FS HR Sample

Development & Implementation of ERP
System
Global Blue
FUNCTIONAL SPECIFICATION DOCUMENT

HUMAN RESOURCE MANAGEMENT SYSTEM
Prepared by:
BINARY INTEGRATED TECHNOLOGY SOLUTION

MANAGEMENT & ERP CONSULTANTS
Status
Contents
Version
Submitted on
Final
Functional Specification
V 1.41
13-03-2013
All rights reserved. The
information contained
in this document is
confidential and may
also be proprietary and
trade secret. Without
Address, Riyadh 11312, KSA Tel +966-1-2065, +966-1-2065 Fax

+966-1-2918 E-mail: info@abc.com
prior written approval

from ABC no part of the
document may be
reproduced or
transmitted in any form
or by any means,
including but not limited
to electronic,
mechanical,
photocopying or
recording or stored in
any retrieval system of
whatever nature. Use of
any copyright notice does not imply unrestricted public access to any part of this document. ABC trade names used in
this document are trademarks of ABC. Other trademarks are acknowledged as the property of their rightful owners.
WWW
Copyright
2011 ABC
.A
BC
.COM
Development & Implmentation of ERP System

Functional Specification Document Human Resource Management
Table of Contents
DOCUMENT INFORMATION
STATEMENT OF CONFIDENTIALITY
1.
HUMAN RESOURCE MANAGEMENT MODULE
MAJOR FUNCTIONS
STANDARD FEATURES
Master Setups
Organization Setup
Leaves Definition
Multiple Shifts
E-mail Notifications
HR MANAGEMENT
10
Employee Profile
10
Facilities Handover and Takeover

Employee Transfer
21
Employee Number
21
HR Events
21
Letter History
21
RECRUITMENT INDUCTION PROCESS

Job Announcement
22
Job Application Form
23
Short Listing
Interview
25
Job Offer
25
Appointment
25
26
HRDF Agreement(s)
26
Recruitment Plan with HRDF

TRAINING MANAGEMENT
28
Training Evaluation
30
Training Checklist
31
Training & Bonds
33
PERFORMANCE APPRAISAL
33
Non Supervisors
Supervisors
33
35
EMPLOYEE SELF SERVICE

Leave Request
22
37
38
General Request
39
Booking Request
40
28
20
LEAVE AND ATTENDANCE MANAGEMENT
40
Copyright (c) 2011 ABC Technology Solution

All rights reserved Unauthorized copy or use of this document is strictly prohibited.
Page | 2

Leave Request(s)
40
Labor Leave Request
41
Managers Leaves Application

Vacation Settlement
Daily Log Sheet
44
45
MEDICAL UTILIZATION
46
FINAL SETTLEMENT
46
Labor Termination
49
Staff Termination
50
Resignation Request
50
Death Form
42
51
PAYROLL MANAGEMENT
Overtime Payments
51
54
Allowances & Deductions Management

LOAN & ADVANCES MANAGEMENT
Loan Codes
54
54
Loan & Advance Processing

Salary Processing Basis
54
55
Salary Processing Model

Pay Slip
54
55
55
General Organization for Social Insurance (GOSI)

Payroll Processing
LETTER & TEMPLATES
56
57
MAJOR INPUT DOCUMENTS
58
MAJOR OUTPUTS/REPORTS
58
INTEGRATION WITH OTHER MODULES

ACCEPTANCE/UAT CRITERIA
58
58
56

Page | 3

Document Information
Following is information about this document.
Category
Information
Document Identifier
GS_FS_HR_[V 1.32]
Client
Project Version
Document
Document Version
Status
Author
Approvers
Document Location
Distribution
Global Suhaimi
1
Functional Specification Document
1.32
Draft
ABC Project Team
GS Technical Team
Head Office, Riyadh
GS
ABC
Page | 4
Development & Implmentation of ERP

System
Statement of Confidentiality
The contents of this document shall remain the confidential property of ABC & GS
and may not be communicated to any other party without the prior written approval
of GS. This document must not be reproduced in whole or in part. It must not be
used other than for contractual purposes only by GS, no information as to the
contents or subject matter of this contract agreement or any part shall be given or
communicated in any manner whatsoever to any third party without the prior
written consent of ABC.

Page | 5

1. Human Resource Management Module

Human Resource Module is going to be implemented as a comprehensive web
based suite of Human Asset Management which is broadly divided into logical
segments one which takes care of the compensation and disbursement processes
while the other covers the core Human Resources management related activities
along with compliance to legal and statutory regulations. Each segment consists of
various modules which can be used independently as well as in an integrated
environment. This scalability facilitates the user to plan the implementation
according to the available resources.
To speed up the deployment process, HR Module supports common and consistent
easy-to-use interface. These interfaces are designed keeping in mind different level
of computing skills of the users. Configuration management by applying
parameterized approach helps in defining variety of policies and user-defined
calculations into the system without any customization. User Documentation is also
provided along with necessary training.
Wide range of reports and inquiries will be available to cater various levels of
information requests supported by selection criteria to suit ever-changing user
requirements. HR Module will provide facility to export the data in other office
productivity tools for further analysis.
HR data can be entered at remote locations making users data processing more
efficient, streamlined and accurate and facilitates in better business decisions and
focus on the strategic, profit generating, areas of the company. Following major
functions will be considered as startup basis for implementation;
1
2
3
4
5
6
7
8
9
10
Multi-branch / Location
Setup based HR & Payroll Configuration
User based Employee Self-Service (ESS) to view pay-slips and reports
Location wise / user wise payroll generation
Complete HR Induction Process
Comprehensive security options
Expense claim settlement with monthly payroll
Track of Medical Utilization
Reduces data redundancy
No need to install any software on users / clients machines
11 All members of organization can log in the system; be it top
management or middle management, HR head or HR assistant and all

employees
12 Generate all reports from anywhere in the world, all reports would be just a
click away
Page | 6

System
Above listed capabilities can vastly improve your Return on Investment (ROI) and
your employee satisfaction, as well as make your company more productive by
improving the effectiveness of your administrative information processing.
Major Functions
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
Master Setup
Organization Setup
Salary Setup
Standard Letter Templates
Recruitment/Induction
HR Management
Payroll Management
Loan & Advances Management
Leaves & Attendance Management
Training Management
Final Settlement
Employee Self Service
Medical/Insurance Utilization
HR Reports
Payroll Reports
Analytical Reports
Standard Features
Master Setups
There will be a provision in a HR module to define different type of setup
definitions mainly this will include following setups definitions are
required for configuration of HR system;
Sr. #
1.
2.
3.
4.
5.
6.
7.
Setups
Languages
Nationality
Country
City
Languages
Language Level
Advertisement Media
Remarks
System will record
following data fields;
- Code
- English
Description
- Arabic
Description
Do
Do
Do
Do
Do
Do
Page | 7

8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
21.
22.
23.
24.
25.
26.
27.
28.
29.
Appointment Mode
Employee Category
Cadre
Education
Experience
Hobbies
Pay mode
Religion
Relation
Employee Status
Subject/Specialization
Name Initials
Violation
Expense Type
Facility Type
Travel Ticket Type
Visit Type
Performance Abilities
Performance Review Period
Shifts
Leave Type
Leave Group
Do
Do
Do
Do
Do
Do
Do
Do
Do
Do
Do
Do
Do
Do
Do
Do
Do
Do
Do
Do
Do
Do
Organization Setup
System will provide provision to define following setup components
for HR module to attach with each employee;
Sr. #
Setups
1.
Locations
2.
3.
4.
Designations
Grade/Pay Scale
Secession Plan
Setup
Remarks
ERP will be working against locations
including,
employees placement, sales, inventory, fixed
assets and user rights will be defined against
locations. Nomenclature of the location will be
as under;
- Company
- Branch/Subsidiary
- Site
- Department

Page | 8

Leaves Definition
System will provide interface to define leave groups, which will be
combination of set of leaves allowed for any group. User can attached this
leave group over the master profile of the employee. System will keep record
of each type of leaves allowed to particular employee during the financial
year.
Leaves Group
Sr. No
Data Field
1. Leave Group Code
2.
Leave Group Name
3.
Leave Code
4.
No. of days
Type
Input
Remarks
User will define the Code of the
leave group e.g. M01, E01, L02 etc
Input
User will define the Name of the
leave group e.g. Management,
Executives, Labor etc
Selection Standard Leaves Code e.g. Sick,
Casual, Annual
Input
As per leave policy
Multiple Shifts
System will provide provision to open different shift codes and record daily
log sheet against each shift.
E-mail Notifications
System will generate e-mail notifications for different configured events.

Page | 9

System
HR Management
Employee Profile
System will provide interface to enter the employee data along with
provision of attaching documents.
Employee Main Data
No
Data Field
1. Employee Code
2. Name Initials
3. First Name (AR)
4. Middle Names (AR)
Type
Input
Selection
Input
Input
5.
6.
7.
Last Name (AR)

First Name (EN)
Middle Names (EN)
Input
Input
Input
8.
Last Name (EN)
Input
9.
Location
Selection
Remarks
Dr., Mr., Miss etc
Father + Grandfather
Name in Arabic
Family name
Father + Grandfather
Name in English
Family name
This is the location where
employee is appointed, it
is linked with the Location
Defined based on
Organizational Chart
In-Service/
Retired/Suspended etc
Male/Female
From which nationality
employee belongs
10. Employment Status
Selection
11. Gender
12. Nationality
Selection
Selection
13.
14.
15.
16.
Attachment
Input
Input
Selection
Committee/Direct
Induction/HRDF etc
Input
Input
Cod in new location when
Employee Picture
Attendance Machine Code
Remarks
Appointment Mode
17. HRDF Contract#

18. Secondary
(Code/Department)
Employee Personal Details
No
Data Field
1.
Department
2.
Designation
transferred..
Type
Selection
Remarks
Admin/Accounts etc
Selection
President/Vice
Page | 10

System
3.
Specialization/Trade
Selection
4.
5.
6.
7.
Saudi ID #
Iqama Number
GOSI #
Employment Category
Input
Input
Input
Selection
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
Shift
Official e-mail
Alternate e-mail
Official Phone
Date of birth1 (Gregorian)
Date of birth2 (Hijri)
Date of Contract (Joining)
Date of Confirmation
Date of Regular
Contract End Date
Salary End Date
Selection
Input
Input
Input
Input
Input
Input
Input
Input
Input
Input
19.
20.
21.
22.
23.
Reference 1
Reference 2
Blood Group
Religion
Marital Status
Input
Input
Selection
Selection
Selection
24.
25.
Save CV
Leave Group
Attachment
Selection
President/Director etc
Engineer/Doctor/Electrician
etc
Management/Staff/Labor
etc
Morning/Evening/Night etc
This is the date which kept

for the salary preparation
purpose; during payroll
processing systems check
the salary end date and
accordingly include or
exclude the employee for
payroll processing and
counts the number of days
to be paid if its in the not
complete month.
A+, B+ etc
Islam/Christen etc
Married/Un
Married/Widower etc
Every employee will be
attached with some leave
group e.g. Leave Group is
Management Leaves and
it cantinas definition of
different type of leaves
Page | 11

System
26.
27.
28.
29.
Family Medical Insurance

Entitlement
Company Car Entitled
Company Insurance
Number
Direct Manager
Address (Present &

Permanent)
No
Data Field
1.
Address
2.
Postal Code
3.
Country
Selection
Selection
Input
Yes / NO
Selection
Search and select in

Employee database.
Type
Input
Input
Selection
4.
5.
6.
7.
8.
9.
10.
City
Phone #
Mobile #
e-mail
Permanent Address
Permanent Postal Code
Permanent Country
Selection
Input
Input
Input
Input
Input
Selection
11.
12.
13.
Permanent City
Permanent Phone #
Permanent Mobile #
Selection
Input
Input
14.
Permanent e-mail
Input
Passport Information
No
Data Field
1. Name on Passport
2. Passport #
3. Passport Image
4. Date of Issue
5. Expiry Date
6. Place of Issue Country
allowed e.g.
- Casual Leaves 30
- Sick Leaves 20
Etc
Definition will be set
through leave setups
Yes / NO
Remarks
United Kingdome/India
etc
Within country list of
cities
United Kingdome/
India etc
cities
Type
Remarks
Input
Input
Attachment
Input
Input
Selection
United Kingdome/India etc
7. Place of Issue City
Selection
Within country list of cities

Page | 12

System
8. Profession
Selection
9.
10
.
11
.
12
.
13
.
Border entry#
Input
Entry Port
Input
Entry Date
Input
Visa document#
Input
Remaining days to expire
Calculated
Driving License Information

No
Data Field
1.
Card/License #
2.
Place of Issue Country
3.
4.
5.
6.
7.
8.
Place of Issue City

Date of Issue1
Date of Expiry1
Date of Issue2 HIJRI
Date of Expiry2 - HIJRI
License Type
Iqama Information
No
Data Field
1. Iqama #
2. Copy #
3. Iqama Image
4. Date of Issue1
5. Date of Issue2 Hijri
6. Expiry Date1
7. Expiry Date2 Hijri
8. Remaining Days to expiry
9. Religion
10
.
Salary on Iqama
11
.
Place of Issue City
12
.
Current Sponsor
13
.
Profession on Iqama
Engineer/Doctor/Electrician
etc
Type
Input
Selection
Selection
Input
Input
Input
Input
Selection
Remarks
etc
cities
LTV/HTV/Dumper etc
Type
Input
Input
Attachment
Input
Input
Input
Input
Calculated
Selection
Remarks
Input
??????
Selection
City within KSA
Input
Selection
Engineer/Doctor/
Electrician etc
14
.
15
.
16
.
17
.
18
.
19
.
Iqama Cancellation Date1
Input
Iqama Cancellation Date2 Hijri Input

Iqama Cancellation Reason
Input
Work Permit #
Input
WP Date of Issue1
Input
WP Date of Issue2 Hijri
Input

Page | 13

System
20
.
WP Expiry Date1
21
.
WP Expiry Date2 Hijri
Input
Input
Relationship in Company (Multiple Entries)

No
Data Field
Type
1.
Relative Employee ID
Selection
2.
Relation Type
Selection
3.
Remarks
Input
Qualification (Multiple
Entries)
No
Data Field
1. Qualification Type
2.
3.
4.
5.
6.
7.
8.
From
Qualification Title
Country
Institute
Passing Year
GPA
Specialization
9. Remarks
10
.
File Attachment
Trainings (Multiple Entries)
No
Data Field
1. Training Type
2.
Training Code
Type
Selection
Selection
Selection
Selection
Input
Input
Selection
Selection
Remarks
GS Employee ID
Father/Brother/Cousin etc
Remarks
Certificate/Diploma/Degree
etc
Local/Foreign/Online
Engineering/PHD etc
United Kingdome/India etc
1 to 5
Mechanical/IT/Chemical
etc
Input
Attachment
Type
Selection
Selection
Remarks
Local/Foreign/Online/In
house
Trainings will be defined
- PHP Development
- Maintenance
- Performance
Management
3.
4.
5.
Start Date
End Date
Budget/Charges
Input
Input
Input
6.
7.
Institute
Country
Input
Selection
8.
Result
Selection
Amount spent on
training
etc
Passed/Failed etc
9.
Remarks
Input
Copyright (c) 2011 Binary Integrated Technology Solution

Page | 14

System
10. File Attachment

11. Qualification
Nominees (Multiple Entries)

No
Data Field
1.
Benefit Code
2.
3.
4.
5.
6.
7.
8.
9.
Relation Code
Nominee Name
Iqama or Saudi ID
Percentage
Phone
e-mail
Address
Remarks
Languages (Multiple Entries)

No
Data Field
1.
Language
2.
Proficiency
a. Read
b. Write
c. Speak
3.
Remarks
Hobbies (Multiple Entries)
No
Data Field
1.
Hobby
2.
Remarks
Experience (Multiple Entries)

No
Data Field
1.
Company Name
2.
Designation
3.
Department
4.
From Date
5.
To Date
Attachment
Selection
Type
Selection
Selection
Input
Input
Input
Input
Input
Input
Input
Required education/
professionalism level to
join the training
Remarks
Compensation in case of
accident/Compensation
in case of death during
service
Father/Brother/Wife etc
Type
Selection
Remarks
English/Arabic etc
Selection
Selection
Selection
Input
Fair/Good/ V.Good
Type
Selection
Remarks
Gardening/Sports etc
Input
Type
Input
Input
Input
Input
Input
Remarks
Page | 15

System
6.
7.
8.
Role/Responsibilities
On Going
Document Image
Facilities (Multiple Entries)

No
Data Field
1. Facility Type
Input
Selection
Attachme
nt
Type
Selection
2.
3.
4.
5.
Fixed Asset Number

From Date
To Date
Returned Condition
Selection
Input
Input
Selection
6.
Remarks
Input
Promotions (Multiple Entries)

No
Data Field
1.
Date
Type
Input
2.
3.
From Location
From Designation
Selection
Selection
4.
5.
From Grade
From Salary
Selection
Input
6.
7.
To Location
To Designation
Selection
Selection
8.
9.
To Grade
To Salary
Selection
Input
10.
Remarks
Input
Transfer (Multiple Entries)

No
Data Field
1.
Date
Type
Input
2.
3.
From Location
From Designation
Selection
Selection
4.
5.
From Grade
From Salary
Selection
Input
6.
To Location
Selection
Y/N
Image/PDF
Remarks
Car/House/Mobile etc
Linked with Asset
Register
Good/Damaged/Repair
able
Remarks
Linked with location
setup
Manager/Deputy
Manager etc
E-1/E-2 etc
setup
Manager/Deputy
Manager etc
E-1/E-2 etc
Remarks
setup
Manager/Deputy
Manager etc
E-1/E-2 etc
setup
7.
To Designation
Selection
Manager/Deputy
Manager etc

Page | 16

System
8.
9.
10
.
To Grade
To Salary
Selection
Input
Remarks
Input
E-1/E-2 etc
Registrations/ Other Licenses (Multiple

Entries)
No
Data Field
Type
1.
Reg.#
Input
2.
Type
Input
3.
Date issued
Input
4.
Expiry date
Input
5.
Registrar
Input
6.
Remarks
Input
Dependents (Multiple Entries)
Data Field
No
1. Relation Type Code
2.
3.
4.
5.
6.
7.
8.
9.
10
.
11
.
12
.
13
.
14
.
15
.
16
.
17
.
18
.
Type
Selection
Dependent Name
Date of Birth
Medical Insurance Number
Medical Insurance Expiry Date
Insurance Category
Insurance Type
Insurance Company Name
Iqama #
Input
Input
Input
Input
Selection
Selection
Input
Input
Iqama Image
Input
Iqama Date of Issue
Input
Iqama Date Expiry
Input
Place of issue (City)
Selection
Current Sponsor Name
Input
Name on Passport
Input
Passport #
Input
Passport Image
Attachment
Date of Issue
Input
Remarks
Remarks
Father/Mother/Wife/Dau
ghter etc
KSA
City
19
.
Date of Expiry
20
.
Place of issue Country
21
.
Place of Issue - City
22
.
Profession on Passport
23
.
Relation start date
Input
Selection
Selection
Selection
etc
cities
Engineer/Doctor/Electrici
an etc
Input

Page | 17

System
24
.
Relation end date
Input
References (Multiple Entries)

No
Data Field
1.
Name
2.
Designation
3.
Address
4.
Phone
5.
e-mail
6.
Date
7.
Remarks
Type
Input
Selection
Input
Input
Input
Input
Input
Job Description
No
Data Field
1.
Job Description
Type
Input
2.
Date
Leave Record (Multiple Entries)

No
Data Field
1.
Leave Type
2.
From Date
3.
To Date
4.
Reason
Remarks
Remarks
Job description of
employee will be fed
here
Input
Type
Selection
Input
Input
Selection
5.
6.
7.
8.
Extra days (Unpaid)

Reason for extra days
Departure date
Departure From
Calculated
Input
Input
Input
9.
10
.
11
.
12
.
Arrival in
Input
Destination Address
Input
Destination Phone
Input
Remarks
Input
Letters / Warnings / Investigation (Multiple

Entries)
No
Data Field
Type
1.
Letter#
Input
2.
Date
Input
Remarks
Sick/Annual etc
Standard list of reasons

will be linked
Ticket date
Remarks
3.
Type
Selection
4.
Subject
Input
Warning/Information etc

Page | 18

System
5.
Content
Exit/ Re-Entry (Multiple Entries)

No
Data Field
1. Visa#
2. Issue Date1
3. Issue Date Hijri
4. Expiry Date1
5. Expiry Date2 Hijri
6. Type
7. Duration
8. Content
Attachment
Type
Remarks
Input
Input
Input
Input
Input
Selection
Single/Multiple
Input
By months
Attachment
Salary increment structure ( Multiple

Entries)
No
Data Field
Type
1. Increment date
Input
2. Basic salary
Input
3. Living allowance
Input
4. Housing allowance
Input
5. Transportation Allowance
Input
6. Increment amount
Input
7. Gross total
Calculated
Contract History ( Multiple
Entries)
No
Data Field
1.
Contract#
2.
Start Date1
3.
Start Date2 Hijri
4.
End Date1
5.
End Date2 Hijri
6.
7.
Document
Remarks
Facilities ( Multiple Entries)

No
Data Field
1. Facility Type
2. Asset Code
3. Issue Date
4. Expiry Date
5.
Authorization Type
Type
Input
Input
Input
Input
Input
Remarks
Remarks
Attach
Input
Type
Selection
Input
Input
Input
Selection
Remarks
Car/ Laptop/ Mobile .
Optional

Page | 19
System
6.
7.
8.
9.
Authorization
Insurance
Remarks
Document
Input
Input
Input
Attachment
Appointment Procedures ( Multiple Entries)

No
Data Field
Type
1. Procedure
Selection
2.
Request Status
Selection
3.
4.
5.
Request Date
Completion
Completion Date
input
Selection
Input
6.
Remarks
Input
Remarks
ID Card/ Insurance/ Bank
account .. etc.
Sent/ Rejected/
Approved
Completed/ Pending
Facilities Handover and Takeover

System will provide support to assign facilities to employee during the
service period; facilities will be linked with the fixed assets module. This will
support the process of retrieving the assets from employee while he is leaving
the organization, similarly man agent can take list of different type of facilities
provided to employees.
Facilities ( Multiple Entries)
No
Data Field
1.
Location
2.
Document NO
3.
Document Date
4.
Employee Code
5.
Facility Type
6.
Asset Code
7.
Issue Date
8.
Expiry Date
9.
Authorization Type
10.
Authorization
11.
Insurance
12.
Remarks
13.
Document
Type
Selection
Auto
input
Selection
Selection
Input
Input
Input
Selection
Input
Input
Input
Remarks
Car/ Laptop/ Mobile .

Optional
Attachment
Once the document is saved, the system will provide a Handover/Takeover

document as per GS format.

Page | 20

Employee Transfer
Details of transferred employees
Sr. No
Data Field
1.
Employee #
2.
Name of Employee
Type
selection
selection
3.
Category
Input
4.
Date of Transfer
Input
5.
Transferred
To Department
Transferred
To Area
Indicate if employee is
under probation or training
6.
7.
Remarks
Input
Input
Input
Employee Number
Employee number will be entered/generated in the format ( 1xxxxx ) i.e.
100021
HR Events
System will have provision to record following HR events;
1
2
3
4
5
6
7
8
Performance Appraisal
Resignation
Final Settlement
Violations/Disciplinarily Actions
Job/Salary Certificate
Promotion
Transfer
Exit re-entry
Letter History
GS-HR department wants to keep track of all letters issued for a
certain employee, on different occasions like;
1Letter to open bank account
2Purchase a car
3Rent a house
4Warning Letters
5Investigation Reports
Letter will be directly linked with the HR profile of the employee.

Page | 21

System
Recruitment Induction Process

Job Announcement
Job Announcement
Sr. No
Data Field
Type
1.
Job Number
Input
2.
Document Date
Selection
3.
Location
Selection
4.
Status
Selection
5.
Job Date
Selection
6.
Job Validity Date
Selection
7.
Job Title
Input
8.
Job Description
Input
9.
Department
Selection
10.
Priority
Selection
11.
Required Education
Selection
12.
Required Trade
Selection
13.
Nationality
Selection
14.
Experience Status
Selection
15.
Required Experience
Input
16.
Remarks
Input
Advertisement Media [multiple]

1.
Advertisement Name
Input
2.
Advertisement Picture
Input
3.
Advertisement Type
Selection
4.
Advertisement Date
Selection
Remarks
Page | 22

System
Job Application Form

All applications will be saved in the system database for archiving and
on demand search:
Document Information
Sr. No
Data Field
Type
1.
Office location
Selection
2.
Application number
Selection
3.
Application date
Selection
Personal Information
1.
First Name
Input
2.
Applicant Picture
Input
3.
Last Name
Input
4.
Father Name
Input
5.
Husband Name
Input
6.
Applicant CV
Input
7.
Family Name
Input
8.
Nic No
Input
9.
Date of birth
10.
Iqama No.
11.
Gender
12.
Passport No.
13.
Marital Status
14.
Current Sponsor
15.
Nationality
Selection
Input
Selection
Input
Selection
Input
Selection
Remarks
Page | 23
System
Number of Dependents
1.
Adults
Input
2.
Kids
Input
Professional Information
1.
Profession
2.
Brief Background
Selection
Input
Contact Information
1.
Postal Address
Input
2.
Postal Code
Input
3.
Country of Residence
Selection
4.
City
Selection
5.
Email
Input
Academic Qualification ( Multiple) ]

1.
Type
Selection
2.
From
Selection
3.
Qualification
Selection
4.
Country
Selection
5.
Passing Year
Selection
6.
Institute
Input
7.
Remarks
Input
Experience ( Multiple) ]
1.
Company Name
2.
Designation
Selection
3.
Date From
Selection
4.
Date To
Selection
Input
Page | 24

System
5.
Country
Selection
6.
Experience
Selection
References
( Multiple) ]
1.
Name
Input
2.
Designation
3.
Phone
Input
4.
Mobile
Input
5.
Email
Input
6.
Address
Input
7.
Remarks
Input
Selection
Short Listing
Reviewed applications which have been filtered and short listed, will
be available for further review and processing for interview scheduling.
Interview
If a short listed applicant did an interview, then the interview result and
feedback should be entered in the system in a customized form:
Interview
Sr. No
1.
Data Field
Application Number
Type
Selection
Remarks
2.
Date
Input
3.
Evaluation
Selection
Fair/Good/ VGood
4.
Qualified
Selection
Yes/No/Over qualified
5.
Remarks
Input
Job Offer
Job Offer
Sr. No
Data Field
1.
Application Number
2.
3.
Date
Type
Selection
Input
Remarks

Page | 25
System
Contract & Job

1.
Contract Type
2.
Job Title
Input
3.
Dept\Section
Input
4.
Work Location
Salary & Benefits
1. Grade
Selection
Selection
Input
2.
Basic
Input
3.
Transportation
Input
4.
Housing
Input
5.
Annual Leave
Input
6.
Medical Covers
Candidate Response
1. Accept \ Reject
Input
Selection
2.
Reject the offer because
Input
3.
Candidate Name
Input
4.
Signature
Input
Appointment
Approved Job offers will be listed here for posting to HR Management.
HRDF Agreement(s)
GS arrange for agreements with HRDF to fund the training and
employment of some new person under the following terms:
1- GS will employ people and share the salary with HRDF for a
training period.
2- Each job has a different training period.
3- If the employee passed the training period and got the job, he will get a
2 years contract.
4- The HRDF share of salary will be different after the training period,
which is 21 months maximum.
5- If the employee keeps the job for more than 2 years then HRDF will
not pay any share and total salary will be paid from GS.
6- The system should automatically detect that HRDF share is due or not

Page | 26

System
7- Current practice: the salary statement is finalized each 6 months, or

more, then forwarded to HRDF to collect the payment.
8- Recommended: the system generates a monthly statement for HRDF
to collect the payments.
Agreement Information
No
Data Field
Type
1.
Agreement No.
Input
2.
Date1
Input
3.
Date2 Hijri
Input
4.
Description
Input
5.
Document
Attach
6.
Remarks
Input
Remarks
Employee Information
(Multiple)
7.
Emp. No
Input
8.
Full Name
Input
9.
Nationality
Input
10.
Date of birth
Input
11.
Saudi ID#
Input
12.
Joining Date1
Input
13.
Joining Date2 Hijri
Input
14.
Area
Input
15.
Position
Input
16.
Basic Salary
Input
17.
Trans. Allowance
Input
18.
Housing Allowance
Input
Detailed information about employee

will be saved in Emp. profile.
19.
Training Period (M)
Input
In months (i.e. 2 months or 3 months

.)
20.
Contract Period (M)
Input
In months ( Default 24 Months )

Page | 27

% of salary paid by HRDF during

training
period
21.
HRDF Contribution1
Input
22.
HRDF Contribution2
Input
% of salary paid by HRDF after training

period.
23.
Contract End Date1
Input
Date of Last salary shared with HRDF
24.
Contract End Date2 Hijri Input
Date of Last salary shared with HRDF
Recruitment Plan with HRDF

GS prepare its recruitment plan through HRDF as per following principles;
1- GS prepares an annual recruiting plan and submit it to
HRDF 2- HRDF will Approve, Modify or Reject the plan.
3- GS will recruit some people and enroll them under one
agreement. 4- There can be more than one agreement
5- For each agreement, GS prepares a monthly invoice to be submitted
to HRDF.
6- Each agreement has a special unique number.
HRDF Monthly Invoice
Sr. No Data Field
1. Agreement#
2. Invoice Date1
3. Invoice Date2 Hijri
4. Month Name
Type
Selection
Input
Input
Input
Remarks
For which the invoice generated
Listed Employees ( Multiple Entries)

1.
Selection
Emp. Full name
2.
Emp. Acc #
Selection
3.
Gross Salary
Input
4.
GOSI Deduction
Input
5.
Penalties
Input
6.
Others
Input
7.
Net Payable
Calculated
8.
Remarks
Input
Training Management
System will have provision to define different trainings along with budgets
and record training request and its results;

Page | 28

System
Sr. #
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
Training Setups
Level
Phase
Type
Location
Company
Activities
Category
Blasting
operations
Painting
operations
Working at
Heights
Road Marking operation
Maintenance Activities
Handling of Materials at Sites
Safety Aspects
End-of-Shift
Activity
Inspection
Site Operations & Safety Precautions
Type of Evaluation
Proficiency Evaluated
TRAINING DEFINITION
(Multiple)
No
Data Field
Code
1.
2.
3.
Training Title
Level
Type
Selection
Selection
Selection
4.
Phase
Input
5.
Type
Select
6.
Category
SELECT
7.
Location
Selection
8.
Period
Input
9.
Start Date
Input
10.
End Date
Input
11.
Budget
Input
Remarks
Do
Do
Do
Do
Do
Do
Do
Do
Do
Do
Do
Do
Do
Do
Do
Do
Do
do
Remarks
Beginner/ intermediate/
advanced expert .
PHASE 1
PHASE 2
PHASE 3
i.e. Job Orientation/ Internal /
External
Lower Category Personnel of
Industrial/Road Marking and
Logistics Departments
12.
Name of Trainer
Input
13.
Required
Qualifications
Input

Page | 29

System
ON JOB TRAINING RECORDS (Multiple)

No
Data Field
Type
1.
Selection
Remarks
Training Code
2.
Training Title
Selection
3.
EMPL #
Select
4.
Name of
Employee
Select
5.
Present Training
Output
6.
Remarks
Input
Training Evaluation
After completing the training, evaluation to trainees can be done by
selecting both the training and the employee:
Training Evaluation Record

No
Data Field
Type
Remarks
1.
Training Code
Selection
2.
Type of Evaluation
Selection Oral test / Written Test / Practical

Test
3.
Date of Evaluation
Input
4.
Emp. No
Selection
5.
Name
Selection
Training Details (Multiple)

1.
Quality System Ref #
Input
2.
Proficiency Evaluated
Selection
3.
Evaluation Findings
Input
Reviewed By
1.
Evaluated By Trainer
Selection
2.
Reviewed By Dept. Head Selection
3.
Reviewed By Quality
Selection

Page | 30

Dept.
Approved By
1.
Director of Operations
Selection
2.
VP Corporate Affairs
Selection
3.
VP Technical Affairs
Selection
4.
President
Selection
Training Checklist
This is a standard GS training checklist done for a labor when joining the
company or shifting to a new site. This check list will be dynamic so it can be
modified and assigned to any JOB ORIENTATION training:
A. GENERAL INFORMATION ON COMPANY ACTIVITIES
1. Business Activities of Company
2. Overview of organization structure & functional
3. Responsibility of The Position Trained
4. Companys Expectations from the trainee
5. Importance of Team Work
6. Discipline to be maintained within the organization
7. Awareness on ISO 9000 Certification
8. Quality Policy of the Company
9. Reporting structure within the Department
B. GENERAL AWARENESS ON BLASTING OPERATIONS
1. Basics of corrosion
2. Identification of Equipment and Materials used for Blasting
3. Different types of surface Cleaning Methods and their significance
4. Details of Technique employed for each type of Surface

5.
6.
7.
8.
9.
C.
1.
2.
3.
4.
Cleaning methods
Operation Hand Tools and Power Tools
Isolation of work location and covering of surrounding areas
Setting up of Equipment for Blasting and Filling of Blast post
Identification of signals given by Sand Blaster during Blasting
Details of Abrasives and their recycling processes
GENERAL AWARENESS ON PAINTING OPERATIONS
Details on Cleanup of surface before Painting
Identification of Equipment and Tools used for Painting
Mixing and Thinning of Paints
Details of Painting Techniques and application of paint by brush

Page | 31

System
5. Protection to adjacent surface and outdoor protection during Painting

6. Cleanup of Painted Surface before subsequent coats
D. GENERAL AWARENESS ON WORKING AT HEIGHTS
1. Erection and Dismantling of Scaffolding
2. Usage of Ladders for Working at Heights
E. GENERAL AWARENESS ON ROAD MARKING OPERATIONS
1. Details of Materials , Equipment and Tools used for Road Marking
2. Details on Pre marking for Road Marking activities
3. Details on Cleanup of surface before Marking / Painting
4. Details on stripping of Existing Marking
5. Heating / Mixing and Thinning of Paints
6. Details of Marking Techniques and application of Paint by paint

by Machine /by Hand
7. Controlling Traffic at the job location during Road Marking Activities

F.
1.
2.
3.
4.
5.
GENERAL AWARENESS ON MAINTENACE ACTIVITIES

Identification of Equipment repaired / serviced by Workshop
Details on functioning / operation of each Equipment
Referring Maintenance Manual and Parts Manual
Service schedule maintained for preventive maintenance of Equipment
Usage of service Checklists during maintenance of Equipment
G.
1.
2.
3.
4.
GENERAL AWARENESS ON HANDLING OF MATRIALS AT SITES

Manual Material Handling Methods for shifting of Equipment , Materials
Handling of work pieces before and after Surface preparation
Handling of work pieces before and after Painting
Handling of Scaffolding pipes while erection and dismantling
H.
1.
2.
3.
4.
5.
AWARENESS ON SAFTY ASPECTS TO BE ADHERED AT SITES

Safety and Health requirements to be adhered while working at sites
Hazardous Materials involved in Blasting and Painting
Usage of personnel protection devices and responsibility of user
Safety precaution to be taken while working at Sites
Controlling Traffic at the job location during Road Marking Activities
I.
1.
END OF SHIFT ACTIVITY

Cleaning of Equipment accessories and Tools at the end of activity
Keeping Materials , Equipment accessories , Tools and other items back
to
Storage Area
2.
J. GENERAL INFORMATION ON INSPECTION

Normal checking required while Receiving items (Qty, Name, Expiry
1.
date)
2.
Details of applicable in process inspection
K.
DEMONSTRATION OF SITE OPERATION & SAFETY PRECAUTIONS
1. Demonstration of Blasting and Painting Activities (Video Cassette)
2. Demonstration of Blasting and Painting Activities (Practical Site)
3. Demonstration of Safety Aspects involved at Sites (Video Cassette)

Page | 32

4. Demonstration of Safety Aspects involved at Sites ( Practical Site)
Training & Bonds

GS uses the bonds on employees had a paid training outside of GS! The
company will pay the cost of the training and will make the employee sign
an agreement that he will never leave the company till the end of this
agreement (number of years).
1- If the employee will not leave the company till the end of his
agreement, nothing will be deducted from his salary.
2- If the employee will leave the company before the end of his
agreement, he has to pay back to company some amount calculated
as per month installment for the remaining months of his agreement.
3- At least 2 persons should guarantee any employee nominated to
training and attached with a bond.
Bonds (Multiple Entries)
No
Data Field
1.
Doc#
2.
Date From
3.
Date To
4.
Bond Type
Type
Input
Input
Input
Selection
Remarks
Against Training/Against
Service etc
Search & Select from
Employee DB
----------
5.
Guarantor #1
Selection
6.
7.
8.
9.
10.
11.
Guarantor #2
Guarantor #3
Guarantor #4
Document copy
Amount
Training period
Selection
Selection
Selection
Attachment
Input
input
Number of months
12.
Remarks
Input
Performance Appraisal
Non Supervisors
Performance Evaluation
Sr. No Data Field
1.
Name
Type
Selection
Remarks
Page | 33

System
2.
Emp. No#
Selection
3.
Appraisal Type
Selection Annual / After training
4.
Position
Input
(Read Only)
5.
Department
Input
(Read Only)
6.
Period from
Input
7.
Period to
Input
Innovation Guidance
Selection
2.
Attendance
Selection
3.
Ability to work,
Quantity and Quality
of work
Selection
4.
Reliability and
Responsibility
Selection
5.
Communication and
Relationship Skills
Selection
6.
Work Knowledge
Selection
7.
Adaptation,
Flexibility, and Ability
to tolerate pressures
of work
Selection
8.
Self Development
Selection
9.
Initiative
Selection
Items
1.
10.
Personality
Selection
Improvement Need
1.
Innovation and
Recreation
Selection
2.
Attendance
Selection
3.
Ability to work,
Quantity and Quality
Selection
of work
Page | 34
System
4.
Reliability and
Responsibility
Selection
5.
Communication and
Relationship Skills
Selection
6.
Work Knowledge
Selection
7.
Selection
Adaptation,
Flexibility, and Ability
to tolerate pressures
of work
8.
Self Development
Selection
9.
Initiative
Selection
10.
Personality
Selection
Supervisors
Annual Performance
Evaluation
Sr. No
Data Field
1.
Name
Type
Selection
Remarks
2.
Emp. No#
Selection
3.
Position
Input
(Read Only)
4.
Department
Input
(Read Only)
5.
Period From
Input
6.
Period To
Input
Items
1.
Innovation and
Recreation
Selection
2.
Attendance
Selection
3.
Ability to Work, Quantity

and Quality of Work
Selection
4.
Reliability and
Responsibility
Selection
5.
Work knowledge
Selection

Page | 35
System
6.
Communication and
Relationship Skills
Selection
7.
Adaptation, Flexibility,
and the Ability to
tolerate
pressure of work
Selection
8.
Self Development
Selection
9.
Initiative
Selection
10.
Personality
Selection
11.
Public Behavior
Selection
12.
Ability to Build, Develop

and Train team Work
Selection
13.
Planning and Organizing

Skills
Selection
14.
Delegation Skills
Selection
15.
Appreciation
Selection
16.
Documentation
Selection
17.
Leadership and
Supervision Skills
Selection
18.
Follow Up
Selection
19.
Effective Participation in
Meetings
Selection
20.
Analyze and Solve

Problems
Selection
Improvement Need
Selection
1.
Innovation and
Recreation
2.
Attendance
Selection
3.
Ability to Work, Quantity

and Quality of Work
Selection
4.
Reliability and
Selection
Responsibility
Page | 36

System
5.
Work knowledge
Selection
6.
Communication and
Relationship Skills
Adaptation, Flexibility,
and
the Ability to tolerate
pressure of work
Selection
8.
Self Development
Selection
9.
Initiative
Selection
10.
Personality
Selection
11.
Public Behavior
Selection
12.
Ability to Build, Develop

and Train team Work
Selection
13.
Planning and Organizing

Skills
Selection
14.
Delegation Skills
Selection
15.
Appreciation
Selection
16.
Documentation
Selection
17.
Leadership and
Supervision Skills
Selection
18.
Follow Up
Selection
19.
Effective Participation in
Meetings
Selection
20.
Analyze and Solve
Selection
7.
Selection
Problems

1
2
Employee Profile View:

Employee can see his full profile or limited profile as per GS policy.
Employee Salary Information View
1)
2)
3)
4)
All salary information can be viewed

Deductions
Allowances
Pay slip
Leaves:

Page | 37

System
1) Balance View
2) Leaves history
2
General Requests
1) Leave Request
2) Loan & Advances Request
3) Expense Claims
4) General Request(s)
5) Letters requests: provided through a templates, a user can apply for

any letter defined in the system:
1. Letter of driving license application
2. House rental
3. Car purchasing
4. Opening bank account/ credit card
5. Sponsorship and salary letter
6. Others can be added dynamically
Leave Request
Leave Request
Sr. No
Data Field
Type
1.
Req#
Auto
2.
Leave Type
Selection
3.
Departure from
Selection
4.
Destination
Selection
5.
First date of leave
Input
6.
Last date of leave
Input
7.
Return to work on
Input
8.
Total days
Input
9.
Available Balance
Output
10. Extra Days
Calculated
11. Reason For extra days
Input
Leave Address
Remarks
Page | 38
Developm
Implmenta
of ERP Sys
Functional Specification
Document Human Resource
Management
3.
Email
4.
Phone/Fax
1. Mobile
Input
2. Address
Input
Permission to Leave Office

Sr. No
Data Field
Type
1.
Req#
Auto
2.
Date
Input
3.
Permission duration
Input
4.
Contact Number
Input
5.
Department Head Name
Selection
6.
Guardian has been called
Selection
Remarks
General Request
Resignation Request
Sr. No Data Field
Type
Remarks
1.
Location
Selection
2.
Req#
Auto
3.
Req. Date
Input
4.
Employee #
Selection
5.
Request Type
Selection Card/Uniform etc
6.
Priority
Selection Urgent, High, Normal, Low
7.
Request
Input

Page | 39

System
Booking Request
Booking Requests
Sr. No
Data Field
1.
Date
Type
Input
2.
From
Input
3.
Department / Area
Input
4.
To
Selection
5.
Booking Type
Hotels Booking
1.
Hotel Name / Area
Selection
Input
2.
Guests Name
Input
3.
Check In / Check Out
Input
4.
Cost
Input
5.
Input
Including Meals
Air Ticket Booking
1.
Date
Input
2.
Name As Per Passport
Input
3.
Route
Input
4.
Cost
Input
Date
Input
2.
Cost
Input
3.
Car Size
Input
Car Rental
1.
Remarks
Leave and attendance Management

Leave Request(s)
System will have provision for employee through self service portal to
launch a leave request. Leave request will be processed against the policy of
leaves defined in the system and also based on leave group in which
employee is attached. At present following is applicable for vacation leaves
for different category of employment:
The following data will be used in implementation
phase:
Category
President
Managers
Deputy
Managers
Normal
Days/Year
45
42
42
36
After completing
Sick
According to the
medical report
New Born
3 Newborn
1
1
1
two years service

Page | 40

System
Non-Saudi labors
=30
Before
completing two
years service
+Saudi labors=26
21
Labor Leave Request

Leave Request
Sr.
No
Data Field
12. Leave Type
Type
Selection
1.
Emp. No
Input
13. Name
Input
14. Title
Input
15. Department / Area
Input
16. Department code /

Area code
Input
17. Due Date
Input
Leave Address
8.
Mobile
Input
9.
Address / Email / Fax
Input
10. First date of leave
Input
11. Last date of leave
Input
12. Return to work on
Input
13. Total days
Input
14. Advance leave

payment
Selection
Booking / Tickets
Remarks
Page | 41

System
15.
Air Ticket
Selection
16.
Booking date
Input
17.
Route
Input
18.
Employee Signature
Input
19.
Date
Input
1.
Entitlement Days
Input
2.
Until Date
Input
3.
Total days
Input
4.
Salary
Input
5.
Iqama Expiry Date
Input
6.
Exit Re-entry expiry date Input
7.
Verified By
For HR use
Input
Managers Leaves Application

Leave Type
No
Data Field
1. Leave Type
Type
Selection
2. Emp. No
Input
3. Name
Input
4. Title
Input
Input
Area code
Input
7. Due Date
Input
Remarks
Page | 42

System
8. Taking over the

Input
employee during the trip
Leave Address
1. Mobile
Input
2. Address / Email / Fax
Input
3. First date of leave
Input
4. Last date of leave
Input
5. Return to work on
Input
6. Total days
Input
7. Advance leave
payment
Selection
Booking / Tickets
1. Air Ticket
Selection
2. Booking date
Input
3. Route
Input
4. Employee Signature
Input
5. Date
Input
For HR use
1. Entitlement Days
Input
2. Until Date
Input
3. Total days
Input
4. Salary
Input
5. Iqama Expiry Date
Input
6. Exit Re-entry expiry date Input

7. Verified By
Input
Page | 43

System
Vacation Settlement
No
Data Field
Type
1.
Employee No
Selection
2.
Employee Name
Selection
3.
Designation
Output
4.
Department
Output
5.
Location
Output
6. Basic Salary
Output
7. Living allowance
Output
8. Housing allowance
Output
9. Trans allowance
Output
Remarks
Detail
s
No
Data Field
Type
30. Date of Joining
Output
31. Date of Last Arrival
Output
32. Vacation date
Input
33. Vacation days
Input
34. Departure time
Input
35. Extra Days

36. Reason for extra days
Remarks
Calculated
input
Earnings
No
Data Field
Type
1. Over time
Input
2. Vaction pay
(Current Salary)
3. Vacation Pay
(Previous Salary)
4. Total Earnings
Input
Input
Input
Remarks

Page | 44

System
Deductions
No
Data Field
Type
1. GOSI
Calculated
2. Diff. In Air Fare
Calculated
3. Exit / Re entry Fee
Remarks
Input
4. Total deductions
Calculated
5. Net Payable
Calculated
Daily Log Sheet

System will provide interface to enter the daily log sheet from each
location, there will be a one document from each location for each day of
the month. Basis of that system will compile following log sheets on
monthly basis;
1- Employee wise Time Sheet

2- Category wise Daily & Monthly Log Sheet for Logistic Department
Data entry screen will be of master and detailed level input style for which
data elements are defined below;
Daily Log Sheet Document Master
Level
Sr. No
Data Field
Type
1. Location
Selection
2.
Document Number
Auto
3.
Date
Input
Remarks
List of locations will appear as per
user rights assigned to user
Separate document number
series for each location which will
be initialed after completion of
financial year
This will be the date for which log
sheet is prepared
Daily Log Sheet Document Detailed Level (Multiple

Entries)
Sr. No
Data Field
Type
Remarks
1. Employee Code
Selection Help will display list of employee
available at master level selected
location
2. Name
Display
System will display the employee
name of selected employee
3. Designation
Display
System will display the employee
designation of selected
employee

Page | 45

4.
Category
Display
5.
6.
7.
8.
Regular Hours
Overt time Hours
Bonus Hours
Job #
Input
Input
Input
Selection
9.
Remarks
Input
Time Type
List of Jobs of master level

selected location
Any Descriptive Information
System will provide the interface for the data entry of log sheets
from/for different locations for respective employees to be included in
the monthly payroll.
Medical Utilization
System will provide the medical utilization selling or health insurance
definition along with provision of its recording on the basis of utilization of
facility by employee; it will also utilize to maintain the medical history of the
employee.
(Multiple Entries)
Sr. No
Data Field
1. Employee Code
2. Emp Name
Type
Selection
Input
3.
Family
Selection
4.
Dependant
Selection
5.
Date
Input
6.
Amount
Input
7.
Clinic/Hospital Name Input
8.
Treatment
Input
9.
Remarks
Input
Remarks
YES/NO
Is the treatment for employee or
family member
This will come from employee
profile ONLY if family option is
selected.
Final Settlement
System will provide the end of service benefit calculation sheet against any
employee who is leaving; rules will be applicable as per Saudi law.

Page | 46

System
Final Settlement
No
Data Field
Type
1.
Employee No
Input
2.
Employee Name
Input
3.
Designation
Input
4.
Department
Input
5.
Location
Input
6.
Basic Salary
Input
7.
Living allowance
Input
8.
Housing allowance
Input
9.
Trans allowance
Input
Remarks
Detail
s
No
Data Field
Type
37.
Date of Joining
Selection
38.
Date of Last Arrival
Selection
39.
Date of Exit
Selection
40.
Vacation days
Input
41.
Departure time
Input
42.
Indemnity days
Input
Remarks
Earnings
No
Data Field
Type
5.
Basic Salary
Selection
6.
Living Allowance
Selection
7.
Housing Allowance
Selection
8.
P.Bonus
Input
9.
Over time
Input
10
.
Vaction pay
(Current Salary)
Input
Remarks

Page | 47
Development & Implmentation of ERP S
Functional Specification Document Human Resource Mana
11.
Input
12.
Vacation Pay
(Previous Salary)
Service Benefits
13.
Service Benefits
Input
14.
Total Earnings
Input
Input
Deductions
No
Data Field
Type
1.
GOSI
Selection
2.
Indemnity Paid
Selection
3.
One month notice
Selection
4.
Pay
Input
5.
Total deductions
Input
6.
Net Receivable
Input
Remar
ks

Page | 48

System
Labor Termination
No
Data Field
Type
1. Emp No.
selection
2. Full Name
selection
3. Title
Input
Input
Area code
Input
6. Date1
Input
7. Date2 Hijri
Input
8. Department Head
selection
Booking
1. Final exit / Booking date Input
2. Route
Input
For HR use
1. Contract expiry date
Input
2. Iqama expiry date
Input
3. Entitlement days
Input
4. Total days
Input
5. Salary
Input
6. Verified by
Input
Personnel Clearance
1. Department / Division
Selection
2. Department head
Selection
3. Comments
Input
Remarks
Page | 49

System
Staff Termination
Sr. No
Data Field
1.
Emp No.
Type
selection
2.
Full Name
selection
3.
Title
Input
4.
Input
6.
Department / Area
Department code / Area
code
Date
7.
selection
5.
Booking
8.
9.
Input
Input
Final exit / Booking date
Input
Route
Input
For HR use
10.
Contract expiry date
Remarks
Input
11.
Iqama expiry date
Input
12.
Entitlement days
Input
13.
Total days
Input
14.
Salary
Input
15.
Verified by
Input
Personnel Clearance
16.
Department / Division
Selection
17.
Department head
selection
18.
Comments
Input
19.
Hr Director
selection
Resignation Request
HR department will be able to track and list all requests including Resignation
Sr. No Data Field
1. Emp No.
2.
Employee Name
Type
output
output
Remarks
Page | 50

System
3.
Title
output
4.
Department / Area
Input
5.
Department code / Area

code
Input
6.
Input
7.
Request Date
Input
8.
Verified by
Input
Death Form
Sr. No
Data Field
1.
Emp No.
2.
Employee Name
3.
Death Date
4.
Death Reason
5.
Place of Death
6.
Contract Expiry Date
7.
Departure Date
8.
Entitlement Days
9.
Total Days
10.
Salary
Type
Remarks
Input
Payroll Management
Allowance Codes
Add
Allowance
Sr. No
Data Field
Type
Remarks
1. Code
Input

Page | 51
System
2.
Short Code
Input
3.
Description
Input
4.
Formula
Selection
5.
Amount
Input
6.
Max Limit
Input
7.
Taxable
Selection
8.
Attendance Factor
Selection
9.
Date
Selection
10.
Nature
Selection
Deduction Codes
Add Deductions
Sr. No
Data Field
1.
Code
Type
Input
2.
Short Code
Input
3.
Description
Input
4.
Formula
Selection
5.
Amount
Input
6.
Max Limit
Input
7.
Attendance Factor
Selection
8.
Date
Selection
9.
Nature
Selection
Loan Codes
Add Loan Code
Sr. No
Data Field
1.
Code
Type
Input
2.
Short Code
Input
3.
Description
Input
4.
Default No. of
Installments
Input
5.
Default Installment
Amount
Input
6.
Date
Pay
Increment
Add Pay Increment
Sr. No
Data Field
Remarks
Remarks
Selection
Type
Remarks

Page | 52

System
1.
Grade
Selection
2.
Starting Basic
Input
3.
Stages
Input
4.
Increment
Input
5.
Ending Basic
Input
6.
Medical Ceiling
Input
Overtime
Overtime Increment
Sr. No
Data Field
1. Code
Type
Input
2.
Description
Input
3.
Rate(1x)
Input
4.
Formulae
Selection
5.
Denominator
Remarks
Input
Employee Payroll Configuration

Salary Information
Sr. No
Data Field
Type
Remarks
1. Employee Code
Selection
2.
Grade
Selection E1/E2/M2/..
3.
Stage
Selection
4.
Basic /Gross Pay
5.
Pay Mode
Input
Selection
6.
Bank
Selection
7.
Branch Code
Selection
8.
Account Number
9.
Cadre Selection
Fixed Allowances
1. Allowance Code
Input
Selection
Input
2.
Date From
Input
3.
Effective till Date
Input
Cash/ bank
4.
Input
Formula
Value/ amount

Page | 53
System
5.
Amount
Input
6.
Maximum Limit
Input
Remarks
Fixed Deductions
1. Deduction Code
Input
7.
Input
2.
Date From
Input
3.
Effective till Date
Input
4.
Formula
Input
5.
Amount
Input
6.
Maximum Limit
Input
7.
Remarks
Input
Value / amount
Overtime Payments
The system will calculate overtime or bonus hours amount for the
payment with salary based on daily log sheet entered in the system.
Allowances & Deductions Management

The system will provide an interface to define various types of
allowances and their policies to be used in and other relative information
about allowances. The system must allow defining various types of
deductions and their policies to be used in and other relative information
about deductions.

Loan Codes
Setup Codes
Sr. No
Data Field
1. Loan Code
2. Description
Type
Input
Input
3.
Number of installments
Input
4.
Maximum Amount
Input
Remarks
Loan & Advance Processing

The system must provide an interface to enter loans information along
with deduction plan. The system will provide an interface to stop the loan
deduction for a specific month for selective / all employees. The system must

Page | 54

System
have some interfaces to view the reports regarding employee loans status
and their history.
Salary Processing Basis

The system will be able to handle the multiple salary processing basis
depending on the employment Type. Common employment types are:
1
2
Monthly Basis
Hourly Basis
Salary Processing Model

The system will be able to handle the centralized and decentralized monthly
payroll processing model on the basis;
1- Employee Salary Configuration

1
2
3
4
5
6
7
Basic Salary
Fixed Allowances
Fixed Deductions
Event based Allowances
Monthly Log Sheet (Regular, Overtime & Bonus Hours)
Event based Deductions
Loan & Advances Deductions
Pay Slip
The system will generate pay slip and e-mail to employees for which it is
defined. Format of the pay slip will be provided by GS, as currently pay slip is
printing on pre printed stationary. Decision and finalized format is required to
be incorporated in new system.
Pay slip details (Multiple)
Sr. No
Data Field
Type
1.
2.
3.
4.
5.
Emp#
Emp. Name
Pay period Ending
Basic
Allowances
Selection
Selection
Input
Input
LIST
6.
Deductions
LIST
7.
GOSI
Input
Remarks
All defined allowances will be

listed ( Living, Transport, Housing,
Company Bonus, Production,
Other,)
All defined deductions will be
listed

Page | 55

8.
9.
10.
11.
12.
13.
14.
Advances
Overtime
Vacation Pay
Total Allowances
Total Deductions
Gross salary
Net Payable
Input
Input
Input
Calculated
Calculated
Calculated
Calculated
General Organization for Social Insurance (GOSI)

System will provide the GOSI handling and also can generated related reports
based on required formats. GOSI payment info would be automatically
updated in the GL system, under the proper GL code.
As per Saudi law, all companies should pay monthly fee to GOSI for each
employee as a percentage of salary:
%2 of registered* salary for non Saudi people
%20 of registered* salary for Saudi
citizens The common rule is that:
GS will not deduct %2 from foreigner salary, however, GS will pay to

GOSI this fee
GS will deduct %9 from Saudi employee salary and will pay that
amount to GOSI.
GS will not deduct %11 from Saudi employee salary, however, GS will
pay to GOSI this fee
*Note: registered salary for al GS employees at GOSI is the basic salary +
housing
Payroll Processing
There will be a provision of payroll processing with following options
1
2
Test Processing
Final Processing
System will provide interface as per following options;

Payroll Test Process Details
Sr. No
Data Field
1. Year
2.
Month
3.
Days for Attendance

Factor
Type
Selection
Remarks
Selection
Input

Page | 56

4.
Deduct all type of Loans
Selection
5.
Location
Selection
6.
Process Date
Selection
7.
No. of Records to be
processed
Input
System will generate payroll based on selected criteria, and keeping

following information relating to each employee;
1
2
3
4
5
6
7
8
9
Employee Basic Pay

Fixed Allowances
Fixed Deductions
Event based/monthly allowances
Event based/monthly deductions
Loans/Advances deductions
Monthly Attendance
Monthly Over time & Bonus Hours
Payment or Deduction based on employee nationality or category
User can generate multiple times payroll based on Test Processing, once its
finalized user will generate payroll through final processing and payroll will be
locked for that particular month.
Letter & Templates

Template
Sr. No
Data Field
1. Template No.
Type
Input
2.
Template Name
3.
Template Type
4.
Template Subject
Input
5.
Date
Input
6.
Content
Input
7.
Footer
Input
Remarks
Input
Selection
Warning/ Car Accident/

Investigation etc.
HTML content of the document

Page | 57

Major Input Documents

Following is the major input documents;
Employee Profile
Daily/Monthly Log Sheet
Monthly Allowances
Monthly Deductions
Major Outputs/Reports
Following is the major reports/output documents;
1
2
3
4
5
6
7
8
9
10
11
12
Master Setups
Organization Setups
Salary Setups
Recruitment/Induction
HR Management
Payroll Management
Leaves & Attendance Management
Training Management
Medical/Insurance Utilization
Analytical Reporting
Integration with other Modules

Sr. #
1.
2.
3.
4.
Module
Financial Accounting
Fixed Assets
Project Management
Sales/Contracts
Purpose
Payroll & Provisions JV
Assignment of assets for facilities provided
to employee
Daily Log Sheets
To provide information for HR costing
Acceptance/UAT Criteria
User will confirm following transaction streams during UAT;
Sr. #
1.
2.
3.
4.
5.
Transaction
Purpose

Expected Result
Page | 58

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Development & Implementation of ERP

FUNCTIONAL SPECIFICATION DOCUMENT

BINARY INTEGRATED TECHNOLOGY SOLUTION

Address, Riyadh 11312, KSA Tel +966-1-2065, +966-1-2065 Fax

prior written approval

Development & Implmentation of ERP System

HUMAN RESOURCE MANAGEMENT MODULE

Facilities Handover and Takeover

RECRUITMENT INDUCTION PROCESS

Job Application Form

Recruitment Plan with HRDF

Training & Bonds

EMPLOYEE SELF SERVICE

LEAVE AND ATTENDANCE MANAGEMENT

Copyright (c) 2011 ABC Technology Solution

Development & Implmentation of ERP System

Labor Leave Request

Managers Leaves Application

Allowances & Deductions Management

Loan & Advance Processing

Salary Processing Model

General Organization for Social Insurance (GOSI)

MAJOR INPUT DOCUMENTS

INTEGRATION WITH OTHER MODULES

Copyright (c) 2011 ABC Technology Solution

Development & Implmentation of ERP System

Copyright (c) 2011 ABC Technology Solution

Development & Implmentation of ERP

Copyright (c) 2011 ABC Technology Solution

Development & Implmentation of ERP System

1. Human Resource Management Module

11 All members of organization can log in the system; be it top

management or middle management, HR head or HR assistant and all

Copyright (c) 2011 ABC Technology Solution

Development & Implmentation of ERP

Copyright (c) 2011 ABC Technology Solution

Development & Implmentation of ERP System

Copyright (c) 2011 ABC Technology Solution

Development & Implmentation of ERP System

Leave Group Name

Copyright (c) 2011 ABC Technology Solution

Development & Implmentation of ERP

Last Name (AR)

Last Name (EN)

10. Employment Status

17. HRDF Contract#

Copyright (c) 2011 ABC Technology Solution

Development & Implmentation of ERP

Copyright (c) 2011 ABC Technology Solution

This is the date which kept

Development & Implmentation of ERP

Family Medical Insurance

Address (Present &

Search and select in

7. Place of Issue City

Within country list of cities

Copyright (c) 2011 ABC Technology Solution

Development & Implmentation of ERP

Remaining days to expire

Driving License Information

Place of Issue City

City within KSA

Iqama Cancellation Date1

Iqama Cancellation Date2 Hijri Input