# SHRAMS — Enterprise HR, Payroll, Statutory Compliance & Asset Management System ## Full Technical Specification, Architecture & Capabilities Reference > SHRAMS is an enterprise-grade, multi-tenant HRMS and physical IT asset management platform engineered specifically for Indian statutory guidelines, modern hybrid workforces, and multi-location enterprises. It combines hardware-level biometric terminal integration, GPS-geofenced mobile and web punches, multi-tier leave approval hierarchies, automated statutory deductions (EPF, ESI, Professional Tax, TDS, New Labour Codes), dynamic asset custody tracking, and native Tally XML financial integration. --- ## 1. Core HR, 360° Employee Dossier, Preboarding, Onboarding & Offboarding ### 1.1 360° Employee Dossier & Document Vault - **Centralized Master Record:** Unified profile capturing personal details, blood group, emergency contacts, permanent/current addresses, educational history, prior work experience, and family/dependents. - **Identity & Compliance Identification:** Encrypted storage of government-issued credentials including Permanent Account Number (PAN), Aadhaar (UIDAI), Universal Account Number (UAN / EPFO), Employee State Insurance (ESIC) IP Number, and Passport details. - **Role-Based Sensitive PII Masking:** Dynamic field-level masking (`•••• 1234`) for sensitive identifiers with one-click revealed view audit-logged for compliant administrative access. - **Digital Document Repository:** Secure document uploads (PDF, JPEG, PNG) categorized by identity proofs, educational certificates, appointment letters, non-disclosure agreements (NDAs), increment letters, and appraisal transcripts with expiry tracking and alert notifications. ### 1.2 Preboarding, Onboarding & Probation Management - **Preboarding Portal:** Candidate self-service portal to submit banking credentials, statutory declarations, and verify identity prior to day one. - **Dynamic Onboarding Checklists:** Configurable multi-department onboarding workflows (HR documentation, IT hardware provisioning, background verification, compliance training) with automated SLA escalations. - **Probation Tracking Engine:** Automated 30/60/90-day review cycles, manager feedback collection, performance rubric evaluation, and formal confirmation or extension letter generation. ### 1.3 Offboarding, Resignation & Exit Clearance Workflows - **Resignation Initiation & Notice Period Tracking:** Employee self-service resignation submission with reason tracking, counter-offer documentation, and notice period shortfall calculations. - **Multi-Department Clearance Matrix:** Parallel sign-offs required from IT (asset recovery, account deactivation), Finance (loan recovery, imprest settlement), Administration (access cards, keys), and Department Heads. - **Asset Handover Gatekeeper:** Real-time asset audit alerts linking pending physical hardware returns directly to final settlement approval, preventing financial leaks during employee departures. - **Digital Exit Interviews:** Structured questionnaires tracking attrition trends, reason categorizations, and departmental retention analytics. --- ## 2. Biometric (ZKTeco), Web Punch, Shift Rosters, Overtime & Geo-Fenced Field Tracking ### 2.1 Hardware Biometric Terminal Integration - **Direct TCP/IP Socket Communication:** Native integration with ZKTeco-compatible biometric attendance terminals communicating over TCP port 4370. - **Dual Deployment Architecture:** 1. *LAN Mode:* Local network polling service running as a Windows Service (`shrams-bridge.exe`) or Linux daemon that reads device attendance logs directly and posts payloads to SHRAMS via secure HMAC-authenticated API. 2. *Cloud Push Mode:* Direct ADMS/ICLOUD biometric terminal push protocol terminating at SHRAMS push listener endpoints. - **Hardware Agnostic Support:** Multi-vendor biometric compatibility supporting facial recognition, optical fingerprint scanning, RFID cards, and PIN credentials. ### 2.2 Web & Mobile Attendance with Geo-Fencing - **Geofenced Coordinates & Radius:** Configurable office location polygons or coordinate-radius perimeters (e.g., 50m to 500m) enforced at check-in and check-out. - **Spoofing & Anti-Fraud Security:** Built-in detection for mock location providers, developer options fake-GPS emulators, network-based IP geocoding validation, and office Wi-Fi BSSID validation. - **Remote & Field Workforce Mode:** Configurable attendance profiles allowing client-site check-ins with client name tagging, GPS coordinate capture, and manager route inspection. ### 2.3 Shift Scheduling, Overtime & Attendance Policy Engine - **Flexible Shift Configurations:** Morning, evening, night/graveyard (cross-midnight), rotational, and split shifts with user-defined grace periods (e.g., 15-minute late tolerance). - **Automated Late-Mark Penalties:** Configurable deduction policies (e.g., 3 late marks equal 0.5 day Casual Leave or Loss of Pay deduction). - **Overtime (OT) Engine:** Double-rate or single-rate statutory overtime calculations based on the Factories Act or state Shops and Establishments Act, factoring approved hours against rostered benchmarks. - **Regularization Workflow:** Self-service miss-punch or biometric error regularization requests with automated routing to reporting managers for validation. --- ## 3. Indian Payroll Engine, CTC Builder, Benefits, Advances & Tally XML Integration ### 3.1 Salary Structure & CTC Architecture - **Configurable Salary Components:** - *Earnings:* Basic Salary, House Rent Allowance (HRA), Dearness Allowance (DA), Special Allowance, Conveyance Allowance, Medical Allowance, Children Education Allowance, and Shift Allowances. - *Variable Pay:* Performance bonuses, retention incentives, sales commissions, and overtime arrears. - *Deductions:* Statutory dues (PF, ESI, PT, TDS), loan repayments, salary advances, voluntary deductions, and notice recovery. - **Loss of Pay (LOP) Automation:** Dynamic synchronization with attendance logs calculating exact unpaid days, sandwich rule infractions, and unauthorized absence deductions per payroll cycle. ### 3.2 Flexible Benefit Plan (FBP) & Reimbursements - **Tax-Optimized Allowances:** Employee allocation options for Leave Travel Allowance (LTA), Food/Meal Vouchers, Books & Periodicals, Gadget Lease, and Telephone/Internet reimbursements. - **Proof Verification & Claims:** Digital bill upload, finance review dashboard, approval workflows, and taxable versus non-taxable amount reconciliation. ### 3.3 Employee Loans, Salary Advances & EMI Schedules - **Advance & Loan Lifecycle:** Application, sanctioning, interest calculation (flat or reducing balance), automated monthly EMI deduction from payroll, and prepayment settlement. ### 3.4 Statutory Payouts: Gratuity, Bonus & Full and Final Settlement (F&F) - **Gratuity Calculation:** Payment of Gratuity Act 1972 compliant calculation formula: `(15 * Last Drawn Basic + DA * Completed Years of Service) / 26`. - **Payment of Bonus Act 1965:** Annual statutory bonus calculation with floor (8.33%) and ceiling (20%) thresholds based on scheduled wage limits. - **Comprehensive Full & Final Settlement (F&F):** Single-pane settlement run incorporating worked days pro-rata salary, encashable leave balances, gratuity entitlements, pending loan recoveries, and asset clearance status. ### 3.5 Tally ERP & Tally Prime Accounting Integration - **Direct XML Voucher Generation:** Generates schema-compliant Tally XML files containing journal vouchers, salary liability ledgers, bank disbursement entries, and statutory contribution account postings. - **Ledger Mapping:** Flexible chart of accounts mapping matching employer specific ledger names in Tally (e.g., *Salaries & Wages Payable*, *EPF Admin Charges*, *ESI Payable*). --- ## 4. Indian Statutory Compliance (EPF, ESI, PT, TDS, POSH & Labour Codes) ### 4.1 Employee Provident Fund (EPF & MP Act 1952) - **Contribution Splits:** - Employee Share: 12% of PF Gross (Basic + DA) capped at ₹15,000 statutory limit or full actual basic based on employer opt-in. - Employer Share: 3.67% EPF + 8.33% EPS (Employee Pension Scheme capped at ₹1,250/month). - Admin & EDLI Charges: 0.50% EDLI contribution and 0.50% EPF Administrative charges. - **ECR Text Export:** Generates official EPFO Electronic Challan cum Return (#~# separated text file) ready for direct upload on the Unified EPFO Employer Portal. ### 4.2 Employee State Insurance (ESI Act 1948) - **Gross Wage Eligibility:** Automated monitoring of employee gross monthly wage against the ₹21,000 threshold (₹25,000 for persons with disabilities). - **Contribution Rates:** 0.75% employee contribution and 3.25% employer contribution calculated on total wages. - **ESIC Monthly Contribution Return:** Form 5 return generation and branch-wise monthly return summary. ### 4.3 State-Specific Professional Tax (PT) - **Multi-State Slab Compliance:** Built-in, up-to-date statutory slabs for: - Maharashtra (including ₹300 February spike) - Karnataka (₹200/month above threshold) - Tamil Nadu (half-yearly slabs) - Telangana & Andhra Pradesh - West Bengal (progressive slab rates) - Gujarat & Madhya Pradesh ### 4.4 TDS & Income Tax (Section 192, 115BAC) - **Dual Tax Regime Optimization:** Side-by-side tax projection under the Old Tax Regime (with 80C, 80D, HRA, 24b deductions) and the New Tax Regime (Section 115BAC concessional rates and standard deduction). - **Declaration & Proof Management:** Portal for submitting initial declarations at financial year beginning and collecting investment receipts with verification workflows in Q4. - **Statutory Returns & Form 16:** Generates quarterly Form 24Q text files for NSDL RPU e-filing, and produces digitally signed Form 16 Part A and Part B PDF packages. ### 4.5 Digital Personal Data Protection (DPDP) & POSH - **DPDP Act Compliance:** Explicit employee consent tracking, right to correction, data minimization, and audit-logged access controls for sensitive personal data. - **POSH Internal Committee (IC) Tracker:** Incident logging, confidential committee member records, inquiry timelines, and mandatory annual report compilation. --- ## 5. Physical IT & Hardware Asset Management ### 5.1 Hardware Asset Inventory & Registry - **Comprehensive Device Categorization:** Laptops, desktop workstations, monitors, mobile phones, servers, network switches, peripherals, and software licenses. - **Technical Specs Tracking:** Processor, RAM, storage, serial numbers, MAC addresses, operating system version, purchase date, warranty expiration, and vendor vendor invoice records. ### 5.2 Custody Tracking & Allocation Workflows - **Digital Handover Receipts:** Automated handover agreements generated upon asset assignment, requiring digital employee acknowledgment. - **Audit History & Custodian Trail:** Immutable log recording the entire historical chain of custody for every physical device across multiple employee tenures. ### 5.3 QR / Barcode Tagging & Physical Audits - **Printable QR Asset Labels:** High-resolution vector QR code label generation with asset ID, serial number, and company branding for physical adhesion. - **Mobile Camera Verification:** Scan-to-audit functionality in the mobile web app for rapid floor audits and physical verification. --- ## 6. Talent Acquisition, Performance & AI HR Copilot ### 6.1 Applicant Tracking System (ATS) - **Requisition & Job Postings:** Department-level vacancy creation with hiring manager approval and career portal integration. - **Visual Kanban Pipeline:** Drag-and-drop applicant tracking across customizable hiring stages (*Applied*, *Screening*, *Technical Interview*, *HR Round*, *Offer*, *Hired*, *Archived*). - **Structured Interview Scorecards:** Standardized evaluation rubrics across competencies, interviewer notes, and composite ratings. ### 6.2 Performance Reviews & OKR/Goals - **Objective & Key Results (OKRs):** Cascading company, department, and individual goals with percentage progress tracking and check-in updates. - **Appraisal Cycles:** 180° and 360° review cycles featuring self-evaluation, manager evaluation, normalizing committee calibrations, and increment recommendations. ### 6.3 AI HR Copilot & Chatbot - **Natural Language HR Querying:** Instant answers for employees regarding leave balances, policy questions, holiday lists, and tax deduction logic. - **Administrative Copilot:** Quick natural-language commands for HR administrators (e.g., "Show pending leaves for Engineering", "List unreturned laptops for departing staff"). --- ## System Endpoints & External API Integration - **Web App Root:** https://shrams.com/ - **Careers Portal:** https://shrams.com/careers - **Biometric Sync Endpoint:** `POST /api/biometric/punches` (HMAC-SHA256 authenticated) - **Tally XML Export:** `GET /payroll/wage-runs/{id}/tally-xml` - **EPFO ECR Export:** `GET /payroll/wage-runs/{id}/epf-ecr` - **ESIC Return Export:** `GET /payroll/wage-runs/{id}/esi-return` - **LLM Summary Index:** https://shrams.com/llms.txt - **LLM Comprehensive Spec:** https://shrams.com/llms-full.txt