Keka updates – April 2020
Configure and notify employees for an update in Exit details through Event Triggers (Notification Engine)
A change in an employee’s last-working-date or the Exit Type (Resignation / Termination) is an important piece of information that needs to be conveyed to the respective stakeholders, and the concerned employees.
You can configure this event from Notification Engine by adding “Exit Process Updated” event. Users can add multiple actions to this event, such as: notify different stakeholders with respective templates, Manage the recipients in To and CC and also Disable/Edit/Delete the actions if required. Slack and webhook actions can also be created as per your requirement.
As this is a New event , Global admin can access from Settings >> Integration & automation >> Event triggers and need to be add from “+Add New” option. This event is shown under Employee Category. You can add this event in list of Event triggers from Select Event option.
After configuring ‘Exit Process Updated’ event in Event triggers, the configured recipients will get the email with the default template as shown below. You can change the template as per your needs.
This event occurs when updated the Employee Exit type or Last working date by any of the privileged users. In this event we have added the placeholders as:
Original Last working date: The original last working date
Updated last working date: The new updated last working date by privileged user.
Profile completion progress bar in Employee profile:
We have added a Profile Completion Progress Bar under the employee profile. This bar indicates the completion-level of the concerned Employee profile.
The incomplete fields will be indicated in red color. Once all the fields are updated and approved, the profile will be marked as completed.
Multiple Field Profile Approval requests:
When an employee raises a Profile Approval request for multiple fields, the approver may either want to approve/reject all fields or choose to approve a few and reject the others. To cater to the latter situation, we have implemented Field Level Approval. Using this feature, you can simultaneously approve few field-change-requests and reject others or vice versa, under the same Profile Approval request.
All the previous actions taken on that particular request will also be shown as below.
The entire request will be archived once all requested field have been acted upon. The same will be accessible from Inbox or My team (for Reporting Manager).
Global Admin, HR Manager and Executives can access and act upon these requests from Org >> Employees >> Profile changes.
Profile approvals history in employee profile:
Employees can now see the status of their past requests under their respective profiles, under the concerned section. Admins and HR Managers will be able to access the same information under the respective employee’s profile and quickly view the actions taken.
History of previous requests can be accessed by clicking on the ‘History’ icon as shown below
Only the Approval requests history will be displayed. Not all the changes made to the profile will be visible here.
Note: Employee can check the rejection reason and can re-submit the details accordingly
“My Profile” in Mobile App.
Users can now view and update their profile from their Keka Mobile App.
Users can find this option on the Side Navigation Bar under “My Profile”.
You can click on the respective group and find the Edit icon under the expanded window.
To avail this feature, please update to the latest version i.e., Version 1.4.0 of Keka HR mobile app available on both Play Store and App Store.
Update to the latest version of Keka HR Mobile App from the links given below:
Added new compliance forms under Gujarat, Delhi, Kerala
We have added some new compliance forms in Keka. Following are the newly added forms:
1) Form 15 – Register of Leaves
This report provides employees leaves details for the selected year.
1) Form IV – Register of overtime and payment of overtime wages
This report lists employees’ overtime details and amount paid (for the same) in the selected month.
2) Form III – Annual returns
This report contains employees’ details, in the selected year.
3) Form J – Register of employment
This report includes employees’ work hours in the selected week.
4) Form I – Register of employment
This report includes employees’ work hours in the selected week.
5) Form 15 – Register of Adult workers
This report includes the adult workers’ details in the selected financial year.
1) Form 12 – Register of Adult workers
This report includes the adult workers details in the selected financial year.
2) Form III – Annual returns
This report includes employees’ details in the selected year.
3) Form IV – Register of overtime and payment of overtime wages
This report includes employees’ overtime details and amount paid in selected month.
Ability to override TDS, PT, ESI, LWF during exit process
We have added the option to override TDS, PT, ESI, LWF for an employee during the exit process. The existing “Payables & Dues” step has been divided into two different steps; “Payables” and “Dues & Overrides“. Now the Admins/HR managers will be able to override the amount during the exit process itself, and will not have to navigate to Payroll Admin section.
Important points to note:
- If there is an override added exclusively for the exit month, the admin will be able to edit/delete the override
- Assume there is an existing override, for an employee, for a period (assume this period to be April to December), and the employee is being existed before the end of this period (assume August). The admin will have to add a new override, if needed, against the month of August to recover/deduct the remaining TDS amount.
Start and End date for Objectives and Key Results
Setting deadlines is an efficient way of keeping employees and their goals on track. It serves as the much-needed nudge for the employees to focus. That’s why in this update we now bring to you the option of defining a Start date and End date for Objectives and Key Results.
How to assign Start date and End date for Objective/Key Result?
By default, the start date and end date of an objective or key result would be the time required to accomplish them. If one wants to accomplish or start their goal or key result within a particular time and wanted to track this information, they can customize those dates as well, by clicking on the time frame drop down which allows the user to select the start and end date for their objective or key result. One can customize those dates at any time until and unless it is closed.
The same info can be seen in objective reports which will helps the admin to know the overall status of each objective or key results along with their due dates and all.
Note: The Start date and End date of the Objective/Key Result shall be between the Start date and End date of the Time frame selected.
Incorporate a new knowledge-sharing pattern with our enhanced ‘Articles’ feature
Inculcating a knowledge sharing culture is essential for the growth of any organization. The new and enhanced Articles feature is here to help with the same. Not only can you share your insights through articles but also receive feedback in the form of comments and Likes. Even the number of views can be tracked.
Following is the detailed flow of our new enhanced Articles feature.
From this section, the user can create/manage all their articles. The articles can be drafted, published, edited and deleted from this page.
Creating a New Article:
User can create an article using ‘Create New Article’ option from Org >> Engage >> Articles >> Manage.
Title and Description of an article , Category and Tags are the required fields to create an article. User can also add Header Image and attachments to an article. Adding a header image is suggested as it gives a better appearance to your article and creates interest to read
Save as Draft: Articles saved as a draft will be visible in the My drafts section under the Manage tab. They can be edited or deleted las per the requirement. Drafts will be visible only to the creator.
Publish an article: If an article is published, it will be visible to everyone in the organization. You can access the published articles also from the same page and edit or unpublish them as required.
Admin (Global Admin, HR Manager / Executive) can see all the published articles and perform actions as required. Admin can use ‘See my published Articles’ as shown in the below screen to view the articles which are published by self.
Home Page in Articles:
Here you can grab a quick overview of published articles. This section has been divided into the following two parts:
Recent Articles: The articles which are published recently will be shown in this section, you can click on ‘see more‘ option to check the complete list of Articles
Most Popular Articles: This section helps you find the most popular articles based on Views and Likes. You can click on ‘see more‘ option to go through all the articles sorted by popularity.
Categories View of Articles:
A quick view of all categories and the available articles in each category will be visible on this page. The users can quickly go through the desired articles in each category. You can :
- use ‘View all‘ option to check the complete list
- filter the articles by sub categories, if any
This is how the Article will be visible as a whole:
This view is designed to enhance user-experience and for improve the readability of Articles. User can Like and comment on the Article from here.
Along with these we have another interesting section for you:
Related Articles: Reading an article might inspire you to find out more on similar topics or related content. To serve this need, we have designed a Related Articles section. All the related articles, in this category will be shown up in this section. You can quickly navigate to other articles from here.
If you want to read articles which are tagged with similar keywords, you can do so by simply clicking on the Tag name in the above view. You’ll be presented with the following page where you can see the articles which are tagged with same keyword.
View and download the stats (View and Likes of an Article):
We, at Keka, always anticipate and cater to your needs.
Global Admin, HR Manager & HR Executive can click on the View or Likes count for the Article. This will lead to a popup which displays all the employees who viewed or liked the article. The same result can be exported as a PDF / Excel file according to your requirement. These stats will not be visible for normal employees
Settings to configure who can manage the Articles:
If you want to limit the permission for managing articles (Add / edit / delete / publish) to only your HR Executives, you can do so from Org >> Engage >> Articles >> Settings. By default, all employees in the organization can add and publish articles. Admin (Global Admin / HR Manager / HR Executive) can disable this option using the above procedure. If this option is disabled, only Global Admin , HR Manager and HR Executives can access the Manage tab. All other employees will have permission only to view the published articles from Home or Categories section.
Ability to rollback Full & Final Settlement irrespective of payroll finalization
We now provide the option to rollback a Full and Final settlement irrespective of payroll finalization or pay action selected. Under previous implementation, the option to rollback was available only if the employee payroll had been disabled or if the Exit had been marked as already paid. As part of this enhancement we have added a sub-navigation under Full and Final screen differentiating Finalized and Settled exit requests.
A user can rollback the settlement process from Org >> Exits >> Full n Final >> Settled.
What can be updated and what actions are restricted when user rollbacks a Full and Final?
- Any option resulting in change of Exit date/Type will be restricted and can’t be changed. So, the first page cannot be updated when exit is rolled back.
- If recovery amount is provided for Arrears then it can be updated.
- All the payables and dues along with pay actions can be updated.
- Final exit payable action can be updated, but settlement month/settlement date cannot be updated.
- No actions outside exit process will affect this exit which is rolled back (i.e., overrides/formula changes)
One of the major changes in this update is unlike to existing implementation we will now be adding the “Already Paid” Full and Final payments in payroll as well and we will show that in manage payments under Already paid section.
Note: In the next version we will provide the ability to add or update overrides for an employee from exit process itself.
Added ability to copy the Weight-ages of Objectives & Key Results while cloning
Employee Paygroup and Legal Entity information
We are now showing Employee Paygroup and legal entity information under Employee >> Job tab. It will be visible under Job tab if you have subscribed for the Paygroup feature and payroll is enabled for the employee.
- As a part of section 80D we have now given the ability to declare for “Parental Preventive Health Checkup” and it will be available from current financial year i.e., FY 20-21
- Added asterisk symbol and tooltips with appropriate info against the mandatory fields while submitting employee review form.
- Added warning message when minimum number of goals are not added to an employee, over a time frame.
- Added two new compliance forms, Form XVI & Form XVIII under CLRA section
- Added four new compliance forms, Form 10, Form 12, Form XIII & Form III under Kerala.
- Added two new compliance forms Form 26 & Form V under Delhi.
- Added one new compliance form Form D – Muster roll of Gujarat.
Tag Management for employee Objectives & Key Results
Tags are used for organizing, grouping, and sorting goals. You can use tags for identifying goals under a particular category.
Say Q1- Sales & Mumbai are tags assigned to an employee key result or sub goal, which simply states that the key result needs to be accomplished by particular time and at the specified location. In this way any number of tags can be mapped to the Goals or Sub Goals.
How to assign or link tags to Objectives or Key Results?
While adding or updating an Objective or Key Result, a field “Tags” will be shown that allows the user to search for tags that are already defined in the system. You can also create your own Custom tags.
Tags associated to an objective or key result can be seen against the Objectives and Key results
Tags associated to an objective or key result can be seen while previewing them as shown below
- Job function description is added in employee Talent tab (Competencies & core values) and in employee performance information report.
- Objective or Key Result progress update icon has been updated.
Enhanced the user interface of payroll reports
We have enhanced the user interface of payroll. As a par of this update, we have divided the hefty list of “Payroll Run Reports” into the following three sections for a better user experience:
- Payroll Run Reports
- Component claim reports
- YTD reports
Exits: The Resign option will now be available under the Profile Header. Global admin/HR Manager can enable or disable “Resign” option for an employee from Resignation Settings as shown below:
Employee can access the resign option in their profile as shown in the below screenshot:
Employee Resignation will be under Pending Approval, If Approval is required option is selected in Resignation settings. Otherwise, Employee Resignation gets approved automatically and Employee will be under Notice Period.
Ability to filter the employees based on date of joining while adding employees to review group
Under this update, we have added the option to filter employees based on date of joining, while adding employees to review group. Now, admin can select the employees based on their DOJ.
- Go to Performance >> Reviews >> Review groups
- Select review group and then click on “Employees in this group”
- All the employees will be visible.
- Now user can select the date range, so the employees of that joining date range will be visible and can add employees from that list.
Ability for the admins to view and export Objectives with Key Results report
The objectives with Key Results report offers an easy way to monitor Goals & Sub Goals, Objectives & Key Results progress, status and much more of all the over the selected time frames. The same information can be exported.
Performance admin and Global admin can access this report by navigating to following path:
Navigate to Performance >> Reports >> Objectives With Key Results Report
Enhanced the user interface of all PF reports with new filters and filter-based download
We have now enhanced the user interface of PF reports with additional filters and filter-based download. These filters will provide the ability to download and manage classified reports based on Department, Location, Business Unit & Cost center. The filters were added in PF ECR as well, but the respective columns will not be shown in that report UI as it is the statutory format given by EPFO.
Enhanced the user interface of Payroll Run
In addition to enhancing the user interface for the payroll run process, we have introduced some new functionalities. These aim to reduce the missing gaps, improve workflow and make system more abstract.
This new enhancement contains:
- Activity section to track actions taken during payroll run
- Break-up of Arrears in pre-payroll actions
- Financials comparison
- Segregation of LOP Summary and LOP Reversal steps
- Added filters to manage payments
- Filter based Form download in PT
Snapshot of Run Payroll:
This activity will provide the basic details such as audit on accessing the pre-payroll actions, marking a step as complete, preview run, finalize payroll and rollback of payroll along with the respective reasons.
Break up of arrears:
Till now in the old interface we used to show only the total amount of arrear whereas now we have added detailed breakup of arrear amount for each employee and we have also added the reasons for arrear generation.
We have now added the differences in financials when compared to the previous month which will provide a snapshot for the user to see the fluctuations in company pay aggregates without navigating across months.
LOP summary and LOP Reversal:
LOP summary and LOP reversal screens are now segregated into two, to avoid scrolling down the page to add reversal details.
Manage payments with filters:
Creating multiple batches for payment had previously been a tedious process. Therefore, we have now added filters which can now be used while selecting employees under a batch, thus making the process easy.
Grouping of details:
In this enhancement we have grouped all the relevant details and it will be shown only when user explicitly clicks on the record. You will find this grouping of details in “Leave encashment”, “New Joinees” and “In exit process” screens.
We have given the ability to download the PT form of respective states under post payroll actions based on the states selected in the filter.