I’m ready to move our people-related processes onto Odoo and would like an experienced implementer to guide the full set-up. The priority modules are Employee Management, Recruitment and Payroll, with smooth links to Helpdesk and Project Management so staff actions can flow straight into tickets and project tasks. DOCUMENT 1: STATEMENT OF WORK (SOW) FOR ODOO IMPLEMENTATION PARTNER Project Objective: To implement a standard, out-of-the-box Odoo HRMS (Recruitment, Employees, Attendance, Time Off, Payroll, Odoo Sign, WhatsApp Integration) for a 10site mining operation. Strict Licensing Constraint: The system must operate on a maximum of 3 Paid User Licenses (Director, Service Manager, HO Operator). All field staff and site project managers (>100 individuals) will be created as "Employees" (free database entities) without backend login access. Custom coding must be strictly avoided unless explicitly stated below. 1. Recruitment & Onboarding Setup • Kanban Pipelines: Create two distinct Job Positions with separate Kanban pipelines: o Direct Hires (Unskilled): [Initial Entry & Docs] - [Service Manager Approval] [Director Approval] - [Hired]. o Skilled Roles: [CV Received] - [Skill Test Cleared] - [Docs Collected] -[Manager Interview & Approval] - [Director Approval] - [Hired]. • Web Forms Disabled: Do not configure website career pages or email alias ingestion. All candidate entries will be manually created by the HO Operator. • Document Storage: Do not install custom Document Management modules. Enable the standard "Chatter" (paperclip icon) on Applicant and Employee cards for uploading Aadhar, PAN, CVs, and Experience Certificates. 2. HR Document Generation & Digital Signatures (Standard Configuration) • Module Requirement: Implement standard Odoo Sign and Email Templates. No custom document generation modules are to be built. • Offer & Appointment Letters: Configure standard PDF templates for Offer Letters and Appointment Letters. Map dynamic fields (Name, Job Title, Basic, VDA, HRA) directly from the Applicant Card and Employee Contract into the Odoo Sign templates so they can be dispatched for digital signature with one click. • Promotion/Transfer Letters: Set up standard fixed templates. Configure standard Automated Actions (or manual 1-click template dispatches) that pull the updated Job Position and Contract Wage details into the letter upon approval. 3. Attendance App Configuration (Hybrid Model) • Biometric Integration (No Custom IoT Box): For 2 Tier-1 sites, purchase and install a standard "Biometric Device Integration" connector from the Odoo App Store compatible with standard Indian GPRS/SIM machines (e.g., eSSL/Matrix). Configure it to auto-sync punches daily. • Kiosk Mode Setup: For 3 Tier-2 sites, enable the standard Odoo Kiosk URL. Configure 4-digit PIN authentication for all respective employees. Ensure the Kiosk URL functions on mobile browsers without requiring a paid user session. • Excel Import Mapping: For 5 Tier-3 sites, create and save a default Import Mapping Template for the HO Operator. The required format is: External ID | Employee Name | Check In (YYYY-MM-DD HH:MM:SS) | Check Out (YYYY-MM-DD HH:MM:SS). 4. Payroll, MoM Batch Generation & WhatsApp Integration • Employee Contracts: Configure salary structures using fixed amounts. The Operator will manually input flat monthly values for Basic, VDA, HRA, and Other Allowances. Do not use percentage-based dependencies for these base allowances. • Working Schedule: Set the standard company schedule to 26 Days. Configure the system to automatically pro-rate fixed allowances for Unpaid Time Off/Absences. • MoM Batch Payroll Run: Configure the Payslip Batches feature so the HO Operator can generate salaries for all active employees across all 10 sites simultaneously in one click at the end of the month. • WhatsApp API Integration (CRITICAL): Configure Odoo’s native WhatsApp integration (via Meta API). Set up an automated workflow so that when the HO Operator clicks "Confirm & Send" on the approved Payslip Batch, a PDF copy of the payslip is automatically blasted directly to the respective employees' registered WhatsApp numbers. • Salary Rules (Indian Localization Overrides): o EPF: 12% of (Basic + VDA). Add a strict ceiling formula: result = min((categories.BASIC + categories.VDA) * 0.12, 1800). o ESIC: Update the default rule to align with new wage codes. It must evaluate (Basic + VDA), NOT Gross. Formula condition: result = (categories.BASIC + categories.VDA) <= 21000. Deduction: 0.75% of (Basic + VDA). o Statutory Bonus: Create a Salary Rule for Bonus calculated on the statutory minimum of 8.33%. Formula: result = (categories.BASIC + categories.VDA) * 0.0833. Map this to eligible employees. o Overtime (Custom Rule): Create an OT formula triggered by approved Attendance OT hours: (worked_days.OT.number_of_hours / 4) * ((contract.wage_basic + contract.wage_vda) / 26). o Professional Tax (PT): Archive or disable all PT rules. • Recoveries: Enable the standard "Salary Attachments" feature to allow automated monthly EMI deductions for site cash advances. 5. Offboarding & Gratuity Configuration • Departure Workflow: Utilize the standard "Departure" button on the Employee profile to archive profiles and halt regular salary generation. • Asset Damage Deduction: Configure a specific deduction category within Salary Attachments to allow the HO Operator to manually input penalties for unreturned safety gear/tools on the final Full & Final (F&F) payslip. • Gratuity Calculation (F&F Only): Configure a custom Salary Rule for Gratuity that triggers ONLY during the F&F payslip generation. o Condition: Employee must have >= 5 years of service. o Formula: result = (15 / 26) * (categories.BASIC + categories.VDA) * (Years of Service). • Templates: Upload standard company templates for Relieving Letters and Experience Certificates to be generated natively within Odoo.