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Date, Venue, etc..( Arial, Font size 18 )eHOUSING

User Manual

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Topic Topic

How to Access CLA from Sangam Approve Management Memo

How to create request Process LOI

How to enter Moderated amount Process Allotment Letter

How to schedule site visit Add family details

How to Accept the flat shown by broker Process Lease Agreement

How to approve as ES&A Co-Ordinator after user acceptance of flat

Security Deposit

How to approve as ES&A Head if package limit>user eligibility limit

Address Proof

Process Offer Letter Extension of CLA

Process Management Memo Cancel CLA request

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Access CLA from Sangam

• From Sangam, go to My Apps and select Document Management system in the left panel.

• In the Document Management system home page, under Employee Self Services, click on Company Owned Accomodation(eHousing System)

Go to index Page

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Click on Employee self services >> Company Owned Accommodation (eHousing System)

Access CLA from Sangam

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Login

Go to index Page

Login with domain credentials.

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• Enter Place of work, location, contact number, basic salary.

• You can also select any flat from the list of vacant flats if desired.

• If no flat from the list is suitable, select the checkbox and enter the accommodation and area preference.

Create CLA Request:

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• Click on Submit to send the request to HOD

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• Once the request is submitted, it will be seen under Create>>My Request

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Request sent to HOD

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HOD

• Go to Approval>>HOD Approver• Click on Approve to approve the request or Reject to reject the request

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• Enter Comments and click on Approve

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E S & A Coordinator

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ES&A Co-Ordinator for Moderated Amount

• Select ES&A coordinator and click on Assign to Broker to enter the moderated amount.

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• Enter the moderated amount which should be more than the MLR

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BROKER

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Broker to schedule site visits

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Schedule site visits

• Go to Processing tab>>Broker>>broker.• Click on schedule site visit

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• Enter the date, time and location. Click on Create. • Repeat the above steps for all site visit schedules.

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• Once each site visit is completed by the user, enter details like package limit for the flat, user acceptance status, any additional comments.

• Once all details are filled, select the flat accepted by user and click on Send to ES&A.

• If an entry needs to be deleted, select the entry and click on delete.

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User Acceptance of Flat/House

• PART A: User accepts one of the houses shown or rejects all houses and

the request is sent back to broker to schedule more houses.

• PART B:

– Option 1: If package limit is within eligibility limit, the request is approved

by the ES&A coordinator

– Option 2: If package limit is outside eligibility limit, the request is

approved by the ES&A coordinator, followed by the ES&A head.

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EMPLOYEE

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User Acceptance, ES&A Head Approval

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• User will login>>My request>> Click on Action

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• Select the house that you have finalized and click on Accept.• If no house is suitable, reject the houses.

Note: You have selected house beyond CLA eligibility. Necessary deduction will be made from your salary. Would you like to continue?

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• Confirm your selection and click on Approve button.

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ES&A COORDINATOR

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Approve flat accepted by user

• Once the user confirms the selection, the ES&A coordinator can select the request and send it to the ES&A head for approval.

• Go to Approval>>Click on Rental amount.

• Click on Action to see the house selected by user.

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• Select the house accepted by the user and click on Finish button to send it to the ES&A Head.

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• Confirm your selection and click on Yes to send it to the ES&A Head

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ES&A HEAD

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ES&A Head Approval

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• Go to Approval>> Rental Limit>>Click on Action under the employee request that needs to be approved.

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• Select the house seen as accepted by user and click on Finish

• Click on Yes to approve the selection.

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BROKER / HELP DESK / ES&A COORDINATOR

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Offer Letter:

• GO TO Processing>>Broker>>Offer Letter• For the particular employee request, click on Upload document.

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• Enter all fields in the offer letter.• Under Payment terms, enter the rental details for each year.

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Attachments:

• Click on Import Document>>Click on + symbol to add document>>select the document>>click on Open.

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Note: Mandatory attachments are Offer Letter, Ownership Proof, Pan Card, Vendor opening Form, NEFT Form.

• Select the type from the drop down.• OFFER LETTER, OWNERHIP PROOF, PAN CARD, VENDOR OPENING FORM, NEFT FORM ARE

MANDATORY

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Management Memo

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• Go to broker>>Management Memo• Click on View to see the details.

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• Enter the comments ( if any).• Click on Initiate Workflow to send request for management approval from ES&A Head.

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ES&A Head

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Management Memo Approval

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• Go to Approval>>Mgmt Approval• In the particular employees request, click on View to display the request.

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• Enter comments (if any) and click on Approve to approve the memo Or Raise Query to send the Memo back.

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Broker / Help Desk /

ES&A Coord

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LOI

• Click on Processing>>broker>>LOI• Click on view to check the LOI details for the particular employee request.

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• Click on Memo to view the approved Management Memo.• Click on LOI to view the Letter of intent• Click on Submit to proceed to Allotment Letter.

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Allotment Letter

• Go to Processing>>Broker>>Allotment Letter.• Click on View for particular employee request.

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• Click on Memo to view approved Mgmt Memo/Click on LOI to view the approved LOI• Click on Submit to send the request to the Lease agreement stage.

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Employee

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Addition of Family Members:

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• Click on Create>>My Request.• Click on Action to add family member details.

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• Click on import documents to add the aadhar/pan card for the family members that will reside in the flat.

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• Click on + symbol to add the documents. Fill the details and click on Finish.

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• Click on the checkbox to accept the allotment letter.• Click on Accept button.

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Broker / Help Desk /

ES&A Coord

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Lease agreement:

• Go to Processing>>Broker>>Lease agreement.• Click on View

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• Update the accommodation type, status and import the lease agreement.• Click on submit to complete the request.

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Security Deposit

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Security Deposit

• Click on Processing>>Security Deposit• Click on View to view the particular employee request.

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• Enter all details and click on create• .

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• Select the particular request and click on Update all records to enter receipt details

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Address Proof

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Address proof

• Enter employee number, Purpose and click on Submit.• Click on Open against the request to view the Address proof letter and take a print.

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Employee

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Extension of CLA:

• Go to Create>>My Request>>Click on Extension

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• Enter the extension period, reason and click on create.• Click on Finish. This request is sent to the ES&A coordinator.

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Cancel CLA Request

• Go to Create>>My Request>>Cancel Request• Select CLA within Lock in period/outside lock in period, cancellation type and add any

other details.• Click on “Mail Intimation” button to send request to ES&A Head, ES&A Coordinator and

user HOD.

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Documentum Help Desk

Contact No: 02267171818 / 1833 / 1814 / 1891

Email ID ssdube@tatapower.com

Jayeeta.pal@tatapower.com

smzare@tatapower.com