Efficient ERP to manage their internal employees, payroll, and training

1. Employee Management

• Centralized Employee Database: A unified repository for storing all employee information, including personal details, job roles, contact information, and employment history.
• Organizational Structure Management: Tools for defining and managing the organizational hierarchy, including departments, teams, and reporting lines.
• Employee Self-Service Portal: A platform where employees can update their personal information, view their records, and access HR documents.

2. Payroll Management

• Automated Payroll Processing: Tools to calculate salaries, deductions, bonuses, and benefits based on predefined rules and employee data.
• Tax Compliance: Features for automatic tax calculation and compliance with local, state, and federal tax regulations.
• Payroll Reporting: Generation of detailed payroll reports, including pay slips, tax summaries, and financial statements.
• Direct Deposit Integration: Support for direct deposit of salaries into employee bank accounts, reducing manual handling.

3. Attendance and Leave Management

• Time Tracking: Integration with time clocks or biometric systems to automatically record employee attendance and working hours.
• Leave Management: Automated leave request and approval processes, with real-time tracking of leave balances and entitlements.
• Absence Reporting: Tools for tracking and reporting employee absences, including sick leave, vacation, and unpaid leave.

4. Training and Development

• Training Management: Tools for scheduling and managing employee training programs, including in-person, online, and blended learning options.
• Certification Tracking: Features to monitor and track employee certifications, licenses, and training completions.
• Performance Evaluation: Integration with performance management tools to link training and development with employee performance reviews and career progression.
• Learning Management System (LMS) Integration: Integration with an LMS for delivering and tracking online courses and training modules.

5. Performance Management

• Goal Setting: Tools for setting and tracking individual and team goals, aligning them with organizational objectives.
• Performance Reviews: Automated processes for conducting and documenting employee performance reviews, including feedback and appraisal forms.
• 360-Degree Feedback: Features to collect feedback from various sources, including peers, subordinates, and managers.

6. Recruitment and Onboarding

• Applicant Tracking: Tools for managing the recruitment process, including job postings, candidate applications, and interview scheduling.
• Onboarding Workflow: Automated onboarding processes to streamline the integration of new hires, including document submission, orientation, and initial training.

7. Reporting and Analytics

• Customizable Reports: Generation of various HR and payroll reports, including employee demographics, payroll summaries, training progress, and compliance status.
• Data Analytics: Tools for analyzing HR data to identify trends, improve decision-making, and optimize workforce management.

8. Compliance and Security

• Regulatory Compliance: Features to ensure adherence to labor laws, tax regulations, and other legal requirements.
• Data Security: Advanced security measures to protect sensitive employee and payroll data, including encryption and access controls.

9. Integration and Customization

• Integration with Other Systems: Ability to integrate with other business systems, such as finance, project management, and CRM tools.
• Customizable Workflows: Flexibility to customize workflows, forms, and processes to meet specific organizational needs and preferences.

10. User Experience and Support

• User-Friendly Interface: Intuitive and easy-to-navigate interface for HR staff and employees.
• Training and Support: Access to training materials, user manuals, and technical support to assist with system implementation and ongoing use.

• Creating a Better and Optimized User Interface
• Building custom software solutions fit to customer business model
• Enhanced Security and Communication Protocol
• Developing web applications and corporate systems
• Data migration from manual Excel sheet.
• IT consultancy

Many challenges were faced while making this ERP – CRM, HRMS (including Payroll), and Accounting. LMS (Course and Online Class). They are as follows –

• Multiple Disconnected Systems: XYZ Learning Center used separate software for CRM, HRMS, Accounting, and LMS functions. This fragmentation led to inefficiencies, with staff often needing to manually transfer data between systems, increasing the risk of errors and delays.
• Manual Data Entry: The reliance on manual data entry for key processes such as student enrollment, payroll processing, and financial reporting caused significant time delays and was prone to human error.
• Inconsistent Data: The lack of integration between various systems resulted in data discrepancies. Different departments often had conflicting data, which complicated decision-making and reduced overall data reliability.
• Growth Constraints: The existing systems were not scalable and could not support the centre’s expansion plans. As the number of students and courses grew, the administrative workload increased, highlighting the need for a more robust and scalable solution.

In today’s digital age, the client wants to make use of the latest technologies and design an ERP – CRM, HRMS (including Payroll), and Accounting. LMS (Course and Online Class). They aim to develop a new ERP to manage their internal employees, payroll, and training.

Some of the key features of the platform are –

• Developing the application that can handle 40 lacks+ employees (from 1500+ companies) HR and training data.
• Daily basis Payroll data log using auto cron calculation based on attendance and government policy to show the current state of salary each day.
• Day-end auto report generated and email processed to respective HOD and Managers among targeted users.
• Data lock and entry during concurrent access of HRMS portal from Admin side Remotely and Client Side.
• Min. 0.2 – Max. 0.4 seconds report data load response.
• Ultra Lite, Secure and Smooth Video Communication Software Development.
• Network adoption and auto bandwidth control.
• High-compression audio and video engine.

In collaboration with Ivan Infotech, the client designed and implemented a custom ERP solution integrating CRM, HRMS (including Payroll), Accounting, and LMS modules. This integrated approach aimed to streamline operations, ensure data consistency, and enhance user experience across the board.

Initially, we decided to go with Python as a server-side scripting language as the Python execution process is enough fast. However, after getting non-functional requirements from the client, we have decided to go with the BigData concept and decided to go with the Node server environment for the fastest code execution library and there is no buffer in output data pieces. Over that Node JS is best for memory-intensive activities and it is best suited for asynchronous programming.

MongoDB is used for BigData storage for n number of data storage of 40 lacks+ employees.
We have used Angular Framework to provide a better user experience and to optimize data rendering capability and show in the front end. And utmost important part of the system was to migration of data from the previous system. We have examined the system thoroughly and with the help of great development support, we have migrated the data easily.

Various Modules Implemented

1. CRM Module:

• Lead and Inquiry Management: Automated tracking of student inquiries and leads, enabling the institution to manage potential students efficiently.
• Enrollment Management: Simplified the enrollment process with automated workflows, reducing manual intervention and errors.
• Communication Hub: A centralized platform for all communications with students and parents, ensuring consistent and timely communication.

2. HRMS Module:

• Employee Records: Comprehensive database for all employee information, including personal details, job roles, and performance records.
• Attendance and Leave Management: Automated tracking of employee attendance and leave requests, ensuring accurate and up-to-date records.
• Payroll Processing: Automated payroll calculations and disbursements, ensuring compliance with local regulations and reducing manual effort.
• Performance Reviews: Systematic tracking and evaluation of employee performance, facilitating data-driven HR decisions.

3. Accounting Module:

• General Ledger: Centralized management of financial records, providing a single source of truth for financial data.
• Accounts Payable and Receivable: Streamlined processes for handling incoming and outgoing payments, improving cash flow management.
• Budgeting and Forecasting: Enhanced financial planning capabilities with tools for budgeting and forecasting, aiding in strategic decision-making.
• Financial Reporting: Automated generation of financial reports, providing stakeholders with real-time insights into financial performance.

4. LMS Module:

• Course Management: Easy creation and management of courses, including scheduling and resource allocation.
• Online Class Integration: Support for live and recorded classes, enabling flexible learning options for students.
• Assessment Tools: Tools for creating and grading assignments and exams, streamlining the assessment process.
• Progress Monitoring: Tracking student progress and performance, providing insights to both instructors and students.
• Resource Management: Central repository for learning materials, ensuring easy access for students and instructors.

Implementation Process

1. Requirement Gathering:

• Conducted in-depth sessions with stakeholders to understand specific needs and challenges.
• Analyzed existing systems and processes to identify integration points and areas for improvement.

2. System Design:

• Designed a modular and scalable architecture to integrate all components seamlessly.
• Ensured a user-centric design to enhance usability and adoption among staff and students.

3. Development:

• Adopted agile development methodology to ensure iterative progress and flexibility.
• Maintained regular feedback loops with the client to ensure alignment with requirements and address any emerging issues promptly.

4. Data Migration:

• Carefully planned and executed data migration from legacy systems to the new ERP.
• Implemented checks to ensure data integrity and consistency throughout the migration process.

5. Testing:

• Conducted extensive testing phases including unit, integration, and user acceptance testing (UAT).
• Addressed any issues identified during testing promptly, ensuring a smooth deployment.

6. Deployment:

• Executed a phased deployment to minimize disruptions to ongoing operations.
• Monitored the system closely post-deployment to ensure smooth functioning and address any teething issues.

• Increased Efficiency: Automated processes led to significant time savings and reduced errors. Staff could focus on more strategic tasks than manual data entry and reconciliation. Omitted all paperwork and local file work, increased work efficiency by 95% and reduced manual calculation by 100%. Increase sales execution and onboarding process by 60%.
• Unified Data: Integration of modules eliminated data silos, ensuring consistency across departments. This unification provided a single source of truth, improving the reliability of data used for decision-making.
• Enhanced Decision-Making: Real-time access to accurate data enabled better strategic decisions. Management could rely on up-to-date information for planning and forecasting. Ready to use the system after data migration job completion.
• User Satisfaction: The user-friendly interface increased staff and students’ adoption rates. The streamlined processes and improved user experience made daily operations more manageable and less stressful. Automatic notification, digital data entry, and report generation reduce workload by 70%. USD* (approx.) from 30 – 35 training session expenses. It is a lifetime achievement.
• Scalability: The new system was designed to support client’s business plans. It could handle more students and courses without additional IT overhead, providing a future-proof solution. Due to Micro-service architecture, we can schedule system maintenance for a particular part of a system.1 click government compliance report export for submission in the government portal (e.g. Tax Contribution and others).