Self Assessment Procedure

What is self-assessment procedure?

Self-assessment is a procedure to enable the employees to rank themselves in various fields of work. This will help the employees/articles to assess their learning stage at the organisation and participate in the relevant task. Moreover, this feature will help the employee to have a clarity of what will he learn during his tenure of articleship. The pre-defined Self assessment master has various knowledge and skill based tasks ranked as Yet to begin, Beginner, Intermediate, Advanced and Proficient.

What is the ideal time horizon for an employee to be able to achieve a 100% skill set?

Though achieving a 100% skill set is a very ideal situation we, on an average scale and in accordance with the articleship provisions, have assumed the time span of 3 years for an employee/article to be able to achieve 100% proficiency in each core area.A person showing 80% progress will be considered realistically well-learnt.

What if the employee is specializing in one department? Will it be possible for him to show a 100% skill set in the specific department?

Apart from the entire master to show a 100% skill set, each head of the master will also show a learning stage which will be easy to assess the knowledge acquired by the employee. For example, if an employee is in the Tax Department, you can assess his learning stage on the basis of his knowledge level in the Tax head only.

Who will be responsible for reviewing the self-assessment procedure development?

The self-assessment master has been created for the employee/article to judge himself and review his progress in the firm. However, the managers/partners/buddy can also review the employee's progress and help him grow more. This will also help to develop a healthy yet competitive environment in the firm.

How can I use self-assessment procedure to assign tasks to my employees?

While assigning various client tasks to the employees/articles, you will get the list of all the employees having an experience of beginner level above along with the workload of the employees helping you to assign the work to a proficient worker only. The junior workers will be initially assisting the person responsible for the task. As and when they rank themselves at a higher level, they will be able to handle the tasks individually.

What if a particular skill-set is not applicable to my firm?

If you feel that a particular skill set is not applicable to your firm, there is an option of marking that skill inactive. Inactive skills will no longer appear in the self-assessment master and the learning percentages will automatically be revised by the system.

Can I add a unique skill set not mentioned in the pre-defined self-assessment procedure?

There may be a situation wherein the pre-defined skill set does not contain a unique skill. In such cases, the authorized person(admin) can add the skill in the main master or as the sub-head in the main master. While adding so, you will have to add a category value to the task i.e . percentage value out of 100% dedicated to that skill set.

Tasks

What is a task?

A task is an activity which the firm performs for the clients. All the activities can be divided into various tasks. The tasks can be either statutory and others. For example, indirect tax activities can contain Statutory tasks such as filing GSTR1,GSTR 3B etc. and other tasks such as GST registration.

What details do I have to enter while creating a task master?

Only the authorized persons (managers) will be able to create a task in the task master. He can simply do it using the ADD TASK button in the task master.

Is there a pre-defined list of tasks a CA typically does for the clients?

Yes, we have an extensive list of tasks typically performed by a CA firm. While creating a client,you can easily select the task from that list. The tasks have been linked to the due-dates calendar thus enabling you track the nearing due-dates also.

How can I add my own task to the list?

If you want to add a task to the task master, you simply click on the ADD button and fill in the required details.

Can I possibly enter a task without assigning it to my employee?

Yes, the manager can create a task against a client but not assign it immediately. All such tasks will appear as "UNASSIGNED TASKS" in the manager dashboard.

Can I assign bulk task to an employee?

Yes, assigning bulk tasks is easy. For example, if we want to assign GSTR-3B filing of all months to employee A, there is an option of bulk assigning wherein return filing of all 12 months will be assigned to Mr.A. Reassignment of bulk tasks can be done.

How can I track the workload of the employee?

Once the tasks are assigned as responsibility or as monitored tasks, the application will automatically populate the total number of tasks assigned and this number will appear as a pop-up near the employee name when the tasks are being assigned. This will enable the managers/partners to evenly distribute the workload among the entire team.For routine monitoring, the manager will be able to view the list of all the employees and the number of tasks assigned to them on a particular date.

Can I re-assign the task to any other employee?

Yes, whether bulk or individual tasks, all of them can be reassigned.

Can I divide my main task into process-based sub-tasks?

Yes, main task can be divided into various sub-procedures and these procedures can be further assigned by the employees to the subordinates. For example, GSTR 3B return filing can be sub-divided into tasks like receiving information,preparation of return,checking of return and filing of return.This way a better control over the task status can be maintained.

Can the employee on his own assign the sub-tasks to his subordinates?

Yes, all sub-tasks can be assigned further. However, the responsibilty of the task completion lies with the person to whom the task was originally assigned.

How can the manager/partner monitor the assigned sub-tasks?

For routine monitoring, the manager will be able to see a list of all the employees with the number of tasks assigned to them and the number of tasks which they have sub-assigned to their juniors.

When do I have to enter the due-dates of the various tasks?

For most of the statutory tasks, there is pre-defined compliance calendar which will take the due-dates of the tasks automatically. For other one-time tasks, while assigning the tasks, due dates will have to be entered. For example, for filing ROC based forms like CHG-1, the manager can decide and input a due-date for the same.

How will I know the nearing due-dates and task status?

All recent due-dates expiring in the next 5 days will appear on the dashboard of the user along with the work completion of status. This will enable better control of the work completion. No more due dates will be missed!

Is it possible to track the time taken for each task and the remarks of the work done?

Yes, on the task window, the employees will have the option to enter effective time taken for doing the work. If required,any special remarks for future reference can be added to the task window also.

Can I generate a task report based on the status of the task?

Yes, a task report based on work started,work completed and work 50% completed can be generated using the report icon beside the task window.

How can I track the costs incurred in respect of a task?

The task window will have a column wherein the users can enter the cost incurred by them to complete the task. This will help in calculating reimbursements to be claimed from client easier. For example, if ROC forms are filed-the form fee can be entered in the cost incurred column. While billing the client,the system will automatically include the fees entered in the task window also.

Billing the tasks to the client

Is there an automated system to bill the clients?

Yes, there is an automated system to shoot invoices to the client.The bill amounts will be taken from the recommendatory fees guidelines as issued by the ICAI.

What will trigger the system to raise a bill?

Once the task is tagged as completed by the person responsible to the task, the immediate manager of the person will get a notification. On receiving this he can review or accept the task done. Once this activity is completed by the manager, system will automatically generate a bill ready to be mailed to the client.

Will there be an authority check before mailing the bill to the client?

Yes, once a bill is generated by the system, it will be ready for the manager to review and edit the bill. Any extra charges can be added to the bill before sending it to the client.

Can I change the amounts charged to the bills or add specific expense?

Yes, the amounts added in the bill can be edited. Once the user edits the bill amount as against the recommendatory guideline,both the amounts will appear in the bill.

Can I input the period allowed to the clients for payment?

Yes, the credit period can be updated in the bill. This will automatically change the default credit period in the master. The default credit period has to be entered by the super-admin at the time of creation of masters.

Will the system send follow-up mails and SMS to the client for payment of the bill?

Yes,follow-up mails and SMS will be sent to clients after the end of specified credit limit given to the clients.

Can I charge a service with NIL bill amount?

Yes, you can edit the bill with a NIL amount. In this case, the bill will just be stored in the database and not mailed to the client.

Can I generate a report of non-billed tasks?

Yes, all the unbilled tasks can be consolidated using a report.

Employee/Article Management

Will I be able to track attendance of my employees?

Yes, we have an in-built attendance management system wherein employees can input thier check-in and check-out time.

In GPS based tracking,what if my employee checks in from a client place or doing work from home?

Employee check in time will be taken in by the system only if the check in is done from a 50 metre radius of the office premises. If the employee is checking in from client place, a to-be-approved message will be shooted to the immediate manager and will appear as a pending approval on his dashboard. Once the manager approves, the system will take the check-in-time as the final time.

How will I monitor the check out time of employees?

For office based employees,check out time can be tracked through the GPS. For client based, approval of manager will be required.

Can an employee shoot a leave application from the system?

Yes,employees will have a tab to mail leave applications to their managers. In the leave application,there will be pre-defined reasons which the employee can checkmark and send to the managers.

What is buddy support? How will it help to grow my organisation?

Buddy support concept is an employee management technique which helps in building an optimistic and healthy environment in the firm. All the employees will be assigned a buddy who will be responsible for their progress. A buddy will be like an immediate support system of a person in the organisation. This will improve communication channels in the organisation.

Client interface

Can my clients also access the same system?

Yes, all the clients can be given a Login ID and password using which they can access the application. Their authority will be restricted to the tasks status and the contact of the person responsible for doing the task.

How do I give access rights to my clients? Do I have to input it for every client?

Yes,there is separate client interface in the application.You can add your clients in the application.

Dashboard

Can I customize my own dashboard?

No, only the reports available on the dashboard can be generated. Customization is not supported by the application.

Entering the employee details in the master

How can I add my team in the application?

The employees of the firm can be added using the team creation window in the application. All the users can be added together using an excel template provided in the Team creation window.

Is there a separate authorization check available for the different designations?

Yes, we give a pre-defined list of user authorities and also give the option to the users to add new authorities. The module-access will be given on the basis of the authority for that particular designation.

Will the system automatically take in same authority for same level designations?

Yes,all designations at the same level will get the same level of authority.

Will the system automatically take in same authority for same level designations?

Yes, all designations at the same level will get the same level of authority.

Client creation

How can I create a client?

A client can be created using the client creation window. The entire client masters can also be imported using an excel template available on the client creation window.

Is their an option of tagging clients based on their size?

Yes, while creating clients and client groups, you can classify them not small,medium and large based on your own quantitative and qualitative standards.

How can I track all related clients together?

All the related clients can be grouped into "Client Groups" and work allotted to them can be tracked together.

Will the application help me to send a quotation to the prospective client?

Yes, the application has a database of the recommendatory fees guidelines issued by the ICAI with respect to various tasks undertaken by a CA.The users can send a quotation based on the guideline and also make any changes in the same if they want.

DSC management

How will I track DSC given to my client?

The users will have the option to use a toggle button to mark the DSC as "Given to the client".

Does the application maintain a log?

Yes, a log of all the DSCs will be maintained in the application.

How will I track DSC near expiry?

The application dashboard will have a separate space dedicated to DSC management. All DSCs expiring in the next 15 days will be reflected on the dashboard.

What is identification mark?

Identification mark is how the firm differentiates between the DSC USBs. For example, some firms use coloured chits to identify DSC of the related clients.

Appreciation wall

What is Appreciation wall?

Appreciation wall is a feature to help the employees and managers to appreciate the work done by them. For this, appreciation cards can be sent to each other via the application.

Who can issue an appreciation card?

All the employees/managers can issue an appreciation card. However, the same person shall not be allowed to issue a card to the same person more than thrice a month.

How many types of appreciation card can be issued?

There are three types of appreciation card- Diamond, Gold and Silver. The users will be divided into three categories- A,B and C. The diamond card can be issued by A to anyone. The gold card can be issued by B or C to anyone. The silver card can be issued by B to C and vice-versa.

How to give appreciation card?

The person who wishes to give an appreciation card to anyone simply has to click on the CROWN button, enter the name of the user to whom they wish to give an appreciation and enter the reason of giving them appreciation.