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Compliance Dashboard for vendors, Use case - Coggle Diagram

- - - - Creation of the vendor profile with basic information such as Vendor Name, Admin User Credentials, User Addition, Activate/deactivate toggle etc.
      - View Vendor information such as PF Account Information, Bank account information, state level PT, ESI Information, etc. Each of the above will be a tab on the Vendor's profile
        
        Comment
        
        These are some information which the vendor can only change but the Client can view this information. Critical info like Bank acc., etc. will be masked
    - - Prep for a new month
        
        After selecting the month, Client uploads the master payroll file in a specific format which will be available for download (like in other Thanos bulk upload sheets)
        
        Error found
        
        Tool has deducted some errors in the uploaded file, a certain vendor is not created, format is incorrect, etc. Appropriate error message will be displayed
        
        Repeat
        
        No errors
        
        To ensure higher accuracy of data being uploaded, a verification screen will pop up asking the user to enter some data points from the file like no. of associates, total PF amount, etc.
        
        If the validation is successful,
        
        Create a Dashboard
        
        Send notifications to vendors informing them about the dashboard creation for the month
        
        Updating status of the associates for the month
        
        If the validation fails, repeat the previous step
        
        In the email communication to a vendor, a summary of all the statutory header wise information, count of employees, etc. with the payroll as attachment to be shared.
        
        On the part of updating the status, employees would have a default status of 'Onboarding Pending'. After going through the file, the system will check if the employee's UAN details are available in the backend and if it is available, for the PF report, the status will be changed to 'Pending Contribution'
      - Track past uploads
        
        Can see past uploads, date, summary of upload file/ error type, etc.
    - - Modify & edit the scoring criteria
      - :red_flag: Probably V2
        except for the deadlines, which will be visible but cant be edited on front end
      - Define timelines for every statutory body
      - Create SLAs based on the employee, vendor activity properties. Eg - Date of salary payment by vendor as against the timeline set for active employees
      - By default, all deadlines except salary release will be set as per the government deadlines. But Client can choose modify the deadline to a date before the deadline but not affter.
    - - Dashboard reports (every report in terms of both associate count & money)
        
        Salary disbursed
        
        PF
        
        ESI
        
        GST
        
        PT
        
        LWF
      - Master Filters:
        
        Month
        
        Vendor
        
        Report/Dashboard level filters
        
        Status
        
        Location
      - 2 Sections:
        
        Dashboard
        
        Downloadable Reports
    - - Payment releases
        
        Releasing money based on completed compliance with the 2 step approval flow, money deduction, etc. For example, Workex had to pay 10 lakhs for PF. It paid 5 lakhs and submitted the required proofs. These proofs are verified by our platform. Through Banking APIs, we will release the 5 lakhs directly to the account of Workex present in its profile.
      - Contribution Approval Section
        
        Vendor would raised some Compliance Regularization Request, etc.
    - - Mailing certain reports such as vendor wise salary release status everyday from 3rd to 15th, etc.
  - - - User Management by adding or modifying access to its users
      - Compliance related Info. to be updated on every tab like PF registration no. GST number, etc. with possible validation APIs like penny drop for bank account information, GST no. verification APIs, etc.
        
        Every Tab should have a :warning: symbol to show any pending information. For example, vendor can't upload PF challans if the PF related profile isn't completed or some basic mandatory information is not completed
    - - Smaller version of the Dashboard, notification history, upcoming deadlines, etc.
    - - An Employee is identified by his or her employee code. Every employee has some profile characteristics like salary account info, UAN info (for PF), ESIC Insurance Policy (IP) number (for ESI)
        
        Like the current flow in Staff Management, in which the funnel starts from Staff Addition and drips towards the All Staff section, it is the same here except the Staff Addition is already done when the Payroll file is uploaded by the Client
        
        Vendor has to then update the pending information on the portal and should work towards making the no. of employees with pending onboarding information as zero
    - - Journey starts with the selection of the month. By default, it will be opening the latest month's page. Vendor will see all the relevant statutory sections like salary, PF, etc.
        
        Upon clicking the respective section, it will show a list of all documents uploaded in the past for that month which the vendor can edit (like in ESI), delete, etc. or upload a new file
        
        We will be starting with PF. In the case of PF, 3 PDFs have to be uploaded parallelly - ECR, Challan & Payment Receipt.
        
        System reads the PDFs and verifies the authenticity of the challans such as month in challan is matching with month of upload, PF registration no. in the challan is matching with the profile, etc.
        
        Error occurs
        
        Notify the type of error & repeat it
        
        No errors
        
        System will now read ECR line by line, i.e., on an employee level and check if the UAN in a line matches with any UAN under the Vendor's system. If it matches, it then checks whether the value is matching. If both match, status is marked as 'Contribution paid'. If the value doesn't match, status is 'Excess/ Short payment'. If none of them match, it is just counted in a place and displayed
        
        1 more item...
    - - Since we have account details of the associates and we know how much to pay, we will enable the 'Payroll Management' section to the vendor and vendor can only add 'additions/deletions' to the associates, which will be enabled based on the request from Client.
        
        Once done, the following would happen:
        
        Instant Payslip generation in the vendor's format
        
        Notification to the associate on the payment
        
        Update the Dashboard on the status of the salaries
    - - Since we have the payroll file and UAN, ESIC details, etc. we can directly prepare the challans for PF, ESI, etc. and registers required as per CLRA (Muster Roll, etc.)
        
        These will be generated as soon as the payroll file is uploaded by the Client