Rainbow Group ERP
Section name · HR module, week 2 of 9
Rainbow Group ERP
Built from your five HR forms, the attendance and leave rules, the exit and no dues certificates, and the week 2 sessions. Everything here carries an ID. Quote the ID when you reply and we record your answer against it.
IDs are permanent and never reused. A decision agreed today can still be traced in March, and a reversal keeps its history rather than quietly overwriting the original.
HRM numbersAlready agreed in your sessions. We are building to these. If one is wrong, tell us now. Reversing after October costs a rebuild.
HRQ numbersQuestions for Rainbow. Where we have a recommendation it is written in, so the fastest answer is often just yes.
Four answers came back and are now locked. Two exit decisions reversed as a result.See slide 12
Every screen in the HR module sits somewhere on this line. The two stages carrying the most unresolved design are confirmation and settlement.
Annual headcount, attrition, budget and band per department.
Department headRequisition, approvals, nineteen stage pipeline, offer.
Head officeLetter of intent, documents, appointment letter, ID, biometric.
HRProbation ends. Leave entitlement and notice period both change.
HR and HODAttendance, leave, grievances, feedback, performance.
Reporting managerResignation, notice, handover, clearance on the last working day.
Manager, HOD, HRFull and final, relieving letter, access deactivation.
Finance and HRGrievance, compliance and performance are greenfield. There is no existing system to match, so we are designing your first version rather than replacing something.
Annual plan per department, attrition, budgeted CTC, grade and band.
Budgeted and not budgeted paths, approval matrix, replacement triggers.
Nineteen stages, candidate statuses, duplicate applications, interview panels.
Letter of intent, documents, DigiLocker, appointment letter, ID, biometric.
Employee master, categories, branch transfer, staff code, reporting lines.
Biometric, shifts, grace, late marks, leave types, holiday calendars.
Notice, revoke, retention, handover, clearance, settlement, relieving.
Grievances, POSH, feedback cadence, warning ladder, attendance linked scoring.
HRQ-01, and it is settled in the week 5 finance session,
not here.
Your Recruitment Requisition Form carries four approval boxes. The sessions confirmed the real process splits in two, and most hiring never touches the four box version.
By HR or by the department itself.
Not the four on the paper form.
Pipeline opens at head office.
Annual form, per department.
Budget and band signed off.
Drawn from the approved plan.
For special approvals alone, not every vacancy.
| ID | Locked decision |
|---|---|
HRM-03 |
Not budgeted approvers are Super Admin or CEO with approve and reject only and no edit rights, plus Finance, HR, HOD and Principal. |
HRM-04 |
Budget variance tolerance is five percent. Beyond that the system blocks, enforced through SLA config. |
HRM-06 |
Replacement requisitions are always budgeted and raised automatically when a resignation is approved. The system suggests mean, median and maximum budget and filters the replacement dropdown by role. |
HRM-07 |
Departmental staff raise requisitions for their own department. This is not an HR only screen. |
HRM-09 |
A new branch gets one blanket approval carrying a single total CTC figure rather than a line by line breakdown. |
Branches supply the hiring stakeholders and the interview panels. The pipeline itself is owned centrally, with named stakeholders per role, stage and branch.
| ID | Locked decision |
|---|---|
HRM-11 |
Background verification is configurable and skippable, not a gate. If neither KPMG nor First Advantage is available in phase 1, recruitment still closes. |
HRM-14 |
No resume sits forever. Untouched resumes return to New when a job closes. Screened resumes must end at Hold or Closed. |
HRM-13 |
The same person applying to two openings is detected and linked, the same mechanism family as duplicate parent enquiries in admissions. |
HRM-16 |
A candidate arriving at the gate notifies the assigned hiring executive automatically, through the visitor module. |
Your process issues the appointment letter after seven days of joining, then the ID, then the biometric mapping at induction. The sequence is workable, but a person is on site and working before the system knows them by number.
Carries the joining date and a document deadline.
HR or the candidate. Three missed extensions and the letter is dropped.
Shift is set at joining, so timings exist from day one.
Salary bearing. ID issued after it.
The first point at which punches attach to a person.
| ID | Locked decision |
|---|---|
HRM-21 |
Highest qualification originals are held until joining for teachers, and for three months for all other staff. |
HRM-22 |
Aadhaar comes in through DigiLocker self fetch rather than a scan and upload. |
HRM-18 |
Chairman and CEO approval sits after candidate selection and covers the salary sign off. Rejection carries a comment. |
HRM-23 |
Document requirements vary by country, held in a multi country document master. |
HRM-25 |
Device and asset issue is part of onboarding, held in inventory and referenced from HR. |
HRQ-34 on
slide 16.
Your attendance and leave rules give RIS teachers, RPS teachers, coordinators, administration, support and transport staff each a complete and different bundle. We are modelling that as one master. Change the category and the whole bundle moves with the person.
Set once per employee. Everything below is read from it rather
than configured separately. This is HRM-71, and it is
the single fact the rest of attendance and leave depends on.
The timings available to that category. One shift is allocated to
the person at joining, not rostered or rotated.
HRM-26, HRM-72
RIS observes the second Saturday off, RPS works every Saturday.
The rule belongs to the category, not to the company.
HRM-67
Casual, sick and paid leave counts, different before and after
confirmation. HRM-71
Three months to two years depending on staff type and authority.
Extendable, never shortened. HRM-33
Stated in working days, so it also depends on the calendar.
HRM-65
HRM-69, and it has to be settled
before the working day arithmetic engine can be written.
Capture is biometric for everyone, including the support and transport staff who hold no login. Everything below sits on top of that single stream.
| ID | Locked decision |
|---|---|
HRM-72
From your feedback
|
Timings are shift based and the shift is allocated at joining. Teachers are not rostered or rotated between the two timings. HR changes the allocation when it needs to change. |
HRM-68 |
The late mark grace period is ten minutes, configurable per branch. It delays the late mark. It does not move the reporting time. |
HRM-27 |
Regularisation is built but ships switched off. It becomes available the day you decide to use it. |
HRM-31 |
The daily report tracks late marks and separates planned from unplanned absence. A department crossing twenty five percent absence is flagged for drilldown. Week offs are excluded from the flagging. |
HRM-32 |
Holidays are held state wise and split mandatory and non mandatory. Double salary on a mandatory holiday is a checkbox. |
HRM-66, HRM-67 |
Working day calendars and Saturday rules are configuration data you supply, not something we design for you. |
HRM-65 |
Counting working days is separate work from holding the calendar. Notice period arithmetic, last working day and shortfall recovery all run off that engine. |
Entitlement itself comes from the employee category on slide 8. These are the rules that sit around it.
| ID | Locked decision |
|---|---|
HRM-73
From your feedback
|
A department has a cap of two people on leave the same day. The check runs against departmental attendance at the point of application. We are building the cap as configurable, so a thirty person department and a four person one need not carry the same number. |
HRM-29 |
Teaching and non teaching staff run separate holiday calendars. |
HRM-30 |
The comp off sandwich rule, half sandwich variant, applies to non teaching staff. HR manages the configuration. |
HRM-52 |
Leave encashment is not required at all. It appears nowhere, including in full and final. Insurance, provident fund and compliance stay as headings only in phase 1. |
HRM-33 |
Probation can be extended but never shortened. Length varies by staff type and authority. |
Employees file their own resignation, except support and transport staff, who hold no login and are filed on their behalf by HR.
| ID | Locked decision |
|---|---|
HRM-36 |
Revoke is allowed after approval but only takes effect once HR approves the revoke request. Either the employee or the manager may raise it. The case sits on hold meanwhile, and notes are kept at every stage. |
HRM-35 |
Approval matrix is three levels and configurable. Level 1 is the reporting manager. Levels 2 and 3 follow the employee's role, authority or grade. HR sits inside the matrix. |
HRM-39 |
Notice starts on the date of approval, not the date of submission. We would like this reconfirmed against your rule book.Open |
HRM-38 |
Retention notes record whether retention was explored and what came of it, and feed a retained after resignation measure. They are shown only when retention actually happened. |
HRM-58 |
Support and transport staff have no login, so HR files for them. The exit interview still reaches them, because it goes to a personal email address. |
Revised after this week's discussion with Preeti. Handover and the exit interview both complete on the last working day itself, and the exit interview no longer gates settlement.
Starts before a replacement is confirmed. It cannot wait on recruitment.
Acknowledged by the receiving person, approved by manager and HOD.
Consolidated rollup across every department.
Routed to Finance once clearance closes.
Letter printed, then access removed.
Signed by manager and HOD on the last working day.
Held in inventory, referenced from HR.
Every department validated, with the verifying user captured by the system.
Earnings and deductions, configurable line items, no encashment line.
HRM-41 previously
placed handover approval after the end of employment, and now places it
on the last working day. HRM-45 previously gated full and
final on the exit interview, and no longer does, which closes the
sequencing question we were holding for the KPMG documentation.
HRM-70 follows from both.
These surfaced from reading the attendance rules, the planning form and the settlement sheet against the original baseline. We are raising them rather than absorbing them quietly, because they change effort.
Changes leave entitlement and notice period, so the system has to process it. Mechanics largely settled, exact numbers and the letter step are not.Open
Your planning form carries an approved grade and band field. Nothing in the earlier scope holds salary bands.Open
The calendar is your data. Counting sixty working days forward to a last working day, and computing shortfall recovery, is engine work.
Your settlement sheet deducts loan and advance recovery. That needs a ledger. Whether it sits with us depends on the payroll answer.Open
| Addition | Tracked as | Where it is settled |
|---|---|---|
| Confirmation | HRM-62, HRM-63 |
HRQ-29 and HRQ-30, slide 18 |
| Grade and band | HRM-64 |
HRQ-02, slide 19 |
| Working day arithmetic | HRM-65 |
HRQ-25, slide 18 |
| Advances and loans | Not yet modelled | HRQ-03, conditional on the payroll answer |
There is no existing system here to match or migrate. Everything below is a proposal shaped from the sessions, and it is the area most exposed to a late change of mind.
| ID | Locked decision |
|---|---|
HRM-49 |
Grievances run both ways. Employees raise concerns, and the company raises issues against an employee such as excess leave, repeated lateness or policy breaches. |
HRM-50 |
Junior staff may go to their manager or straight to HR. Senior concerns go directly to HR. Bypassing the manager is allowed by design. |
HRM-51 |
POSH complaints route only to the POSH committee, selected automatically, with no manual routing choice.Open |
HRM-53 |
New joiner feedback at first week, fifteen days and thirty days. HR sees both the employee's own feedback and the manager's feedback on them. |
HRM-54 |
Warning ladder is verbal, then written, then a performance improvement plan of forty five to sixty business days, raised by the reporting manager with HR notified. |
HRM-55, HRM-56 |
Minimum attendance eighty five percent and punctuality eighty percent are proposed but await Akshay's approval. Performance templates await management sign off.Open |
HRQ-37. And
whether a lateness warning raised as a grievance and the first rung of
the warning ladder are one record or two, which is HRQ-35.
Six answers. These block the leave engine more than anything else in the module, because entitlement, accrual and expiry all have to be decided together.
Academic, financial or calendar. We suggest the academic year for all staff, so teaching and non teaching balances close together.
We suggest monthly accrual, which handles mid year joiners without needing a separate rule.
We suggest lapse, with no carry forward. Encashment is already settled as not required.
Administration gets ten paid leave on top of casual and sick. Support and transport get fifteen days in May after one year. And does the May block lapse if unused?
Your rules allow other leave to be unpaid or adjusted as per management policy. Who exercises that, and should the system record who did?
Is the second person allowed and the third blocked, or is the second already blocked. And does the cap count approved leave only, or approved plus pending. We suggest two permitted, third blocked, with pending counting, so two managers cannot approve past the cap at once.
The device question has been open since week 2 and now blocks more than anything else on this slide.
Make, model, count per branch, and whether the vendor provides an API or an SDK. We also need to see how a biometric code maps to an employee code today.
After the ten minute grace. We suggest three late marks equal half a day.
We suggest yes, with the employee raising and the reporting manager approving.
Or is it always credited as compensatory off?
HR configures it, but we need the shape before we build it. Which leave types trigger it, does it look at the day before, the day after or both, and does it deduct a half day or a full day?
The shift is allocated at joining, but the employee ID and biometric mapping arrive after day seven. Is the first week recorded manually, and is it backfilled once the mapping exists?
Two of these, the staff code and the branch transfer rule, decide how employee identity works for the life of the system. They are worth over confirming.
The sample reads RH1310070. We need the rule behind
it, plus two or three more codes from different branches and
years, before the number series is locked.
Between branches, or between RPS and RIS. We suggest the code stays for life and the movement is recorded in an employment history, which is how the student record already works.
Calendars and Saturday rules key on business unit and employee category. Does any branch ever observe a local holiday the others do not?
On the budgeted path, do Finance and the CEO approve one after the other or at the same time. And what counts as a special approval that triggers a requisition on the not budgeted path?
Your requisition form carries both, each rated high, medium and low.
Held against each designation, or uploaded fresh with every requisition. We suggest a master against designation, with an override upload where a role is unusual.
The new branch version already routes to higher management. We suggest the CEO or the Finance Head, and we need the role named.
We suggest phase 1, built as a grievance category with its own routing and its own visibility, so only the committee can open the record. Same intake, separate walls.
The first two decide how the exit module is shaped. The rest are numbers and thresholds we can carry into build once confirmed.
The no dues certificate and the exit clearance certificate cover six overlapping departments. Is one a printable output of the other, or are they two genuinely separate rounds of sign off?
And at how many levels, before payment is released.
And please reconfirm that notice starts on the approval date rather than the submission date.
While a revoke request sits on hold awaiting HR. We suggest the clock keeps running, so a rejected revoke does not extend the notice by accident.
A two year probation for RIS teachers, and a one hundred and eighty working day notice period for RPS coordinators.
At the end of probation, is there a letter and an approval, or does confirmation happen automatically on the date?
No system login, biometric attendance, HR files their resignation for them.
A lateness warning can be raised as a grievance or as the first rung of the ladder. We suggest one record that both areas read, so an employee's history sits in one place.
Your full and final sheet computes provident fund, employee state insurance, tax deducted at source and arrears. Whether the ERP calculates those, or hands a summary to what you already run, changes the shape of two modules.
Calculate statutory deductions and arrears itself, or produce a computed settlement summary and hand it to your existing payroll and Tally. We are carrying this into the week 5 finance session with no position of our own.
Or only the grade and band reference from the planning form.
Who sanctions them, and does the system need to carry the outstanding balance. Only relevant if the answer to 01 is full payroll.
Not questions. Documents and approvals already promised, each holding up a piece of the design. The exit interview sequencing item came off this list this week.
| Item | With | What it unblocks |
|---|---|---|
| Exit clearance department list | Preeti |
The consolidated clearance rollup cannot be configured without
the department set. HRM-44
|
| Full and final form format | Preeti |
Settlement line items and approval levels. HRM-46,
HRQ-22
|
| Retention notes format | Preeti |
Retention capture and the retained after resignation measure.
HRM-38
|
| Performance scoring thresholds | Akshay | Attendance linked scoring. HRM-55 |
| Performance templates | Management | The whole performance area. HRM-56 |
Answers can come back as a list of IDs with one line each. Where we have written a recommendation, agreeing with it is a complete answer.
Slides 15 to 19, by ID. Blocking ones first: the biometric devices, the leave year and the payroll question.
Settles payroll, which decides whether salary structure, advances and statutory calculation sit inside the ERP.
Every answer folded into the register. Schema frozen.
Final presentation, then development begins in October.
| Count | Where it stands |
|---|---|
| 73 locked | Decisions we are building to. Two reversed this week, both on the exit sequence. |
| 31 open | Questions for Rainbow, seven of them raised in the last two reviews. |
| 5 waiting | Documents and approvals promised, three of them with Preeti. |
Worli, Mumbai
Prepared for Rainbow Group