Appearance
2. People, photographs, papers and duties
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2.1 The people list
People & Payroll > Employees. 600 people: 548 security guards, 25 armed guards (ex-servicemen), 12 lady guards, 12 supervisors and 3 in the office. The photograph is the first thing on each row, because on a gate roster the face is what matters.
The Readiness column says whether each person can be paid: a salary, a bank account and the papers payroll needs. ID cards prints a sheet of photo identity cards for everyone shown.
2.2 The employee profile
Open a person. The header says who they are before anything is read: the photograph, the name, the role, whether they are active, permanent or contract, in PF and ESI, and how to reach them. Under it, the facts people otherwise open a tab to find: designation, department, joining date, how long they have been here, duty time and weekly off.
Needs attention is the server's own check. Here it says Saji K has no emergency contact.
2.3 Job role, responsibilities and duty time
Job & duties names the person's job role (chapter 1). The role carries what the job is, its responsibilities and its duty hours, written once for all 548 guards; a field filled on the person's own record overrides the role for that person only.
| Field | Saji K, security guard |
|---|---|
| Job role | Security Guard |
| Duty starts / ends | 08:00 / 20:00 (12 hours), from the role. Night guards have 20:00 / 08:00 on their own record: an end before the start is a night duty that runs past midnight. |
| Weekly off | None: guards work a rotating relief roster. |
| Job description and responsibilities | From the role: seven responsibilities, from reporting 15 minutes early in uniform to never leaving the post until relieved. |
The duty time does real work. A person with no roster shift who clocks in is measured against these hours. Before this, somebody with no shift assigned had every day classified as a weekly off. A roster, where there is one, always wins.
The person sees their job description and responsibilities on their own My Work screen (chapter 5).
2.4 Required papers
Under PSARA, a guard deployed at a client needs police verification, a training certificate and a photo identity card; an armed guard also an arms licence. OSERP does not know this because it is a "security module": the Security Guard job role lists those papers, and the role is what is checked. Each paper is a document on the person's record, with an expiry date where it has one: People & Payroll > Employees > Documents.
Statutory Compliance > Required papers checks every person against their job role's list, and says exactly what is missing or expired and where they are assigned.
In September, 463 of 597 assigned people had every paper their role needs. The rest are the supervisor's list for the week: police verifications to renew, training certificates to collect, cards to print, arms licences to file. A nursing agency gets the same report for council registrations, from its own roles.
2.5 Letters
Letters on the person's record issues offer, appointment, confirmation, pay revision, experience, relieving and warning letters and salary certificates, plus the deployment order the Security pack adds. Each is a template the company edits once (Administration > Module Settings > People & Payroll > Letters), written as plain text with fields picked from a list.
Choose a letter, answer its questions (the notice period, a last working day, the purpose of a certificate), and Preview. Every fact is read from the records that own it: the role, the site from the service contract, the pay table from the latest pay revision, the joining date. A field with no value for this person stops the letter and names the field; a letter never goes out with a blank. Issue letter numbers it, files it in the person's documents and opens it on the letterhead.
An issued letter is frozen: editing the template later never changes a letter somebody already holds. It can be withdrawn with a reason, and it stays on file marked withdrawn. September: Saji's appointment letter and a salary certificate for his housing loan, and a relieving letter and an experience letter for a guard leaving on 31 October.
2.6 Identity numbers and bank accounts
PAN, Aadhaar, UAN and the ESI number are stored encrypted; the screen shows only the last four characters. The PF ECR and ESI files read the full numbers on the server when they are produced. A person without a UAN or an ESI number is listed by name and left out of the file, because the portals reject a whole file for one bad row.