a unique profile and FreshTeam account for
themselves where they can fill their information, update profile picture for people to find them
easily, apply time-off, find other employees, take up different roles like recruiter, manager, or
panel member etc.

It is quite easy to set up permissions and decide who can view or edit information about the
employees, prior to every information given about them. As part of the employee self-service
setup, we can set up the fields that are needed to be visible and editable for the employees. Also
setting up permissions can be done in such a way that only the employee’s HR partner or
manager can view or edit the information. Employee information can be easily visible.

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Right after they have a profile, they can fill in all the information that is granted access to them
by their HR Partner. Your employees can provide information starting from basic ones such as
name, date of birth to details such as previous employments, educational history, dependent
information, emergency contact, and social profiles links in simple steps,

We can also find an employee search

bar where we can easily look up for any
employee and check their details for
further validation in the workplace.

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There is an all-employees bar where we can choose any certain field to know about any
particular team or business unit. Under the team section we can find information about the
positions of employees along with their given contact information followed by their business
designation as sales representative, customer success, digital marketing, field sales, HR
operations, inbound sales, office administration, operations, and talent acquisition. There is a
business unit where we can find other information about each department. Employee statuses are
given that can be filtered as per the employee job.

Further information can be found in the sort by list of each employee in just one click under their
first name, last name, employee type, joining date, employee id in both ascending and

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descending orders. There is also a room for self-service where employees can attach documents,
provide data and information reducing errors and work on your HR folks.

FreshTeam can add an employee and update their reporting manager and required roles. Then
can, automatically add them as part of the org tree chart under the respective position. We can
also find a bar of Org Charts where automatically generated organizational charts will help us
with structure and information.

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Here, we can find some excellent employee database with org charts that are powerful as any org
charts software out there. To add more, organizational chart not only gives the position of an
employee but also provides essential information like email and phone number to perform quick
actions. This enables to find relevant information about the person we are looking for.

Employee information can be filtered with just one click on the filter option. Moreover, in the list
view we can click and find employee information such as their contact information,
team/business unit under their designation and the employee status. Employee statuses are stored
there along with their personal status in the work team. Files can be imported with just one ping
on the imported option that lets to upload important work files and create bulk updates.

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TIME-OFF

The TIME-OFF section contains all the information and details related to leave of absence, day
offs and holidays. Under the TIME-OFF section there are 3 options –

1. My Time Off
2. My Team
3. My company

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1. My Time Off includes the “Upcoming Holiday” calendar that shows all the upcoming
holidays. We can view all the possible upcoming holidays for the running year in the
calendar.

Right below the calendar, there is “Time Off Balances”, this section shows the balance
of optional holidays and days taken off the employees which is either earned or due to
sickness. It shows the availability and consumed day offs as well.

On the right side there is the “Time Off Trend” of the running year. This is a chart
showing the months and number of days for time offs. For example, on the month of July
there was a total of 7 days’ time off.

The right bottom of this section shows “Time Off requests” that shows all kinds of time
off requested by the employees either it has been earned or its due to sickness. Employees
can request for a time off by choosing the day in the calendar with a reason. Later the
request will be displayed in the Time off requests options. This section also shows which
requests have been approved, deleted, or pending.

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2. The “My Team” section is the detailed version of the My Time Off section where there is
individual profile of each employee with the time off details. It includes the team
calendar where we can choose to check each of the employees time off history as well as
pending requests. For example, in the above pictures, we can see how the employee
profiles are available and when we choose to view one, all the details (Time off balances,
Time off trend, etc.) is provided. Here, Corina Wille’s Time off profile is displayed with
her time of balances, trend, and requests. The employee profile can be edited anytime.

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 When an employee applies for a time off, the request is displayed in the Pending
Requests page. The HR can check the Time-off request and then approve or decline it.
The history will be shown either way.

3. The “My Team” section displays the entire Time off summary of all the employees that
we can view under the two types – Earned and Sick.

This page includes a type of table with all the employees names, the number of accrued
Time Off, approved, pending approvals and the balance left or available for each of the
employees. In this page the HR can check and adjust the balance for the employees.

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There is another Pending Request page next to the Time off summary where all the pending
requests are found just as the previous pages. The reason for applying the time off is mentioned
by the employees as well so the HR can decide if it’s valid for granting a leave.

REPORTS

The reports section is important as it contains all kinds of employee reports that can be
customized by creating charts, tables etc. This section displays the Analytics with the recent
reports viewed at the top. Then there is a list of all the reports which can be sorted by name, date,
ascending, descending order, etc. There are all kinds of reports in the list with information-
 Talent Pool – Trend of candidates added to the pool, Total Talent Pool grouped
by Department, Total Talent Pool grouped by tags, Total Talent Pool grouped by
source and Total Talent Pool grouped by Source category.
 Rejected Candidates – ‘Why are candidates rejected?’, ‘In which stage are
candidate rejected?’, Rejected candidate by source and Rejected candidates by
source category.
 Offer and Hires- Status of offers made in last 90 days, ‘Why are offers declined?’,
Offered candidates by source, offered candidates by source category, Hired
candidates by source and Hired candidates by source category.

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 Job Postings – Active job postings grouped by experience, Active job postings by
location, Active job postings by department, total job postings by status, Active
jobs by recruiter-Top 25, Active jobs by hiring manager-Top25.
 Interviews- Total interviews grouped by Interview type, Interview decisions in
last 1 month, Status of interviews scheduled last week, Total interviews by
interviewer, Interview decisions by interviewer and Interview duration.
 Employee Turnover and Retention- Employees by Tenure, Employees by location
and Tenure, Employees by department and tenure, Average Tenure by location
and Leavers by termination reason in last 90 days.
 Employee Profile- Total employees, Employees by employee type, Employees by
status, Employees grouped by age, Employees grouped by ethnicity and
Employees by gender.
 Employee Absence- Absence reason in last 60 days, People who are unavailable
today, Time offs in approval pending by location in this quarter and Average
number of absence days by location in this quarter.
 Employee-Organization Details- Employees by location, Employees by business
unit, Employees by department and sub department, Employees by team,
Employees by cost center and Employees by level.
 Candidate Sourcing – Trend of job applications, Trend of email applications
(emails to careers), Top 5 source categories of hired candidates, Top 5 source
categories of offered candidates, Top 5 sources of hired candidates, Total
candidates by source, Total candidates by source category, Candidates by sourced
vendor in last 6 months and Top 10 referring employees.
 Candidate Profile- Top 10 cities of candidates, Top 10 countries of candidates,
Top 10 degrees of candidates, Top 10 employers of candidates, Top 10 EEO
ethnicity of candidates and Top 10 EEO gender of candidates.
 Candidate Pipeline- Candidate funnel (all time), Average time spent by a
candidate in each stage, how many candidates were processed last week, how
many candidates were processed last month and Candidates by fitment rating.
 Additions and Terminations- Additions trend in last 12 months, Terminations
trend in last 12 months, Additions by location and department in last 30 days,

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 Termination by location and department in last 30 days and Employees serving
notice period.

All these reports are displayed in charts which can be customized and edited with unique
widgets. This report section is like an overview of all the important information about the
employee and recruitment system.

The settings page

Here is our Admin settings page of our HRIS. Basically, the person with the admin privilege can
view this page and modify the HRIS according to their needs.

First of all, we have the general setting part. Here are 5 different options available these are:
General, Productivity, Roles and Privileges, Account, Integrate with other Apps.

2.Productivit 3.Roles and

1.General y Privileges

5.Integrate with
other Apps
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4.Account
In General, there are other sub-sections these are:
Company: In the Company Section we can set up the basic company information’s. We can use
these settings to Change our company name, in which industry our company is in, upload our
logo, a custom favicon and even change URL of the HR portal to our own domain.

Locations: In here we can set our company locations. If we have a company with more than one
office? we can use "Locations" to store information about every office of our company and use it
across FreshTeam.

Departments: In this section we add any Department in our company or remove it. Departments
are the highest level of classification in the Organization structure. The sub-departments, teams
and business units are generally below the departments.

Sub Departments: Here we can add the sub-departments in our company.

Teams: Here we can add Teams in our company. Teams are the most granular Employee groups
structured on the basis of the Employee's primary job role. An Employee can be associated to a
Primary team and multiple additional teams from the profile.

Business Units: Here we can add any business unit if we have any.

Preferences: Every HR process is unique, and this section allows you to customize FreshTeam to
suit your HR process. The "General" section allows you to turn ON/turn OFF core modules of
the system. Here you can decide whether you want to manage Time Off, Employee Onboarding,
etc. Each setting in this section controls the general part of FreshTeam.

In productivity there are 2 sub-sections these are:

Email Notifications: Do you wish to send a warm and personalized acknowledgement email to
every candidate who applies to your company? Do you wish to send a policy guide to help any
employee who requests a transfer? Email notifications help you customize (almost) every email
that is sent from FreshTeam to candidates, employees, managers etc.

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Canned response: Do you find yourself frequently typing similar emails to different people?
With Canned responses, you can save such emails just once and reuse them wherever you want,
in just one click.

In roles and Privileges there is only one sub-section:

Manage Roles: By default, FreshTeam allows each actor like Recruiter, HR Partner, etc., to
perform specific actions in FreshTeam. This section allows you to customize that to suit your HR
process.

In Account there are 3 sub-sections these are:

Account: This is the primary contact information which we will use to contact you whenever we
need to get in touch with you regarding your FreshTeam account.

Plans and Billing: Here we can select our necessary plan and pay bill of our HRIS system.

Security: Do you want to allow access to your HR portal only from the work network? You can
setup IP whitelisting to allow employees to access your FreshTeam HR portal only from trusted
networks (like your work network).

In Integrate with Other apps section there are 2 sub-sections these are:

Integrations: Want to send calendar invites to candidates soon as you schedule an interview? We
have integrations that can integrate with your calendar. Want to keep your employee directory in
sync with your google/office 365 account? We have an integration for that too! FreshTeam can
work well with many of your existing tools to make recruitment and HR management a seamless
exercise for you. Each integration powers up a different set of workflows. For example,
1. The calendar integration shows you the availability of interviewers when you are trying to
schedule an interview.

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2. Calendar integration can also block the calendar of an employee when they are applying for
Time Off and decline events in that time period
3. Online assessment tools can be made part of your hiring workflow. You can enable the
integration and then configure it under Job Details>Hiring Process. This way, you can create a
hiring stage where FreshTeam automatically sends an online assessment to the candidate.

Apps: Here we can choose to integrate any apps available in our HRIS.

Then we have the Recruitment and Talent management Section in which there are 3 sections
these are: Job setup, Job publishing, Offer.

3.Offe
1.Job
r
Setup

2.Job
Publishin
g

In Job Setup there are 5 sub-sections these are:

Email: Do you have a careers email ID that candidates directly apply to (like
[email protected])? You can automatically bring those candidates into FreshTeam by
forwarding emails from your careers email ID (say, [email protected]) to careers@iub-
talent.freshteam.com

Tags: When you're working on a pipeline of hundreds of candidates, you might want to quickly
capture some information on the candidate's profile, like "knows French", "fresher" etc. Tags
give you an easy way to capture this information and organize candidates based on it.
1. You can filter email applicants or candidates in jobs or talent pool based on tags.
2. You can set Autopilot rules on candidates based on tags.

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3. You can use tags to filter or group candidates in Reports.

Source: Do you wish to know which source of candidates convert better? Track every single
candidate in FreshTeam using "Source" and "Source Category". Source is the actual origin of the
candidate, while Source Category is a group of similar Sources. For example, every agency you
work with can be an individual "Source”, but all agencies can have a common Source Category
called "Agencies" or "Vendors". This way, Source gives you granular information while Source
Category helps you with high-level reporting/analysis.
1. Shown in the candidate profile of every candidate.
2. Given as an option for filtering candidates.
3. Can be used to filter/group most reports including candidates, interviews and offers.

Vendors: Do you work with external consultants or agencies who help you recruit? You can add
such Vendors to FreshTeam as ‘Sourcing Partners’. This way, your vendors can add candidates
to jobs and track their hiring status.

Candidate Reject Reasons: Why are candidates rejected? This will be a question that you want to
get on top of and solve at some stage in your recruitment process. You can use this section to
create standard Candidate Reject Reasons to ensure all recruiters follow the same language.
Whenever a recruiter rejects a candidate, they have to choose one of the reject reasons specified
here. FreshTeam gives you an out of the box report that helps you analyze why candidates are
rejected.
Editing the reject reasons will modify the ones used in already rejected candidate profiles. Refer
the candidate timeline entries for previously used reject reasons.

In the Job publishing section, there are 4 sub-sections these are:

Career Site: FreshTeam gives you a shiny good careers site out-of-the box. You can find it here:
http://iub-talent.freshteam.com/jobs. You can also customize the look and feel of your portal to
reflect your brand. This includes logo, favicon, fonts and more.

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1. All your published jobs will be listed on this site and candidates will be able to search and
apply for jobs through this site.
2. If you choose to rename the careers URL to your domain, all the jobs/customizations will
reflect in your custom URL as well

Job Fields: In the job Fields section we can choose to create a new Job that did not exist in the
company before.

Job Embeds: FreshTeam provides an out of the box careers site which you can customize and
add to your company's website. If you wish to directly embed the jobs and the application forms
into your website, without using the full careers site, you can use job embeds.
You can generate the job embed code for your website by just typing in the URL of your
website. Once you generate the Job Code, you can simply copy paste the code script within the
</body> tag of the website to publish the widget.

Listener: Listener "listens" to your email channels for candidate applications. Email channels can
be job boards, vendors, and other sources. When it comes across an unparsed application,
Listener will parse the resume and add the candidate to the pipeline. You can choose to turn off a
Listener's parsing capability under System Preferences. All emails that the Listener fails to sort
can be found in the Conversations tab, in the "From Email Channels" section. You can manually
add candidates from this section by hovering over the attachment.

In the Offer section there are 5 sub-sections these are:

Templates: Create standard templates for rolling out offers to any candidate in your company.
This ensures all offers from your company have consistent terms and messaging while also
saving a lot of time for recruiters. You can create multiple templates, say one with ESOPs, one
with Relocation Allowance and so on and use them wherever needed. You can use placeholders
in your offer templates to fill in dynamic content like the candidate’s name, their job title and
more.

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When you move a candidate to the Offer stage, you will have an option to Make an Offer to the
candidate. Once you fill in the offer details, you can choose any template to create and send the
offer letter.

Fields: Think of all possible information that you wish to capture while making an offer to a
candidate. Now, add them here as offer fields so that, any recruiter who makes the offer is
prompted to collect and fill the information.
When you move a candidate to the Offer stage in a Job, you will have an option to Make an
Offer to the candidate. You will have to fill this form to proceed with making the offer.

Decline Reasons: Why are offers declined? This will be a question that you want to get on top of
and solve at some stage in your recruitment process. You can use this section to create standard
Offer Decline Reasons to ensure all recruiters follow the same language.
Whenever a recruiter marks a candidate as Offer Declined, they have to choose one of the
decline reasons specified here. FreshTeam gives you an out of the box report that helps you
analyze why offers are declined.

Approval Rules:
 When a recruiter is making an offer, FreshTeam automatically adds a set of approvers to
it. You can configure this by creating approval rules.
 Each approval rule has conditions and approvers.
 When a new offer is being made to a candidate, FreshTeam tries to match it with the first
approval rule. If the offer matches the conditions of the rule, the approvers in that rule are
added as approvers in that.
 If not, Fresh team tries to match it with the second approval rule and so on.
 If no approval rule matches the offer, FreshTeam allows the recruiter to manually add
approvers to that offer or to skip approval.

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Approval Reject Reasons: Each approver has their own way of saying why they are rejecting an
offer. However, this does not make it easy to analyze problems like "What are the top reasons for
offers getting rejected?".
Using Reject Reasons, you can give a pre-defined list of reasons for the approver to choose from.
An approver can also add their own reason, but it will be added to this list and the other
approvers can use the same. This way, there are no two versions of the same reject reason in your
ATS.
1. When an approver rejects an offer, the approver has to choose one of the reasons listed here.
Optionally, they can enter a new reason that will get added to this list.
2. If the admin directly marks an offer as "Rejected" (either before or after approval), the admin
has to choose one of the reasons listed here. Optionally, they can enter a new reason which will
get added to this list.

Next, we have the Employee information System section in which there are 6 sections these are:
Bulk Create New Employees, Bulk Update Current Employees, Profile Fields, Onboarding,
Offboarding, HR Workflows.

1.Bulk
2.Bulk Update 3.Profile
Create
Updates

6.HR Workflow
4.Onboarding 5.Offboarding

In the Bulk Create New Employees section there are 3 sub-sections these are:

G Suite Directory: Use the Directory API to create and manage users and groups for a domain,
along with their aliases. Programmatically access the functionality found at the admin console
Organization and users tab.

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Office 365 Directory: Use the Directory API to create and manage users and groups for a
domain, along with their aliases. Programmatically access the functionality found at the admin
console Organization and users tab.
CSV File: Ensure your file contains all Mandatory fields defined in the Employee record. It is
also recommended you create Employees with minimal & important set fields. Other secondary
information can be updated in phases.

In the Bulk Update Current Employees there is only one sub-section that is:

CSV File: Lookup for the type of Update that contains the field you want to modify. If you want
to update a set of fields, you might have to do multiple imports for each Update type that
contains the field

In the Profile Fields there is only one sub-section that is:

Employee Record: In this Employee records section we can input all the Job information,
Personal information, their compensation and keep their files in this section.

In the Onboarding section there are 3 sub-sections these are:

Documents: The onboarding contains the recruitment process, new employee orientation,
introduction of all aspects of the role to the employee, job training, goal setting, introduction to
company culture, meeting other employees and a serve as a guide to help the new hire get
adjusted quickly. Each setting in this section controls the onboarding part of Fresh team.

Checklists: Create, edit, assign checklists in onboarding checklist.

Preferences: Every HR process is unique, and this section allows you to customize Fresh team to
suit your HR process. The "General" section allows you to turn ON/turn OFF core modules of
the system. Here you can decide whether you want to manage Time Off, Employee Onboarding,
etc. using Fresh team. Each setting in this section controls the offboarding part of Fresh team.

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In the Offboarding section there are 3 sub-sections these are:

Documents: We can upload any document in here to hand out to all the employees or a group of
employees.

Checklists: Create, edit, assign checklists in offboarding clearance form.

Preferences: Every HR process is unique, and this section allows you to customize Fresh team to
suit your HR process. The "General" section allows you to turn ON/turn OFF core modules of
the system. Here you can decide whether you want to manage Time Off, Employee Onboarding,
etc. using Fresh team.

In the HR Workflows there is only one sub-section that is:

Auto-assign HR Partner: Autopilot maps Primary & Additional HR Partners to all Employees
automatically from the time they are hired till the day they leave the Organization throughout
their transfers, promotions, and other lifecycle activities. To use Autopilot effectively, rules have
to be constantly modified as the organization evolves.

At last, we have the Time Off Section in which there are 2 sections these are: Time off setup and
Time off Import/Export.

1.Time Off
Setup

2.TimeOff

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In the Time Off Setup Section there are 5 sub-sections these are:

Policy: A time-off policy helps you define and establish the types of time off, holiday calendars,
work weeks, and policy rules like Accrual and Balance Carryover. With FreshTeam, you can
create multiple time-off policies for each team or region. An Account admin, an Admin, or an
HR Manager can create a time-off policy/ custom time-off policy in FreshTeam. Before you
create your policy, make sure to set your Time-off Preferences as this will reflect on all your
policies, which are not editable once they are created.

Time off type: Time off works differently in every company. Some would require multiple
holiday calendars, different workweeks, different policies, different time-off types, auto
approvals, custom accrual, half-day leaves and much more. The good news is, with FreshTeam,
you get it all. We can create custom time-off types apart from the default ones Sick and Earned.

Holiday Calendar: If you are a company that has branches around the world it means you work
based on multiple holiday calendars. What counts as a holiday in one part of the world, does not
in another. To create effective Time-off policies it is essential to have the correct Holiday
Calendar.

Workweek: Did you know that the whole country of Poland stops working after lunch and work
only 4 days a week? You would have if your company had a branch there. There might be some
other different work week pattern in some other branch of yours in one part of the world. How
do you keep track of all the different work weeks and enable time-off based on them?

You use the Multiple Work Week option provided to you by FreshTeam. This article will show
you how to use this feature for your company and make working with different work week hassle
free.

Preferences: Every HR process is unique, and this section allows you to customize FreshTeam to
suit your HR process. The "General" section allows you to turn ON/turn OFF core modules of

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the system. Here you can decide whether you want to manage Time Off, Employee Onboarding,
etc. using FreshTeam. Each setting in this section controls Time off part of FreshTeam.

In the Time off Import/Export there are 3 sub-sections these are:

Import balances: This option would add the Time off balance of an Employee in the CSV to the
already existing balance. Eg: If the existing balance is 2 for an Employee's Time off type and the
sheet has a balance of 2 for that Time off type. The final balance would be 4.

Export balances: This option would export the Time off balance of an Employee in the CSV to
the user requesting it.

Export Requests: We can create a schedule when we want to export the time off requests to the
user/admin.

Hiring Process
Every job role requires a different interview process. For example, if you were hiring a
marketing person, you’d want them to submit a writing sample during the screening process
before you called them in for an interview. A coding test is necessary to filter developers and so
on. 

In FreshTeam, you can create unique hiring processes, for each job posting, with different stages
for candidates to go through before they can become an employee in your organization.

Job Requisition Process

Job requisitions are raised by hiring managers when they want to find a candidate to fill a new
role or refill an existing role. With FreshTeam, you can create job requisition forms, configure
approvers, and associate the requisition with a job opening and allocate recruiters to work on
them.

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1. Once your Hiring Manager has raised a requisition, it will then move to the approval
process. 
2. It will show as Pending Approval until the approval process is completed. 
3. Once all approvals are given, you can then associate the requisition with a job opening. 
4. From now on, you can track the hiring process to know in what state your requisition is. 

5. After the requisitions are approved, they come under the “Approved” tab inside
the Recruit > Job Requisitions section. 

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6. Choose the job you want to see the status, ie, hired, offered etc.,

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The hiring process

1. The default hiring process has five top-level non-customizable stages

 Candidate
 Screening
 Face to face
 Offer 
 Hire
2. Each stage has a set of rounds/options to clear and move to the next stage. 
3. You can add custom rounds/options besides the default rounds only under “Screening”,
“Face to Face”, and “Offer” stages. 
4. So, when a candidate applies for a job posting, they start under the candidate stage and
move through Screening, Face to Face and Offer before becoming a hire. 
5. Besides these stages, a candidate can also be moved to a common status such as
“Rejected”, “Archived to Talent Pool”, “Deleted” and “Blacklisted” or even moved to a
different job posting.
Adding a new hiring process 
 Adding a hiring process is part of a job posting creation. 
 Once you have created the job, it will take you to the complete job details page. 
 Scroll down to find the “Manage Hiring process” option to customize your hiring
process.

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 A pop-up with the above categories will open up. 
 Add custom rounds as necessary by clicking on the “+” icon next to the Screening, Face
to face and Offer stages.
 Type in the name of your round and also determine what skills you want to be measured
in them. To do this, click on the “Exam Pad” icon next to the stage that reads “Configure
Interview Kit”.

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 Select the competencies you want to be focused on and click on “Add” to add them to the
round.

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  You can also preview the process after adding them to the stages by clicking on
the Preview option on the top corner of the hiring process section.
 Click “Save” to save the hiring process.

4. Implication and Conclusion

Limitation of our HRIS system
So far, the most significant impediment to MARKETEX's development in Bangladesh has been
infrastructure. Getting all of the many stakeholders in the ecosystem to collaborate is the most
challenging component of developing digital marketing firms. Protection and security, on the
other hand, are major issues. As the digital revolution takes hold, each rival is doing all possible
to stay one step ahead of the pack, or at the very least keep up with us. It's a challenge to keep up
with our customers' requirements because they utilize a variety of digital platforms and devices

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that employ a variety of protocols, standards, and interfaces - and they connect with those
devices in a variety of ways and for a variety of purposes.

The money problem has continued over time, and we are still struggling to find enough finance
for our programs. Because we are a B2B company, budgeting is difficult. We determined that
most of this is attributable to the lack of a continuous path from a dollar invested to income, as
well as acquisition and maintenance expenditures, after performing a thorough examination.
There is also a problem with larger setups.

Our limitations

 There will be the possibility of human error while entering data; any of our workers
might make a mistake while entering data.
 Updating our HRIS system will need expensive technologies.
 Human resources will be required to support faults and incomplete applications, which
means that additional HR assistance will be more expensive.
 It is difficult to evaluate a competent professional with understanding of the human
resources functional area.
 When it comes to software, no matter how secure it is, there is always the possibility of a
mistake, such as unauthorized access.

The HRIS system, which is critical to the operation of our organization, requires the expertise of
a Specialized Knowledge specialist to keep it up to date. The cost may be too high for a company
like ours.

4.2 Recommendations

The future for MARKETEX has only just begun, and if we continue to expand at this rate, we
have high hopes of becoming one of the market leaders in the next years. Because there are so
many competitors in the business, we need to offer new services to guarantee that our firm stands

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apart. To work around the constraints, we've gathered some ideas from both our clients and
workers. They are-

 Our data entry specialists have a challenging job since they deal with a lot of data on a
regular basis. Furthermore, they are under continual pressure to do their task as quickly as
feasible. As a result, there's a higher chance of data entering errors. We must guarantee
that the work is double-checked to reduce human mistake.
 MARKETEX relies solely on computers and other types of technology in its day-to-day
operations. As a result, if we make one wrong technological mistake, our firm might lose
income, ruin customer relationships, and lose a lot of money in a cybercrime scenario. As
a result, we can't afford to be sloppy or uneducated when it comes to our HRIS system,
despite the fact that upgrading it involves costly technology. That is why we must design
our software in a long-term manner.
 It might be difficult to prevent system failure and application inadequacy. Malfunctions
can be caused by a variety of factors, including a lack of testing, sloppy code, a lack of
coordination, or inadequate requirements documentation. As a result, we must employ
automated exception monitoring and reporting technologies more frequently.
 Because the recruiting procedure is difficult for foreigners, MARKETEX does not wish
to hire them. Despite the high expense, we must have a training program active since our
firm is at risk of losing money owing to a shortage of specialized and qualified workers.
 Because unauthorized access occurrences account for roughly half of all security issues,
we need skilled system administrators who can set up notifications to alert us when
unauthorized access is attempted. While backing up our hard drives won't prevent illegal
access, it will come in handy if a hacker wipes out any of our system's data.

4.3 Conclusion

MARKETEX, a digital marketing agency that provides marketing services to online businesses,
has a number of possibilities in the internet industry. Because Bangladesh's e-commerce sector is
expanding, there are several chances for stakeholders such as MARKETEX to contribute to the

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online industry. However, because our study focuses HRIS software, MARKETEX's HR
professionals created an HRIS software named FreshTeam HRIS software to encourage
technology in the workplace. As a consequence, FreshTeam HRIS software is used for all HR
operations, making the HR department's work easier and more flexible. Furthermore, the system
is designed to supply all HR operations through which workers may work and assess the
workflow of various tasks, resulting in increased accuracy and dependability. Different standards
improve the system by providing new MARKETEX workers with information and ideas about
how to operate.

Overall, the system enhances MARKETEX's HR operations and the working process, resulting
in a superior HR output, although using FreshTeam HRIS software is more expensive, lacks
knowledge and specialized, and increases the risk of unauthorized access.

As a result, we can say that implementing FreshTeam HRIS software will have both benefits and
drawbacks; however, because MARKETEX promotes technology in the workplace, they will
have a significant advantage in the online industry; therefore, they should promote FreshTeam
HRIS software to HR employees and follow the following guidelines:

 Effective Communication
 Proper Decision Making
 Proper leadership Style

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