1. Document Purpose & Overview

This document provides a comparison between the existing HRMS system (AgencyVA portal) and the new HRMS Portal developed by AIIT Solutions. Both systems have been reviewed side-by-side:

  • Modules retained from the old system and the specific field-level improvements made.
  • Modules that were sub-tabs in the old system and have been promoted to dedicated sidebar modules in the new portal.
  • Brand-new modules and sub-modules introduced exclusively in the new HRMS Portal.
  • The exact column and field changes visible in each module.

2. Module-by-Module Comparison

The following table compares every module in detail, showing exact column/field differences between the old system and the new portal. Status column legend:

  • NEW:Module did not exist in the old system.
  • PROMOTED:Existed as a sub-tab/page in the old system; now a dedicated sidebar module.
  • ENHANCED:Existed in the old system with additional fields, columns, or features added.
  • RETAINED:Exists in both systems with the same core structure; UI improved.
Module
Old System (AgencyVA)
New HRMS Portal
Status
Announcements
Title, Department (multi-select), Start Date, End Date
Title, Country, Status (Active badge), Priority (High/Medium/Low badge), Start Date, End Date. Priority and Country fields added.
ENHANCED
Employees List
Name, Employee ID, Designation, Contact Number, Country, Role, Status. Single listing view.
Total Employees, Active Employees, Inactive Employees summary widgets added at top. Columns: Name, Designation, Contact No, Country, Role, Status, View Action.
ENHANCED
Employee Exit
Available as a sub-tab at the top of Employees page. Includes Employee to Exit, Exit Type, Exit Date, Exit Interview, Disable Account, Rehirable, Rehirable Eligibility Reason.
Dedicated sidebar module. Columns: Employee to Exit, Exit Reason, Exit Date, Interviewed, Disabled, Cleared and View and Edit Actions button. Much more structured offboarding workflow.
PROMOTED
Shift & Scheduling
Available as a sub-tab within the Employees page. Shift listing.
Dedicated sidebar module under Core HR. Columns: Shift, Country, Actions. Add Shift button.
PROMOTED
Department
Name, Department Head, Created At. No status column.
Department Name, Country, Department Code, Department Head, Status (Active/Inactive badge), Actions. Country, Department Code, and Status columns added.
ENHANCED
Designation
Designation Name, Department. Two columns only.
Designation Name, Department, Grade, Actions. Grade column added, designations now linked to grade levels.
ENHANCED
Grade
Not available as a standalone module.
NEW dedicated Core HR sub-module. Define grade/pay band levels (e.g., Management Level, Executive Level, Staff Level). Linked to Designations.
NEW
Position
Not available as a standalone module.
NEW dedicated Core HR sub-module. Columns: Title, Department, Reporting To, Position Code, Status. Full position hierarchy management.
NEW
Policies
Left-panel policy list + right-panel PDF viewer. No structured listing table.
Clean table listing: Policy Name, Country, Department, Status (Active badge), Created At. Country and Department filter columns added.
ENHANCED
Leave Request — My Leaves
My Leaves tab: Leave Type, Leave Duration, Days, Applied On, Status.
My Leaves: Leave Type, Days, Applied On, Half Day (flag), Approved By, Status. Half Day and Approved By columns added. Apply Leave button.
ENHANCED
Leave Request — Manage Leaves
Team Leaves tab: Employee, Leave Type, Leave Duration, Days, Applied On, Status. Summary widgets: Total (102), Approved (83), Rejected (3), Pending (16).
Manage Leaves: Employee Name, Leave Type, Days, Applied On, Status. Summary widgets: Total Requests, Approved, Rejected, Pending (colour-coded cards).
ENHANCED
Leave Type
Available as a config sub-tab on the Leave page (Leave Type, Leave Adjustment).
Dedicated sidebar sub-module. Columns: Leave Type, Requires Document (Yes/No badge), Status (Active badge). Add Leave Type button.
PROMOTED
Disciplinary Cases
Employee, Case Type, Case Date, Subject, Case By. Single listing view.
Employee Name, Case Type, Case Date, Case Code, Status, Case By. Case Code and Status columns added.
ENHANCED
Case Type
Available as a page-level tab within Disciplinary Cases.
Dedicated sidebar sub-module. Case Type listing with Add Case Type button.
PROMOTED
My Cases
Not available.
NEW sidebar sub-module under Disciplinary Cases. Employees can view their own assigned cases: Case Type, Case Date, Subject, Case By.
NEW
Payroll — Payslip History
Employee, Net Payable, Salary Month, Pay Date.
Employee, Net Payable, Salary Month, Pay Date, Actions. Same structure, improved UI.
RETAINED
Payroll — Monthly Payroll
Basic employee payroll listing.
Total Payrolls, Paid, Unpaid summary widgets (colour-coded). Columns: Employee, Salary Month, Basic Salary, Net Payable, Status (Paid/Unpaid badge), Actions.
ENHANCED
Payroll — Hourly Payroll
Basic hourly payroll listing.
Total Payrolls, Paid, Unpaid summary widgets. Columns: Employee, Payslip From, Payslip To, Salary, Net Payable, Status, Actions.
ENHANCED
Assets — Organization Assets
Total, Available, Returned, Faulty widgets. Filters: Country, Category, Condition, Status. Columns: Model Name, Serial Number, Category, Country, Assigned To, Condition, Status.
Retained as Assets Dashboard sub-module. Same dashboard widgets and filter structure retained with improved UI design.
RETAINED
Assets — My Assets
Asset Model, Category, Brand, Country, Serial Number, Condition.
Retained. Same listing with improved table design.
RETAINED
Assets Request, Categories, Brands, Assign Assets, My Requests, Returned Assets
Categories and Brands were page-level tabs on the Organization Assets page only.
All six promoted to dedicated sidebar sub-modules: Assets Request, Categories, Brands, Assign Assets, My Requests, Returned Assets.
PROMOTED
Roles & Permissions
Not available.
NEW module. Role Name, Permission Count, Added Date. 6 pre-defined roles (Super Admin, Application Admin, HR Territory, HR Organization, IT, Employee). Add Role button.
NEW
Resignation
Employee, Notice Date, Resignation Date, Status (Pending/Accepted).
Retained with improved status badge design. Same core workflow.
RETAINED
System Settings
Available in sidebar.
Retained. Organisation-wide configuration settings.
RETAINED

3. Detailed Changes by Module

3.1 Announcements

The old system had: Title, Department (multi-select), Start Date, End Date.

The new portal adds:

  • Country field: announcements can now be scoped to a specific country.
  • Priority field: High, Medium, or Low priority badges for each announcement.
  • Status badge: Active/Inactive status clearly visible in the listing.
  • In Add Announcement Form mailable field has been added.

3.2 Employees – Employees List

The old system had a flat listing with Name, Employee ID, Designation, Contact Number, Country, Role, Status.

The new portal adds:

  • Three summary widgets at the top: Total Employees, Active Employees, Inactive Employees.
  • Employee ID column replaced with cleaner profile display – Designation, Contact No, Country, Role, Status retained.

3.3 Employee Exit (Promoted from Sub-Tab)

In the old system, Employee Exit was a sub-tab within the Employees page. The new portal promotes it to a dedicated sidebar module with a more structured offboarding workflow:

  • Employee to Exit, Exit Reason, Exit Date – core exit information.
  • Interviewed, Disabled, Cleared – offboarding checklist columns added.
  • Add Exit button for creating new exit records.

3.4 Core HR – Department

The old system had: Name, Department Head, Created At. The new portal adds:

  • Country – department can be associated with a specific country.
  • Department Code – unique identifier code per department.
  • Status – Active/Inactive badge for each department.

3.5 Core HR – Designation

The old system had: Designation Name, Department. The new portal adds:

  • Grade column – each designation is now linked to a grade level (e.g., Management Level, Staff Level).

3.6 Core HR – Grade (New)

Grade is an entirely new module not present in the old system. It allows HR to define organisational grade levels that are then linked to designations. Example grades: Management Level, Executive Level, Officer Level, Senior Staff, Staff Level.

3.7 Core HR – Position (New)

Position is an entirely new module. It manages job positions within the organisation with a full hierarchy:

  • Title – position name (e.g., Software Developer, HR Manager).
  • Department – which department the position belongs to.
  • Reporting To – defines the reporting line for hierarchy management.
  • Position Code – unique code (e.g., SD-01, HR-01).
  • Status – Active/Inactive.

3.8 Core HR – Policies

The old system used a split-panel PDF viewer layout. The new portal changes this to a clean table listing:

  • Policy Name, Country, Department, Status (Active badge), Created At columns.
  • Country and Department columns allow filtering policies by region and team.
  • Add Policy button for creating new policies.

3.9 Leave Request

The old system had one Leave module with sub-tabs. The new portal has three dedicated sub-modules:

  • My Leaves – employee’s own leaves. New columns: Half Day flag and Approved By.
  • Manage Leaves – HR/Manager view with colour-coded summary widgets (Total, Approved, Rejected, Pending).
  • Leave Type – dedicated sub-module. Columns: Leave Type, Requires Document (Yes/No), Status (Active).

3.10 Disciplinary Cases

The old system had a single listing. The new portal has three sub-modules:

  • Disciplinary Cases – main listing adds Case Code and Status columns to the existing Employee, Case Type, Case Date, Case By.
  • Case Type – promoted from a page tab to a dedicated sub-module.
  • My Cases – NEW sub-module. Employees can view their own disciplinary cases.

3.11 Payroll

The old system had basic payroll sub-tabs. The new portal enhances each section:

  • Monthly Payroll – adds colour-coded summary widgets (Total Payrolls, Paid, Unpaid) and a Basic Salary column with Paid/Unpaid status badges.
  • Hourly Payroll – adds summary widgets (Total, Paid, Unpaid) and columns: Payslip From, Payslip To, Salary, Net Payable, Status.
  • Payslip History – same structure; UI improved.

3.12 Assets

The old system had Organization Assets (with Category and Brands as page tabs) and My Assets. The new portal expands this to 8 dedicated sub-modules:

  • Assets Dashboard – It has Total Assets, Available, Allocated, Under Maintenance and Disposed stats widgets. Currently added Organization Asset Listing with Asset Tag ID, Asset Name, Asset Category, Brand, Serial No., Country, Asset Status and Action Columns. Search Button, Add Assets Button, under Action column view and edit particular asset entry.
  • Assets Request – NEW sub-module for employee asset requests.
  • Categories – promoted from page tab to dedicated sub-module.
  • Brands – promoted from page tab to dedicated sub-module.
  • Assign Assets – NEW sub-module for assigning assets to employees.
  • My Assets – retained from old system.
  • My Requests – NEW sub-module for employees to track their asset requests.
  • Returned Assets – NEW sub-module for managing asset returns.

3.13 Roles & Permissions (New)

This is a completely new module with no equivalent in the old system. It provides full role-based access control (RBAC):

  • 6 pre-configured roles: Super Admin, Application Admin, HR Territory, HR Organization, IT, Employee.
  • Role Name, Permission Count, Added Date columns.
  • View, Edit, and Clone actions per role.
  • Add Role button for creating custom roles.

4. Module Help Documentation

The following table lists all modules in the new HRMS Portal with a brief overview and a direct link to the full help documentation:

Category
Module
Overview
Help Doc
Getting Started
Organisation Registration
Step-by-step guide for registering your organisation. Covers Super Admin account creation and initial configuration.
System Settings
Configure organisation-wide settings including working hours, holiday calendars, and system-level configurations.
Pricing, Payment & Dashboard
Dashboard widgets overview — leave summaries, payroll chart, announcements, and policies. Also covers pricing plan and payment management.
Announcements
Announcements
Create and manage company-wide announcements with Title, Country, Priority (High/Medium/Low), Status, and date range.
Employee Management
Employee List
Manage the complete employee directory with summary widgets (Total, Active, Inactive). Add, edit, and manage employee profiles.
Employee Exit
Dedicated offboarding module. Track Employee to Exit, Exit Reason, Exit Date, Interview status, Disabled, and Cleared fields.
Core HR
Shift & Scheduling
Dedicated module for defining work shifts by name and country. Add, view, and edit shift records.
Department
Manage departments with Name, Country, Department Code, Department Head, and Status. Full CRUD with active/inactive status management.
Designation
Define designations linked to Department and Grade. Designation Name, Department, Grade columns.
Grade
Define organisational grade levels (e.g., Management Level, Staff Level) linked to designations and payroll.
Position
Manage job positions with Title, Department, Reporting To, Position Code, and Status. Defines the organisational hierarchy.
Policies
Create and manage HR policies by Policy Name, Country, Department, Status, and date. Active policies are accessible from the Dashboard.
Leave Management
My Leaves
Employee self-service: view own leave history (Leave Type, Days, Applied On, Half Day, Approved By, Status) and apply for new leave.
Manage Leaves
HR/Manager view: Total Requests, Approved, Rejected, Pending summary widgets. Manage all employee leave requests with approval workflow.
Leave Type
Configure leave types with Requires Document flag and Active/Inactive status. Controls what leave categories employees can apply for.
Disciplinary Cases
Disciplinary Cases
Record and manage cases with Employee Name, Case Type, Case Date, Case Code, Status, and Case By. Full disciplinary tracking.
Case Type
Define and manage case types used to categorise disciplinary actions across the organisation.
My Cases
Employee self-service view of own disciplinary cases — Case Type, Case Date, Subject, Case By.
Payroll Management
Payslip History
View generated payslip records — Employee, Net Payable, Salary Month, Pay Date.
Monthly Payroll
Process monthly salaries. Dashboard: Total Payrolls, Paid, Unpaid. Columns: Employee, Salary Month, Basic Salary, Net Payable, Status.
Hourly Payroll
Process hourly-based payroll. Dashboard: Total Payrolls, Paid, Unpaid. Columns: Employee, Payslip From, Payslip To, Salary, Net Payable, Status.
Asset Management
Asset Management & Dashboard
Full asset lifecycle management. Dashboard: Total, Available, Returned, Faulty. Filters and listing with Model, Serial No, Category, Country, Assigned To, Condition.
Resignation
Resignation
Manage employee resignation requests — Notice Date, Resignation Date, Status (Pending/Accepted) tracking.
Roles & Permissions
Roles & Permissions
Full RBAC module. Define roles (Super Admin, HR, IT, Employee etc.) with Permission Count tracking. Add Role, View, Edit, and Clone role permissions.
💡 TipClick any “View Help Doc →” link to open the full step-by-step guide for that module on the HRMS Portal Help Center at help.aiitsolutions.com.

5. User Guides – Step-by-Step Instructions

The following guides provide step-by-step instructions for common employee tasks, comparing the workflow in the existing (old) HRMS system with the new HRMS Portal.

5.1 How to View Announcements

In Existing/Old HRMS System
In New HRMS System
Login with credentials → Dashboard opens → From the left sidebar click “Announcements” → Announcements page opens on the right side → User can view all announcements
Login with credentials → Dashboard opens → From the left sidebar click “Announcements” → Announcements page opens on the right side → User can view all announcements.

For details click the link below.

Click Here

5.2 How to View Profile

In Existing/Old HRMS System
In New HRMS System
Login with credentials → Dashboard opens → From the left sidebar go to “Account” section → Click on “My Profile” → My Profile page opens → User can view profile details including Basic Information, Contract, Payroll Attributes, Personal Information, and other account details.
Login with credentials → Dashboard opens → Click on the profile icon (top right corner) → Profile dropdown opens → Click on “Profile” → My Profile page opens → User can view personal details, contact information, and other profile sections (Basic Information, Contract, Salary Info, Leave Balance, etc.).

For details click the link below.

Click Here

5.3 How to View Leave Request Details

In Existing/Old HRMS System
In New HRMS System
Login with credentials → Dashboard opens → From the left sidebar click “Leave Request” → Manage Leaves page opens → View list of leave requests → Click on the “View (eye icon)” under Employee column → Leave Details page opens → User can view leave information including Employee, Leave Type, Dates, Total Days, Status, and Remarks → View Leave Reason and Leave Statistics.
Login with credentials → Dashboard opens → From the left sidebar click “Leave Request” → Manage Leaves page opens → View list of leave requests → Click on the “View (eye icon)” under Employee column → Leave Details page opens → User can view leave information including Employee, Leave Type, Dates, Total Days, Status, and Remarks → View Leave Reason and Leave Statistics.

For details click on the following link.

Click Here

5.4 How to Apply Leave

In Existing/Old HRMS System
In New HRMS System
Login with credentials → Dashboard opens → Click “Leave Request” from the left sidebar → Leave Request page opens → Options appear (My Leaves / + Apply Leave) → Click “+ Apply Leave” → Form opens → Fill in the form → Click Save → Leave successfully applied.
Login with credentials → Dashboard opens → From the left sidebar click “Leave Request” → Leave Request dropdown expands → Select “My Leaves” → My Leaves page opens → Click “+ Apply Leave” → Form opens → Fill in the form → Click Submit → Leave successfully applied.

For details click on the following link.

Click Here

5.5 To View Disciplinary Case

In Existing/Old HRMS System
In New HRMS System
Login with credentials → Dashboard opens → From the left sidebar click “Disciplinary Cases” → Disciplinary Cases page opens on the right side → User can view all ongoing disciplinary cases against them.
Login with credentials → Dashboard opens → From the left sidebar click “Disciplinary Cases” → Disciplinary Cases page opens on the right side → User can view all ongoing disciplinary cases against them.

For details click on the following link.

Click Here

5.6 How to Request an Asset

In Existing/Old HRMS System
In New HRMS System
Login with credentials → Dashboard opens → From the left sidebar click “Assets” → Assets dropdown expands → Click “My Assets” → My Assets page opens on the right side → User can view their current assigned assets.
Login with credentials → Dashboard opens → Navigate to “Assets” module from the left sidebar → Select “My Assets” from the dropdown → My Assets page opens → Click on “Asset Request” button (top right of the table) → Form opens → Fill in the required details → Click Submit → Asset request successfully submitted.

For details click on the following link.

Click here

5.7 How to Return Assets

In Existing/Old HRMS System
In New HRMS System
Login with credentials → Dashboard opens → From the left sidebar go to “Assets” → Click “My Assets” → User can view assigned assets → No return option available in system → User must report faulty equipment or return request to HR/Admin → HR/Admin processes asset return from backend.
Login with credentials → Dashboard opens → From the left sidebar go to “Assets” → Click “My Assets” → My Assets page opens → View assigned assets list → Click on “Return Asset” icon under Actions → Return Asset popup opens → Select condition (Good / Damaged / Lost) → Add remarks if required → Click “Submit Return Request” → Asset return request submitted for approval.

For details click on the following link.

Click here

5.8 How to Apply Resignation

In Existing/Old HRMS System
In New HRMS System
Login with credentials → Dashboard opens → From the left sidebar click “Resignations” → Resignations page opens on the right side → User can view existing resignation status → Click “+ Add New” → Form opens → Fill in the required details → Click Save → Resignation successfully applied.
Login with credentials → Dashboard opens → From the left sidebar click “Resignations” → Resignations page opens on the right side → Click “+ Apply Resignation” → Form opens → Fill in the required details → Click Submit → Resignation successfully applied.

For detail click on link below.

Click here

5.9 How to View Policies

In Existing/Old HRMS System
In New HRMS System
Login to the portal using valid credentials → Dashboard opens → From the left sidebar click “Policies” → Policies page opens → List of policies appears on the left side → Select any policy → Selected policy document opens on the right side → Use available document controls (zoom in/out, page navigation, download, print, etc.) → User can view the policy details.
Login to the portal using valid credentials → Dashboard opens → From the left sidebar go to “Core HR” → Click “Policies” → Policies list page opens → View list of policies in the table → Click on the “View (eye icon)” under Actions → Policy detail page opens → View Policy Overview and Live Preview of the document → Use document controls → (Optional) Click “Download Policy Document” to download the file.

For detail click on link below.

Click here

5.10 How to View Payslip Details

In Existing/Old HRMS System
In New HRMS System
Login with credentials → Dashboard opens → From the left sidebar click “Payroll” → Payslip History page opens → View list of payslips → Click on the “View Payslip (arrow icon)” under Employee column → Payslip detail page opens → User can view Employee Pay Summary, Income, and Deductions → Use action buttons at the bottom (Print / Exit).
Login with credentials → Dashboard opens → From the left sidebar go to “Payroll” → Click “Payslip History” → Payslip History page opens → View list of payslips in the table → Click on the “View (eye icon)” under Actions → Payslip detail page opens → User can view Monthly Payslip including Employee Details, Earnings, and Deductions → Use action buttons at the top (Print Details / Download PDF).

For detail click on link below.

Click here

6. Key Improvements Summary

Based on the side-by-side screenshot comparison, the key improvements in the new HRMS Portal over the old AgencyVA system are:

  • Navigation reorganised: sub-tabs promoted to dedicated sidebar sub-modules across Employees, Leave Request, Disciplinary Cases, Payroll, and Assets.
  • Summary dashboard widgets added to Employees List, Monthly Payroll, Hourly Payroll, and Manage Leaves for at-a-glance status visibility.
  • Field additions: Country, Status, Priority added to Announcements; Department Code and Country added to Department; Grade added to Designation.
  • Grade and Position: two entirely new Core HR sub-modules for granular organisational structure management.
  • Roles & Permissions: brand-new RBAC module with 6 pre-configured roles and granular permission count tracking.
  • My Cases: new employee self-service sub-module for viewing own disciplinary cases.
  • Assets expanded from 2 sections (Organization Assets, My Assets) to 8 dedicated sub-modules.
  • Leave Type promoted from a config tab to a fully managed sub-module with Requires Document and Status controls.
  • Employee Exit promoted from a sub-tab to a full offboarding module with Interviewed, Disabled, and Cleared tracking fields.
  • Policies listing restructured from PDF-viewer layout to a clean table with Country, Department, and Status columns.

7. Contact & Support

For questions about the new HRMS Portal, feature requests, or technical support, please contact:

Contact
Details
Company
AIIT Solutions
Product
HRMS Portal
Email
support@aiitsolutions.com