Process Manual to Enroll New Employee

in Sensys Portal- HRIS

Prepared By: Ms. Monalisa Sheikh

(Assistant Manager- HRBP)
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 INDEX

Table of Contents Page No.

0. Guidelines----------------------------------------------------------------------------------------02
1. Login-----------------------------------------------------------------------------------------------03
2. Employee Information- General Information-------------------------------------------03
3. Personal Information--------------------------------------------------------------------------10
4. KYC Details----------------------------------------------------------------------------------------12
5. Payment Information--------------------------------------------------------------------------12
6. Human Resource Information- Qualification -------------------------------------------13
7. Work Experience--------------------------------------------------------------------------------14
8. Family Member----------------------------------------------------------------------------------14
9. Hobbies--------------------------------------------------------------------------------------------15
10. Achievement--------------------------------------------------------------------------------------15
11. Assign shift to new/existing employee-----------------------------------------------------16
12. Run to new/existing employee---------------------------------------------------------------17
13. Enroll employee in the bio-metric device--------------------------------------------------17
14. Edit or modify an existing employee-------------------------------------------------------- 18
15. Inactive an existing employee-----------------------------------------------------------------19
16. How to generate report-------------------------------------------------------------------------19
17. How to extract report----------------------------------------------------------------------------22
18. How to fetch Attendance report--------------------------------------------------------------24
19. Guidelines for fetching any unit report------------------------------------------------------31

Guidelines while enrolling employee on Sensys

1. Data shall be fill in Sentence Case only

2. All fields in tabs are mandate to fill
3. Use options available in dropdown menu only, do not fill the data manually
4. In case new branch, division etc. need to create then proper hierarchy matrix would be adhere

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1. Login with HR credentials with URL
(https://fil.hrmthread.com/EasyPAY/view/loginmain.aspx?1=1&key=fil&mod=ep&code=fil)

2. How to fill Employee General Information –

Path: Select HRIS Tab>> Employee Profile>>Then select New Employee

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 • Salutation- Select from drop box menu (Mr./Mrs./Miss./Ms./Prof./Dr.)
• First Name, Middle Name & Last Name- Mention candidate full name with First, Middle & Last Name
• Employee Code- Mention next series of new code as per the division last code generated
• Attendance Code- For Srinagar Factory & HO, map employee code as it in “Attendance Code” field
• Father Name- Mention Father name
• Spouse Name- Mention Spouse name (as per the marital status)
• Official Mail Id- Mention FIL official email ID
• Personal Mal ID- Mention personal email ID
• Aadhar Number- Mention Aadhar number without any space
• Gender- Select gender from (Men/ Female/ Transgender/Undeclared)

• Birth Date- Select birthday Date in DD/MM/YYYY format

• Joining Date- Select Joining Date in DD/MM/YYYY format
• Last Reappointment Date- Select Reappointment Date in DD/MM/YYYY format (if any)
• Probation Date- Mention date of Joining date
• Trainee Date- Mention date of Joining date (if candidate join as Trainee)
• Confirmation Date- Mentioned Date, once candidate confirmed on current company
• Exit Date- Mentioned exit date of an employee

• Check box PF Application – Select check box if candidate wish to contribute to PF

• EPF Joining Date- Mention date of Joining date
• EPS Joining Date- Mention date of Joining date
• EPS Exit Date- Mentioned exit date of an employee
• Check Box Pension Applicable- Select check box if candidate wants to contribute to Pension
• PF Number- Mention current Company PF number PF UAN- Mention UAN number
• Prev. Member ID- Mention previous Company PF number
• Check Box ESIC Applicable- Select check box if candidate comes under ESIC
• ESIC Number- Mention ESIC number (employee- Current/Last OR company number)
• Check Box PT Applicable- Select check box if candidate comes under PT Applicability
• Check Box LWF Applicable- Select check box if candidate comes under LWF Applicability
• Pan Number- Mention PAN number without any space
• EPS Number- Mention PF UAN
Enter the details and click the ‘Save’ button to save the record in the database as shown in the figure
above.
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Employee Status-

• Branch- Map branch based on existing code

• Department- Choose Department from options only
• Confirmed/ Probation- Based on terms of offer letter confirmation applicability
• Designation- Mention designation as mentioned in Offer Letter
• Zone- Choose Zone from options only
• Employee Category- Choose from Options-
a. Staff- Employees eligible for PF & ESI and covered
b. Exempted- Employees not eligible for PF & ESI and are not covered
c. Trainee- Employees eligible for PF & ESI but not covered
d. NAPS- Employees who are covered under NAPS
• Division- Map division based on existing code
• Cost Centre- In drop box menu options are there, refer Annexure 1 in page number 6.
• Location- Map location based on existing codes
• Allocation Line- For Srinagar Factory & Jammu Factory where machines allocation option should be select

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 • SBU- In drop box menu options are there, refer Annexure- 1 below

Annexure- 1
Division Cost Centre SBU Code Location
1010 CPD Jammu Factory
1030 CPD Rajasthan Depot
1050 CPD Maharashtra Depot
1100 CPD Karnataka Depot
1150 CPD Himachal Pradesh Depot
1209 CPD Srinagar
CPD
1230 CPD Sopore
1240 CPD Anantnag
1401 CPD Zirakpur Depot
1501 CPD Kolkata Depot
4000 CPD Head Office - Srinagar
5000 CPD Corporate Office - Delhi
2001 Srinagar Factory
2004 Sopore Depot
2006 Palwal Depot
2008 Jammu Depot
5000 Corporate Office
F&B 2001 Srinagar Factory
2002 AJC Plant
2003 PET Plant
2004 PDW Plant
2005 Tetra Pack Plant
5000 Corporate Office
1010 FIL-Fertilizers Jammu Factory
1030 FIL-Fertilizers Rajasthan Depot
1050 FIL-Fertilizers Maharashtra Depot
1100 FIL-Fertilizers Karnataka Depot
1150 FIL-Fertilizers Himachal Pradesh Depot
1209 FIL-Fertilizers Srinagar
Fertilizer Division
1230 FIL-Fertilizers Sopore
1240 FIL-Fertilizers Anantnag
1401 FIL-Fertilizers Zirakpur Depot
1501 FIL-Fertilizers Kolkata Depot
4000 FIL-Fertilizers Head Office - Srinagar
5000 FIL-Fertilizers Corporate Office - Delhi
1010 1010 Jammu
Travel & Retail 4000 4000 Srinagar
5000 5000 Corporate Office
3000 3000 Srinagar
Warehouse Division
5000 3000 Corporate Office

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 • District- Select district from the options
• State- Select state from the options
• Location Combination- In drop box menu options are there, refer Annexure- 2 below

Annexure- 2
Location
Branch Division Location
Combination Name
CPD/ Travel and Bahuplaza Jammu/ Katra,
Bahuplaza Office Corporate Office
Retail Jammu
Corporate
CND/ CPD/ F&B/
Office/F&B
Corporate Office WHD/ Travel & Delhi-CO/ Delhi-South Ex-GH
Corporate Office/
Retail
Trainee
Corporate Office/ Head Office/ Srinagar Factory/
Corporate Office- F&B Corporate WHD/ F&B/ CPD/ Katra, Jammu/ Bahuplaza
Other Location Office/ Sanghote/ Travel & Retail Jammu/ Jammu Factory/
SGRF-Corporate Patnitop
Karnataka/ Hooghly/
Corporate Office/ Karnataka/ Kolhapur/ Kokata/
CPD ROI CPD
CPD Jammu Maharashtra/ Rajasthan/
Himachal Pradesh
CPD SALES-J&K/ CPD
CPD Srinagar Sales Jammu/ WSF SALES- CND / CPD CND- Srinagar/ Kashmir - Sales
J&K
F&B-Jammu/ F&B-
F&B J&K Kashmir/ F&B Jammu/ Kashmir - Sales
Food & Beverage Div
Corporate Office/ Karnal/ Jalandhar/ Amritsar/
F&B ROI F&B
Trainee Patiala
CPD - Head Office/
Head Office/ Delhi-CO -GH/
CPD - Sopore/ CPD
Head Office - Sopore/ Head
HO &Other Anantnag/ CPD CPD/ F&B/ Travel &
Office-R/ Srinagar Factory/
Branches Jammu/ F&B - Retail
Sopore/ Anantnag/ Head
Sopore/ Head Office
Office- Anantnag/ Ladoora
- Ladoora
CPD Jammu/ Jammu Factory/ Jammu
Jammu Factory CPD
Corporate Office Factory- GH
F&B Corporate
SF-Other Location F&B Head Office
Office
Consumer Div/ CPD
Jammu/ F&B
F&B/ WHD/ F&B Unit
Srinagar Factory Corporate Office/ Srinagar Factory/ Head Office
3/ Trainees
Warehouse Div- II/
Warehouse Div- I

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 • PF Combination- In drop box menu options are there, refer Annexure- 3 below

Annexure- 3
Location Combination
PF Combination Branch Division Location
Name
Corporate Office/
Corporate F&B and Corporate Delhi-CO/ Srinagar
F&B Corporate Office-
F& B ROI Office Factory
Other Location
Corporate Office Corporate Corporate Office- Head Office/ Delhi-
WHD
(W. House) Office Other Location South Ex-GH
Corporate Office
CPD + Corporate Corporate
CPD/ CND Corporate Office Delhi-CO
CPD WSF & Agri- Office
nutrition
Corporate Karnataka/ Himachal/
CPD ROI CPD CPD ROI
Office Maharashtra/ Rajasthan
Corporate Office-
Other Location/
Corporate Jammu Factory/
Jammu Factory CPD Bahuplaza Office/
Office Bahuplaza Jammu
Jammu Factory/
Jammu Factory
Corporate Travel and
Travel & Retail Corporate Office Delhi-CO
Office Retail

Fill Other Headers

• Reporting To- Select reporting Manager Name - first level from drop box

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 For Second level Reporting Manager-
Path: Select marked box

Path: New dialer box open>>Select Add

Path: Mention Second Level Reporting Manager Name in Search bar>> Select the name of L2 Manager
• Application will ask for the confirmation of the selected employee of the record
• Click ‘OK” to confirm the record

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 Path: Select Reporting Type- Dotted Manager
• From Date- Mention effective date>> Submit

• Currency- Select Rupees

• Calculation Table- Select CT (as CTC)
• Attendance Year- Select Calendar
• ESS Role- Select ESS User (E)
• Default Shift- Select Shift as per the employee shift (In detail explain in page no. 13 to 15)
• Check Box- Mark as Inactive- If an employee is separated from the system
• Punch Status- Select “Even Punch” for biometric Users
Select “No Punch” for directors their attendance shall be auto present

3. How to Fill Personal Information of an Employee-

Path: Select HRIS Tab>> Employee Profile>>Then select New Employee>> Personal Information>> Fill & Save

Current Address- Fill all boxes with current address details

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Permanent Address- Select check box if Permanent Address is same as current Address

Do not Select check box if Permanent address different then fill Permanent address details only

Other Information- Fill Rest Blocks & Save (All fields are mandatory to fill)

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 4. How to Fill KYC Details

For Aadhar- Fill all Blocks & Update (All fields are mandatory to fill)
Path: Select HRIS Tab>> Employee Profile>>Then select New Employee>> Select KYC

For Bank Account- Fill all Blocks & Update (All fields are mandatory to fill)

5. How to Fill Payment Information - Fill the relevant fields & update
Path: Select HRIS Tab>> Employee Profile>>Then select New Employee>> Payment Information

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 • Payment Mode- choose as per option Bank Transfer/ Cash/ Cheque/DD
• Bank Branch- Mention bank branch name available in drop box
• Company Bank- Choose Default Company Bank
• Account Number- Mention bank account no. without space. If account number starts with 0 then prefix ‘.
• Account Name- as per the cheque book/ passbook
• Account Type- Mention Salary
• RTGS IFSC- Mention IFSC code without space
• Transfer Ratio- Auto fix “100”

Human Resource Information

6. How to fill Qualification of employee- Fill all the blocks & Submit

Path: Select HRIS Tab>> Employee Profile>>Select New Employee>> Human Resource Information>> Add
Qualification

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7. How to fill Work Experience of employee- Mentioned all your details from your last companies &
Submit
Path: Select HRIS Tab>> Employee Profile>>Select New Employee>> Human Resource Information>>Work
Experience

8. How to fill Family Member details - Fill all details here & Submit
Path: Select HRIS Tab>> Employee Profile>>Select New Employee>> Human Resource Information>> Add Family
Members

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9. How to fill employee Hobbies details – Fill details & Submit

Path: Select HRIS Tab>> Employee Profile>>Select New Employee>> Human Resource Information>> Add Hobbies

10. How to fill Achievements of employee- Fill details & Submit

Path:
Select HRIS Tab>> Employee Profile>>Select New Employee>> Human Resource Information>> Achievements

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 11. How to assign shift to an or new/existing employee

Firstly, assign Shift

Path: Select Attendance Tab>> Click Process Attendance>> Assign Shift to Employee

• Path: Search Employee >> Select Employee

o Select Shift at bottom left>> Then Assign

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 12. Secondly, How to Run the Roaster

• Path: Select Attendance Tab>> Select Roaster Shift

• Search employee employee>> select employee

• Enter one year period (max)>> Click Process

13. Thirdly, enroll employee in the bio-metric device

• Path: Click on “OK” or “Menu” tab

o Go to the user management
o Click on new user
o Enroll the employee attendance code
After that drag your tab you can see there these all below options such as-

Fingerprint: from here you can add the employee’s finger

Badge Number: from here you can add the RFID card
Password: from here you can put the password

To check all employee’s data: Click on user management and select on all users

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14. How to edit or modify of existing employee detail
Path: Select HRIS Tab>> Select Employee Master

• Path: Choose Employee with filter>> Select the employee to modify or edit
o Choose edit mention under application>> Change the records respectively >> Save

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15. How to Inactive an existing employee

To Inactive an existing employee,

• Path: Select HRIS Tab>> Select Employee Master
• Choose Employee with filter>> Select the employee to delete tab under application
• Application will ask for the confirmation of the deletion of the record.
• Click ‘OK” to delete the record from the application

16. How to generate report from Sensy?

a. Firstly, create report –

• Path: Select HRIS tab>> Select Option>>HR Report Writer

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• New Dialer Box open>> Select Add tab

• To create report, select headers from “Available Fields”

• Select “>” tab >> choose field will be showing in “Field to Display”

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• Multiple headers can be added
• Select Finish Tab

• Select Style Tab>>Name >>Give Name Report>>Finish

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 • Generated report visible (last page of report name)>> close the tab

b. Secondly, extract the report-

Path: Select HRIS Tab>> HRIS Report>> HRIS Writer

• Generated report visible (last page of report name)>> Select generated report>>Show Report

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• New dialer box open>>Select Submit

• New dialer box open

• Select filters (if required specific data)>>Submit Employees
• Application will ask for the confirmation of the filtered employees>>Select OK

• New dialer box open>> Export to Excel

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 17. How to fetch Attendance report from Sensy?

Path: Attendance Tab>> Attendance Report>> Select report as er requirement

• New dialer box open>> Select date range>>Select Report “General”>> Print

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• New dialer box open
• Select filters (if required specific data)>>Submit Employees
• Application will ask for the confirmation of the filtered employees>>Select OK
• Report downloaded in device

Alternate way to pull out Attendance report-

a. Firstly, create report –

• Path: Select Attendance tab>> Select Option>>Attendance Report Writer

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 • New Dialer Box open>> Select Add tab

• To create report, select headers from “Available Fields”

• Select “>” tab >> choose field will be showing in “Field to Display”

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• Multiple headers can be added
• Select Finish Tab

• Select Style Tab>>Name >>Give Name Report>>Finish

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• Generated report visible (last page of report name)>> close the tab

b. Secondly, extract the report-

Path: Select Attendance Tab>> Attendance Report>> Attendance Report (User Defined)

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• Generated report visible (last page of report name)>> Select generated report>>Show Report

• New dialer box open>>Select Date Range>> Filter Employee

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• New dialer box open
• Select filters (if required specific data)>>Submit Employees
• Application will ask for the confirmation of the filtered employees>>Select OK

• New dialer box open>> Export to Excel

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 18. For fetching any unit report, please follow below guidelines-

Third
Unit Search Filter Second Filter Filter
CPD Division Branch/ Zone
CND Division Branch/ Zone
F&B Division Zone Branch
F&B Unit 3 Division Zone Branch
Head Office Zone as Head Office
Srinagar Factory Zone as Srinagar Factory
SGRF-Corporate Zone as SGRF-C
Jammu Factory Zone as Jammu Factory
Jammu Factory- Corporate Zone as Co- Jammu Factory
Corporate Office (Mapped all over) Branch as-
1. Corporate Office
2. F&B Corporate
3. SGRF- Corporate
Corporate Office (Delhi Office sitting) Zone as Co- Delhi
Corporate Office (Delhi Office sitting) Location Combination as-
1. Corporate Office
2. Corporate Office- Other Location
Empyrean Zone as Empyrean

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