Partner Staff Management System

Training Manual for Contractors

Version 2.1
March 11, 2019
Contents

1 Introduction .................................................................................................................................... 3
2 Intended Audience .......................................................................................................................... 3
3 Functional overview ........................................................................................................................ 3
3.1 Process flow for Contractors................................................................................................... 3
3.2 Accessing PSMS ....................................................................................................................... 4
3.3 User Registration..................................................................................................................... 4
3.4 User Login ............................................................................................................................... 5
3.5 Create/ Update Contractor Profile.......................................................................................... 7
3.6 Mark/ View Attendance ........................................................................................................ 10
4 Leave Request Flow ...................................................................................................................... 12
4.1 Request for Leave ................................................................................................................. 12
4.2 Leave Cancellation Request .................................................................................................. 15
5 Timesheet ..................................................................................................................................... 16

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1 Introduction
HPE service delivery operations in India are spread across the entire country, supporting hundreds of
customers. Most of the technical staff engaged in providing support services are sourced from service
partners of HPE. These staff members remain on the rolls of partners but operate under direct
supervision of HPE managers. As of now, HPE have engaged over 2000 technical personnel from
partners. Keeping track of this large workforce is a challenge for HPE Managers. In order to consolidate
information pertaining to partner staff and to bring in better control, HPE have implemented Partner
Staff Management System (PSMS).

2 Intended Audience
This Training Manual is intended to be used by Contract Staff working on HPE projects

3 Functional overview
Following features of PSMS are relevant to Contract Staff:

1. User Registration
2. User Login
3. Create/ Update Contractor Profile
4. Mark/ View Attendance

3.1 Process flow for Contractors

REGISTER

Registration Approval by Manager

Login credentials sent on email

LOGIN

Create/Update Profile

Profile Approval by Manager

Mark/ View Attendance

Attendance Approval by Manager

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3.2 Accessing PSMS

- Open a browser window

- Enter url: https://hpe-psms.in

PSMS Home page will be displayed

3.3 User Registration

a) Click on “Register” at top right corner of PSMS home page

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 b) Enter “First Name” and “Last Name”

c) Enter “E-mail ID” and “Contact Number”

d) Select Project Name from drop down list

e) Click on “Sign Up” to create user account

Your manager will receive an email to approve your registration. Once registration has been
approved, login credentials will be sent to you on your registered email.

3.4 User Login

a) Click on “Login” at top right of PSMS home page

b) To sign In to PSMS

i) Enter “Username” and “Password”

ii) Click on “Login”

Main menu screen of PSMS will be displayed

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 c) Click on “Reset Password” link to change or reset the password

i) You will be asked to enter your registered email ID

ii) Click on “Submit” after entering email ID

iii) An email will be sent to registered email ID with an Authentication Code

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 iv) Enter the Authentication Code .

v) Enter the new password

vi) Click on the “Reset Password” to reset.

3.5 Create/ Update Contractor Profile

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a) Select “Transaction” from main menu .

b) Select “Create/Update Contractor Profile” in Transaction menu

c) Enter your personal information as required

d) Enter your joining information as required

e) Items with a red ‘*’ superscript cannot be left blank

f) Click on “Add Academic Qualification” to update your academic qualifications.

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g) Click “New” to enter a new qualification or click on “Edit” before an already entered
qualification to change

h) Select a Qualification from the drop down list. Enter year of passing and select a course type
from drop down list.

i) Click “Save” to save.

j) Select the “Add Professional Certification ” to add/change professional certification

k) Select certification name, valid up to from the drop down.

l) Enter Year of passing

m) Click “update” to save and close the screen.

n) Click on the “Save” to save contractor profile

Following screen will be displayed:

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o) Click on the “Click here” to Upload or View documents.

p) Once documents have been uploaded, click on “Submit for Approval” to send your profile to

your manager for approval.

3.6 Mark/ View Attendance

a) Select “Transaction” from main menu

b) Select “Mark/View Attendance” in Transaction menu

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 c) To mark In-Time,

i) Select the Shift “General”, ”Evening ” or “Morning” from drop down.

ii) Select the “Date” and “In Time” from the drop down.

iii) Click on the “IN” to mark the In-Time.

iv) Confirmation message will be displayed and Green button will display “Out”

d) To mark Out-Time,

i) Select the Shift “General”, ”Evening ” or “Morning” from drop down.

ii) Select the “Date” and “Out Time” from the drop down.

iii) Click on “Out” to mark Out-Time.

iv) Confirmation message will be displayed and Green button will display “In”

e) Attendance can be approved or rejected by your manager. If rejected, you will need to
submit attendance again for that day.

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4 Leave Request Flow

Login as Contractor

Apply for Leave using “Leave

Request” form

Leave Approval/Rejection by
Manager

Leave Balance will be updated

once leave request is approved

Request for cancellation of

leave
Leave Cancellation
Approval/Rejection by
Manager

Leave Balance will be credited

once cancel request approved

4.1 Request for Leave

a) Select “Transaction” from main menu

b) Select “Leave Request” in Transaction menu

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 c) To apply leave:

i. For applying leave click on ‘Click to Apply Leave’ button then leave form will be
displayed.

ii. Details of Contractor will be displayed in header section of the screen:

 Cumulative Leave Balance: Available leave balance of contractor after

taking into account all approved leaves and cancellations
 Leave Availed: Total leave taken by contractor in current year.

Note: Both will be automatically updated after leave approval by manager.

iii. Select the ‘From Date’ and ‘To Date’ then ‘Applied Leave Days’ will automatically
be calculated and displayed.

iv. Provide ‘Contact Number’ on which contractor will be available during leave.

v. Fill ‘Purpose of Leave’

vi. If contractor wishes to add any remarks or additional note then he/she can do so in
the “Remarks” field.

vii. Click on ‘Submit’ button. Leave application will be submitted and confirmation
message, in green colour, will be displayed.

viii. After Submission, leave request will be displayed in grid with status as ‘Pending’.

ix. On approval/rejection by Project Manager, ‘Leave Status’ will be appropriately

updated.

Note: To apply half day leave, contractor has to select same “From Date” and “To Date”. “Applied
Leave Days” will then become editable and can be changed to 0.5.

d) Following rules have been implemented:

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 i. For contractors joining during a month:
a) Full leave for the month will be credited if joining date between 1 to 15.
b) No leave will be credited for the month if joining date between 16 to 31.

ii. When leave period contains a weekly off (Sunday) or a holiday, only working days
will be considered as leave (e.g. Leave applied from 1st Oct to 3rd Oct. As 2nd Oct is
a holiday, 2 days leave will be considered and not 3 days)

iii. In the above case(point ii) 2 leaves will be deducted from ‘Cumulative Leave
Balance’ and 2 leaves will be displayed as ‘Leave Availed’ but ‘Applied Leave
Days’ will be displayed as 3.

iv. Holidays are considered as defined in State wise Calendar. State wise calendar is
associated with ‘Current Project Location’ of contractor (E.g. if ‘Vadodara’ is
current project location of any contractor then ‘Gujarat’ calendar will be
applicable for that contractor)

v. Leave Status will be updated automatically after approval/rejection by Project

Manager:

 Pending: when Leave request is pending at Manager’s end

 Approved: When Manager has been approved leave
 Rejected: When Manager has rejected leave request

vi. Project Manager will enter total no. of leaves accruable to each contractor in a
year for a certain project. Accordingly, pro-rated leave will get credited to each
contractor automatically at the end of a month.

vii. No leave will be carried forward to next year.

viii. Once Project Manager approves/rejects leave, contractor will get an email alert. In
case of rejection, remarks given by Manager will be displayed in email alert.

ix. Summary report for contractors will provide leave applied, leave approved and
leave balance for each contractor in a project for the current year.

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4.2 Leave Cancellation Request

a) Select “Transaction” from main menu

b) Select “Leave Cancel Request” in Transaction menu

c) To apply for cancellation of leave:

a. All approved leave requests will be displayed on ‘Leave Cancel Requests’ screen
with ‘Cancel Leave’ button.

b. Click on ‘Cancel Leave’ button and fill ‘Remarks’

c. Click on ‘Cancel Leave’ button of pop-up screen.

d. After clicking on ‘Cancel Leave’ button, record will be removed from the screen
and notification message will be displayed on screen in green colour.

e. Remarks entered by contractor will be displayed to Project Manager.

f. Once Project Manager approves leave cancellation request, leave balance will be
appropriately updated.

g. In case Project Manager rejects the cancellation request, there will be no change in
‘Cumulative leave Balance’ and ‘Leave Availed’.

h. On rejection of cancellation request, remarks given by Manager will appear in email

alert sent to contractor.

i. Leave cancellation request will not be displayed on the screen, but leave balance
will be updated depending on action taken by Manager.

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5 Timesheet

a) Select “Transaction” from main menu

b) Select “Timesheet” in Transaction menu

c) Click on “New” to create the timesheet.

d) Select the “Activity” from respective dropdown.
e) Enter the “Total Time” from respective dropdown
f) Select the “Working Project” form respective dropdown
g) Enter the “Timesheet Date” form respective dropdown
h) Enter your remarks on column “Remarks”
i) Click on “Save” to proceed or “Cancel” to abort.
j) After successfully saved, request has sent to concern manager for approval.
k) Click on “Edit” to edit or “Delete” to delete the records.

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