DARWINBOX

HR TECHNOLOGY INTRODUCTION
New Age End to End HR Technology Platform
Our Vision: To transform interaction between Workforce and Technology

End-To-End 175+ 450,000+

HR Platform Clients Employees on platform

Most Preferred HCM Tech company to

Solution in APAC watch out for - 2019
 Darwinbox is a comprehensive HR suite – built modularly

Trusted by 175+ enterprises & 450,000+ employees

Darwinbox Modules Scope Detailed
Detailed Scope of Modules on Darwinbox (1)
Module Suite Module/Block Product Features

- Displays list of open and vacant positions from Position Org-charts

- Ability to raise requisition directly from org chart
- Ability to map positions/FTEs across all job levels
- Company branded careers page, Job opening posting
- Raising requisitions & requisition approval workflow
Recruitment & - candidate sourcing - multiple channel engagement including on social media
Workforce Position - Separate logins for recruiters
Mapping - Referral management, Internal Job movement
- Resume parsing and database management
- Evaluation process management
Recruitment
- Scheduling, Evaluations & Assessments, Candidate decisioning
- Offer letter generation. Candidate can accept/reject offer letter online
- Voice enabled recruitment feedback on mobile application

- Initiation of custom onboarding workflows

- Pre-joining formalities like data submission & document upload by candidate
Onboarding
- Ability to accept/reject documents submitted by candidate
- Access to Background Verification Vendor
Detailed Scope of Modules on Darwinbox (2)
Module Suite Module/Block Product Features

- Auto sync from recruitment module from offer accepted to Employee Financials (Financials Lite)
- Host multiple salary structures & track historic changes in salary(Financials Lite)
- Input for compensation modelling, reports and analytics(Financials Lite)
- Payroll & Taxation
Employee Financials - Simple tax declarations
- Easy expense claims and reimbursements
- Benefits Management
- Generate local and national statutory compliances
- Flexible compensation structure (Benefits/Allowance Management)

- Flexible approval mechanism with defined escalation matrix & deviation workflow
Employee - Ability to define multiple reimbursement types
Self Service Expenses - Multi-currency reimbursement
- Restriction & Upper caps based on band, grades, job family etc
- E-expenses on mobile application. Completely paperless – uploading of photographs or scanned documents

- Leave/Time-off management
- Attendance Management (including Biometric Integration, IP restricted clock-in/clock-out)
Leaves & attendance - Check-in/Location based attendance on mobile
- Geo Fencing
- Overtime management
Detailed Scope of Modules on Darwinbox (3)
# Module/Block Product Features

- Ability to restrict receivers and recognizers as per their employment attributes - division, business unit, department,
designation, band, grade, location or a combination of these attributes in assignment frameworks and gender.
- Budget control via cap on budget allotted per employee per program and/or number of recognition allowed per recognizer
or receiver.
- Ability to define reward associated with each recognition -
Rewards & - Point-based reward
R&R
Recognitions - Fixed points rewarded on each recognition
- Variable point range to choose from while recognizing another employee
- Multiple-layers/tiers/badges within a program based on total number of points received by an employee under that
program
- Non-point based reward
- Control allocation of budget point on pro-rata or accrual basis (along with periodicity of accrual)
Detailed Scope of Modules on Darwinbox (4)
# Module/Block Product Features

- Multiple assessment frameworks such as 90,180, 360 feedback

- flexible review cycles
- Ongoing progress tracking and Continuous Performance Management via mobile
- Voice enabled continuous feedback on Mobile Application
- Goal cascading
Performance
- Feedback through interim milestones
Management
- Performance journals
- Custom questionnaires at Mid year / Final year
- Normalization
- Career Plan
- Learning Plan
- Goal Plan

Talent - Post performance organization wide compensation planning linked to final ratings from the system
Management - Create bonus scenarios and receive recommendations to optimize bonus awards
Merit Planning - Automatically adjust hikes, manage variable pay, and accurately appraise specific job roles based on integrated salary data
(Compensation - Look at specific reports & datapoints such as Compa ratios to decide increments & bonuses
modelling) - Budget allocation at organization an department level
- Budget Distribution based on merit/performance ratings aligned to increment guidelines
- Generating and sharing the increment letters on the system

- Ability to tag critical roles in the organization

- Create success profiles based on multiple parameters like competency, skills, education, tenure etc.
Succession Planning &
- Identify ready and to-be ready successors for each critical role
Individual Development
- Create Individual Development plan for each successor
Plan
- Compare successors on multiple parameters
- Track development and readiness progress
- Integrate with LMS to create development plans
Detailed Scope of Modules on Darwinbox (5)
# Module/Block Product Features
- Centralized & Flexible Employee Database
- Employee Directory
- Org Charts (Including ability to view orgs at an employee level)
Employee master/ Core
- Custom Employee Profiles
& movements
- Documents (including HR letters & policies)
(Mandatory for
- Roles and Permissions
onboarding any module
- Company Calendar for tracking key events
of the Darwinbox suite)
- Employee & Manager Self Service
- Mobile & Tablet views
- Easy approval processes- Flexible Workflows for Employee movements
- Vibe: Secure internal Social Network for communication, engagement, productivity and collaboration
- Pulse Survey: Live employee satisfaction/mood check to gauge organization mood
Employee Engagement - Sharing posts, blogs, announcements
- Create groups for recognition, spot awards, discussion forums
Employee - Tool for mass communication across various segments of organization
Core
- Create customized approval workflows for Rewards & Recognition, Nomination
- Perform different actions at each stage (form based)
Custom Workflows - Flexibility to create multiple approval stages
- Define approval grid and escalation matrix
- Ability to define workflows for multiple usage such as travel, business cards, meeting room booking etc.
- Automatic Ticketing process
Query Management - Create any number of query buckets
System (Helpdesk) - Define PoCs for query resolution
- Define SLAs/Escalation matrix
- Detailed pre-designed rosters/MIS
- Visual Analytics
Reports & Analytics
- Reports customised at every level based on hierarchy
- Decision making insights
Detailed Scope of Modules on Darwinbox (6)
# Module/Block Product Features

- Multiple training modes

- eLearning
- Virtual Classroom (connectors for WebEx and GoToMeeting, Zoom)
- Classroom Training (ILT) with Batch Management
- Learner Skill Management
- Competency Management
- Continuing Professional Development (CPD)
Learning - Compliance Training
Learning Management
Management - External Certifications Management
- Multiple media and standards
- AICC, SCORM (2004 and 1.2) and xAPI
- Videos (Streamed from YouTube or Amazon, or Uploaded)
- PowerPoint Presentations, Word Documents, PDFs, HTML eLearning courses
- Create training calendar for the year
- Manager, self and mandatory Nomination for training
- Track training progress
Payroll Outsourcing – Scope of Work(7)
S No. Exercise Responsibility
Darwinbox Client
1 Following info to be shared with Darwinbox team before the Attendance and payroll cut-off dates
New Employee additions,
Employee Separations(Resignations),
Employee Confirmation,
Employee data updates,
Payment Details,
Salary Revisions,
One Time Payment, ✓
One Time Deductions,
Any other salary changes,
Loans Update,
Stop Salary Processing,
LOP / LWP,
Arrears,
Full & Final Settlement details
2 In case of New / Revised Flexi Plan and Reimbursements, Declaration to be shared with Darwinbox in advance ✓
3 Re-Declaration or New IT Declaration to be submitted by Employees on the Darwinbox platform before the payroll cut-off date. Latest declaration would be
✓
considered for the months Payroll Processing
4 Proof of Investment to be shared with maximum intervals of 2 to 3 times before March Payroll Processing (Interval Timelines to be mutually defined as per
✓
convenience).
5 At the time of Data Validation client SPOC would be shared with observation points for clarification over Email. ✓
6 Based on clarifications received Payroll would be Processed and Salary Register would be shared over Email with SPOC for confirmation ✓
7 On receipt of confirmation, the following deliverables will be shared with the client user/SPOC
1. Final Salary Register
2. Bank Transfer Report ✓
3. FNF Report
4. All Employees Payslips
8 Standard Reports:
a) TDS report
b) PF ECR Report
✓
c) Professional Tax Report
d) Labour Welfare Fund
e) ESIC Deduction Report
Payroll Outsourcing – Scope of Work(Contd.)
Process followed for Quarterly Returns filing (Form 24Q)
S No. Exercise Responsibility
Darwinbox Client
1 Receipt of TDS challans* remitted towards the taxes deducted from employee’s salary every month to be shared with Darwinbox
✓
2 Reconciliation of Tax deducted in payroll against the challans received for the respective month and seek clarifications if there is
variance
✓
3 E-TDS Text file would be shared with SPOC for further activities related to Quarterly Returns.
✓
4 Quarterly E-TDS Returns can be filed by the SPOC in NSDL site as per norms of the IT Department
✓

Process followed for Payroll Statutory Compliance

S No. Exercise Responsibility
Darwinbox Client
1 Monthly reports related to PF, PT, ESI and Income Tax
✓
2 Form16 Part B of all Employees would be shared with SPOC by Apr/May for disbursing it among Employees along with Part A for IT
Submission.
✓

Note:

As Payroll Process being a Time bound activity, Tentative timelines pertaining to each of the above activities would be shared with SPOC considering the Payroll Cut-Off Dates and Payout date in
further stages of proceeding.
Payroll Outsourcing - Exclusions

Scope of Points to be taken care from client / Compliance Partner end

S No. Exercise Responsibility

Darwinbox Client/Compliance Partner

1 Monthly Remittances of PF, PT, ESI and Income Tax

✓
2 Form16 Part A of all Employees to be downloaded from TRACES by SPOC for disbursing it among
Employees.*
✓

3 Monthly New Employee PF, UAN, ESIC Creation & Clean-up of Left Employee in the PF, ESIC Govt
Portals at a frequency of every fortnight and Generating PF & ESIC Challans.*
✓

4 Reimbursement Bills & POI to be validated and final data to be shared with Dbox team in Excel*
✓
5 Any Statutory inspections, court hearings, meeting with Govt. Officials and Department Audits
✓
6 Annual/Monthly/Half Yearly Remittances, Yearly Renewals of Labour Welfare Fund.
✓

*Optional Add ons – as extended services at an additional fee