1 PONTUS

SAY HELLO TO THE FUTURE

HRIS USER GUIDE

CONTENTS
1. INTRODUCTION
2. LOGGING INTO HRIS
3. DASHBOARD & FEATURES
o MENU TILE
o PAGE REFRESH TILE
o ORGANOGRAM
o NOTIFICATION BELL
o EMPLOYEE CONNECT
o SEND YOUR BEST WISHES
o WELCOME NEW EMPLOYEE
o QUICK INFO TABS

4. MY PROFILE SECTION
o My Profile
o My Transaction History

5. MY TIME AND ATTENDANCE (T&A)

o Leave Legends
o Leave Rules & Info Bar
o Regularize & Outdoor
o Team View
o Team Attendance
o Shift Details
o Holiday List
6. PUNCH DETAILS
7. FURTHER ASSISTANCE

USER MANUAL INTERNAL USE

2 PONTUS

INTRODUCING PONTUS

“PONTUS” a Human Resource Information System aims at strengthening the support

functions of Systra Group in India.

“PONTUS”: “PONT” is a French origin word which means “Bridge” & “US” signifies the
“Human Capital” of Systra Group.
With an objective to “Bridge Us All”, PONTUS streamlines the foundation functions of
HR & Finance. It is a secure cloud service facilitating easy access to all our employees
from all our project offices.
Systra group in India is aligning itself to the “Digital” wave and “PONTUS” helps us in
setting the right foundation.
“PONTUS” key modules are:
PHASE 1
o Time & Attendance Management
o Leave Management GO LIVE: September’2019

o Employee & Manager Self-Service

o Payroll Management PHASE 2

o Employee Life Cycle Management GO LIVE: October’2019

USER MANUAL INTERNAL USE

3 PONTUS

IMPORTANT: PREFERRED “WEB BROWSER” IS “GOOGLE CHROME”

LOGGING INTO PONTUS

STEP 1: LOGIN at
“MYSYSTRA”
SCROLL DOWN

STEP 2: GO TO “MY APPLICATIONS”

STEP 3: CLICK “PONTUS”

Question: I can’t find PONTUS on MySystra page?

CAPTAIN RED: Follow below mentioned step by step guide-

Step 1: Go to MENU section of “My Applications”

Step 2: Search “PONTUS”

Step 3: Mark as your Favorite

Still “NO LUCK” ….. Please connect to IT Team/ Shailja PATYAL.

USER MANUAL INTERNAL USE

 4 PONTUS

DASHBOARD & FEATURES

MAIN DASHBOARD

FEATURES

MENU

HOME PAGE TAB

PAGE REFRESH
TEAM REPORTING
Manager Application

NOTIFICATION BELL
Manager Application

PROFILE TAB

USER MANUAL INTERNAL USE

5 PONTUS

FEATURES

MY TIME AND ATTENDANCE: ABSENCE & LEAVE LOG:

Displays Current Month, Holiday List & Each day attendance Displays Absent Days & Active leave
details. balance.

ATTENDANCE MANAGEMENT

Feature helps in managing your attendance for

various incidents such as forget punch in/out,
late reporting, early leaving or client meetings.

EMPLOYEE CONNECT

This is an Active Employee Directory of all

employees in Systra India and the feature
helps you get their contact details i.e.
official email address & official contact
number.

USER MANUAL INTERNAL USE

6 PONTUS

SEND YOUR BEST WISHES

Feature enables to send best wishes to fellow colleagues on

their birthdays and work anniversaries.

YELLOW CIRCLE with a gift represents “Birthday”

BLUE CIRCLE with a briefcase represents “Work Anniversary”

WELCOME NEW EMPLOYEES

HR team will be communicating “New Joiners” through

this feature. The feature permits you to connect with the
new team member through sending a welcome note.

Online access to all HR policies Raise a query by logging an

& Procedures. Access PONTUS User Showcasing important online ticket.
Manuals organization press
Access Forms & Templates coverages. Keep a track on progress
and closure status.

WEB LOGIN

Mandatory Feature

The feature establishes your presence on work by

calculating your work hours by Punch In and Punch Out.

COMPANY ANNOUNCEMENTS
MY CLAIMS
Project Wins & successful deliveries; the section aims at
keeping you all updated with important company Work in Progress
announcements

USER MANUAL INTERNAL USE

7 PONTUS

MY PROFILE SECTION

MY PROFILE

✓ This section represents your official and personal

records.
✓ Please upload Formal Picture. Picture size not to
exceed 1 MB.
✓ Check your Employment & Personal Records. For
change of any record please raise a ticket on
“HELPDESK”.
✓ Data Validation and Document repository will be
created in phase manner. HR will be running a
campaign Department wise for 100% completion
of ‘MY Profile” section.

USER MANUAL INTERNAL USE

8 PONTUS

MY TRANSACTION HISTORY

✓ It captures all your applications pertaining to All

Modules.
✓ Time and Attendance Notification will help you
track your requests related to Regularization,
OD Approvals, Leave etc.
✓ You can view each transaction of yours.

✓ This tab will enable you to view as per the

selected status.

✓ View transactions of current

or last year or for a specific
date.

USER MANUAL INTERNAL USE

 9 PONTUS

MY TIME AND ATTENDANCE

LEAVE LEGENDS

You can see your attendance details of

the active/current month.

The Dots color legends are displayed just

above the current month window.

Time & Attendance Window
SHIFT DETAILS: Put the cursor on the “Date” of each day and
your attendance details of respective day will appear.
Pls Note…
✓ Deficit: Showcases minutes/hour in the defined shift.
✓ Raw Swipes: Your access card details.
✓ SHIFT RULES: Please refer to page No. 14

HOLIDAY LIST

Select “Holiday List” to see your state specific

holiday list.

USER MANUAL INTERNAL USE

 10 PONTUS

REGULARIZE o Regularization applies for below mentioned cases:

o Forgot to Punch / Missed Punch
o Deficit Time: Late Coming / Early Moving
o Important: You are allowed only 10 regularizations
is a month.
o Regularizations are approved by “Line Managers”.
o “Remarks” are mandatory. Don’t forget to put remarks.
OUTDOOR o OD stands for “OUT DUTY”
o OD applies for below mentioned cases:
o Official Meetings
o Official Travel
o Previous ODs: You can apply within 7 days’ time frame.
o OD Cancellation: Cancellation within 7 days’ time frame.
o OD Advance: You can plan your OD 60 Days in advance.
o You can apply 31 ODs’ in a Month.
o “Remarks” are mandatory. Don’t forget to put remarks.
EXTRA TIME o Application “Not Applicable”.

1 APPLYING FOR LEAVE/ REGULARIZE/OUTDOOR 3

3. Fill the leave details & Apply

1. Select the dates

2. Select the
Leave type.

4. Leave applied successfully.

5
5. Check your “My Transaction” to track your Leave
approval

USER MANUAL INTERNAL USE

 11 PONTUS
MANAGER’S DESK
o Every Manager will get a notification every time his
reportees apply for a leave/ regularization approval.
o A Manager can approve the leave directly on the
Notification tab.
o For details, a manager can view the complete Leave
application and then approve.
o It is advisable that Managers open and view
Regularization/outdoor/ leave request; review the
remarks/reasoning and then approve.

LEAVE RULES

CASUAL LEAVE - Leave rules are as per existing Leave Policy.

- You can apply for CL with 30 Days advance notice/time frame.
- For Leave cancellation: Leave can be cancelled in advance and within 7 days from
the application date.

PRIVILEGE LEAVE - Leave rules are as per existing Leave Policy.

- You can apply for PL with 90 Days advance notice/time frame.
- For Leave cancellation: Leave can be cancelled in advance and within 7 days from
the application date.

SICK LEAVE - Leave rules are as per existing Leave Policy.

- No advance leave provisions.

OTHER LEAVE - The leaves (Maternity & Paternity) will be activated from case to case basis.

USER MANUAL INTERNAL USE

 12 PONTUS

Question: Why am I marked absent in August’2019 despite being present?

CAPTAIN RED: Don’t panic my friend, the system was active 1st August’2019 but the portal was
not accessible by all the employees. Therefore, there is no Punch In and Punch Out Data in the
System to mark you present. HR department will be considering attendance and leave effective 1st
Septe’2019.

Question: My leave status is not updated?

CAPTAIN RED: August’2019 leave status will be uploaded on 31st Aug’2019 and you will receive a
common communication from HR to check your leave balance… till then please be patient.

Question: I can’t see Sick Leave?

CAPTAIN RED: My friend, Sick Leave tab will be active automatically after 1 year of service. The
leave rules are as per the policy. Please refer the policy documents

Still have a query …. Please raise a ticket on “HELP DESK”

MANAGER’S DESK

1 Reportees/subordinates requests are notified through Notification Tab.

The requests are auto- forwarded to every Line Manager official email id.

2
PONTUS enables all Line Managers to see their team structure.

USER MANUAL INTERNAL USE

13 PONTUS

3
Line Managers are empowered to see important info of all their team members
through this feature.

Select the attribute which you wish to see.

Put the cursor on respective team

member and the details will show up.

4 Line Managers can see the timecard and

their team attendance.

USER MANUAL INTERNAL USE

14 PONTUS

SHIFT RULES

Shift Shift Rules Rules Location

Type
HO 5 Day Working Working Hours: Faridabad,
9:00 am - 6:00 pm Full Day = 540 mins (9 hrs.) & Half Day = 270 mins (4.5 hrs.) Lucknow,
Bangalore,
Grace Period: 1 Hour Kolkata,
Pune
Late Coming: 30 mins late for 2 times in a Attendance Cycle. All
instances after 2 will be considered as Half Day and will be
marked as LOP.

Early Leaving: Not Applicable. Attendance to be regularized post

approval from Line Manager.

Punching Time starts from: 8:30 am (30 mins before the shift
starts)

Swipe Rules:
Single Punch In: Marked Absent
No Punch In : Marked Absent

Shift Type Shift Rules Rules Location

SHIFT B 5 Day Working Working Hours: Mum(MVA);
9:30 am - 6:30 pm Full Day = 540 mins (9 hrs) & Half Day = 270 mins (4.5 hrs) Mum(2B&4),
(Fix Hours) Mumbai
Grace Period: 30 mins (Coastal),
NMRCL
Late Coming: 30 mins late for 2 times in a Attendance Cycle. All
instances after this will be considered as Half Day

Early Leaving: Not Applicable. Attendance to be regularized post

approval from Line Manager.

Punching Time starts from : 9:00 am(30 mins before the shift starts)

Swipe Rules:
Single Sign In : Marked Absent
No Sign In : Marked Absent

USER MANUAL INTERNAL USE

15 PONTUS

Shift Type Shift Rules Rules Location

SHIFT C Mon- Fri - 9:00 to Working Hours: Chennai
5:30 Full Day = 510 mins(8.5 hrs) & Half Day = 255 mins (3.5 hrs)

Grace Period: 30 mins

Late Coming: 30 mins late for 2 times in a Attendance Cycle. All instances
after this will be considered as Half Day

Early Leaving: Not Applicable. Attendance to be regularized post approval

from Line Manager.

Punching Time starts from : 8:30 am(30 mins before the shift starts)

Swipe Rules:
Single Sign In : Marked Absent
No Sign In : Marked Absent
Saturday - 9:00 to Working Hours:
1:00 pm Half Day = 240 mins (4 hrs) < marked Absent

Grace Period: 30 mins

Late Coming: 15 mins late for 2 times in a Attendance Cycle. All instances
after this will be considered as Half Day

Early Leaving: Not Applicable. Attendance to be regularized post approval

from Line Manager.

Punching Time starts from: 8:30 am(30 mins before the shift starts)

Swipe Rules:
Single Sign In : Marked Absent
No Sign In : Marked Absent

SHIFT D 5 Day Working Working Hours: Full Day = 480 mins(8 hrs) & Half Day = 240 mins KRDCL
2nd & 4th Sat - Off (4 hrs)
10:00 am - 6:00 pm
Comp - off ( 1
months) Grace Period: 30 mins

Late Coming: 30 mins late for 2 times in a Attendance Cycle. All

instances after this will be considered as Half Day

Early Leaving: Not Applicable. Attendance to be regularized post

approval from Line Manager.
Punching Time starts from : 8:30 am(30 mins before the shift starts)

Swipe Rules:
Single Sign In : Marked Absent
SHIFT E 6 day working No Sign In : Marked Absent Mumbai (L&T)
9:30 - 6:30 /

USER MANUAL INTERNAL USE

16 PONTUS

Shift Type Shift Rules Rules Location

SHIFT F 6 day working Working Hours: DFCC (APL 2 & APL 3)
9:00 - 6:00 sharp/
Full Day = 540 mins(9 hrs) & Half Day = 270 mins (8.5 hrs)

Grace Period: 30 mins

Late Coming: 30 mins late for 2 times in a Attendance Cycle.

All instances after this will be considered as Half Day

Early Leaving: Not Applicable. Attendance to be regularized

post approval from Line Manager.

Punching Time starts from : 8:30 am(30 mins before the shift
starts)

Swipe Rules:
Single Sign In : Marked Absent
No Sign In : Marked Absent

Shift Type Shift Rules Rules Location

SHIFT F 6 day working Working Hours: Complete RVNL
9:00 am - 6:00 pm
Full Day = 540 mins(9 hrs) & Half Day = 270 mins (8.5 hrs)

Grace Period: 30 mins

Late Coming: 30 mins late for 2 times in a Attendance Cycle. All

instances after this will be considered as Half Day

Early Leaving: Not Applicable. Attendance to be regularized post

approval from Line Manager.

Punching Time starts from : 8:30 am(30 mins before the shift starts)

Swipe Rules:
Single Sign In : Marked Absent
No Sign In : Marked Absent

USER MANUAL INTERNAL USE

17 PONTUS

HELP DESK

Raise your query ticket and track resolution online.

The System enables you to describe your query in detail and

also you can attach document/jif to support the same.

USER MANUAL INTERNAL USE

18 PONTUS

DIGITALLY CONNECTED WORKPLACE

SEND YOUR BEST WISHES

Feature enables to send best wishes to fellow colleagues on

their birthdays and work anniversaries.

YELLOW CIRCLE with a gift represents “Birthday”

BLUE CIRCLE with a briefcase represents “Work Anniversary”

WELCOME NEW EMPLOYEES

HR team will be communicating “New Joiners” through

this feature. The feature permits you to connect with the
new team member through sending a welcome note.

USER MANUAL INTERNAL USE

19 PONTUS

EMPLOYEE CONNECT

▪ The feature enables you to get connected with

Systra employees.
▪ It is a Systra Employees Directory.
▪ Search Rules:
▪ Option 1: Search with First Name only.
▪ Option 2: Search with Second Name only.
▪ Option 3: Search with Employee Code.

FURTHER ASSISTANCE

CONTACT PERSON EMAIL ID DETAILS

Shailja PATYAL spatyal@systra.com

Varsha RAMNANI vramnani@systra.com

…….

USER MANUAL INTERNAL USE