Keka

1. Data Collection: Gathering and structuring data in the required format.

2. Kick-off Meeting: Engaging all stakeholders to understand the workflow and resources needed.

3. System Configuration: Using streamlined wizards and workflows to set up the system.

4. Biometric Integrations: Integrating biometric devices with Keka's attendance system.

5. Validation & Reconciliation: Ensuring data accuracy through extensive validation.

6. Walkthrough & Sign-off: Providing one-on-one training sessions and finalizing the setup.

7. Go Live: Launching the system for use by employees.

• Custom Objectsand Fields: Administrators can createcustom objects, fields, rules, calculations, and views toaccommodate uniquebusiness processes.

• Tailored Modules: Keka allowsfor the customizationof various modules, including payroll, attendance, performancemanagement, andemployee self-service portals.

• Flexible Workflows: Userscan customizeworkflows andprocesses toalign with theirspecific requirements, such as customnotifications, report builders, and approvalworkflows.

• Integration Capabilities: Althoughsome users havenoted limitationsin integrations, Keka does supportintegration withvarious third-party tools andsystems, whichcan be customizedto fit businessneeds.

• Setup Fees: There is anominal setupfee for guidedconfiguration, data import, and validation. This fee coversthe initial setupand onboardingprocess.

• Subscription Plans: Keka offersthree main pricingplans:
  • Foundation Plan: ₹6,999 permonth for upto 100 employees, with an additional₹60 per monthfor each additionalemployee.
  • Strength Plan: ₹9,999 permonth for upto 100 employees, with an additional₹90 per monthfor each additionalemployee.
  • Growth Plan: ₹13,999 permonth for upto 100 employees, with an additional₹130 per monthfor each additionalemployee.

• Add-ons: Additionalfeatures andservices mayincur extra costs, such as advancedautomation andemployee engagementtools.

• Training: Keka provides one-on-one training sessions during the implementation phase to ensure users are comfortable with the system.

• Support Channels: Multiple support channels are available, including chat, email/help desk, phone support, and a knowledge base.

• Documentation and Tutorials: Detailed documentation, FAQs, and video tutorials are available to assist users in navigating the platform.

• Keka Academy: Keka offers a learning program with self-paced online courses covering various aspects of HR management, including performance management, payroll, and people analytics.

1. Access Control:

• Authentication: Unified password policy and integration with single sign-on tools. Customers must authenticate before accessing their data.
• Authorization: Role-based access policies ensure that only authorized individuals can access relevant features and data.

• API Access: Public product APIs are accessed using an API key or other authorized methods.

2. Technical and Organizational Security Measures:

• Security Governance: Governance framework supporting information security policies and standards, including ISO 27001 compliance.
• Risk Management: Annual risk assessments and internal audits to prioritize and mitigate identified risks.
• Human Resources Security: Background verification, confidentiality agreements, and security training for employees.
• Network Security: Network access controls, firewalls, intrusion detection, and prevention systems.
• Data Encryption: HTTPS encryption for data in transit and 256-bit AES encryption for data at rest.
• Physical Security: Restricted physical access to data centers, monitored by CCTV and requiring biometric authentication.

3. Incident Management:

• Customer Data Incident Management: Policies and procedures to handle security incidents, including notifying customers and taking remedial measures.

• Response and Tracking: Maintaining records of security incidents and taking steps to minimize damage and unauthorized disclosure.

4. Availability Control:

• Infrastructure Availability: Minimum 99.8% uptime with N+1 redundancy for power, network, and other services.
• Fault Tolerance: Backup and replication strategies to ensure redundancy and failover protections.

1. Monthly Updates:

   Keka introduces new features and improvements on a monthly basis. These updates are part of the platform's commitment to continuous improvement and ensuring that users have access to the latest functionalities.

2. Types of Updates:

   • Feature Releases: Major updates that introduce new features and significant enhancements to the platform.
   • Service Updates: Weekly updates that include minor improvements, bug fixes, and performance enhancements.

3. Change Management:

   • Planning and Testing: All changes are planned, tested, reviewed, and authorized before being implemented into production. This ensures that updates do not disrupt the existing functionality and maintain the platform's stability.
   • Impact Assessment: Potential impacts, including information security and privacy impacts, are assessed before implementing changes.
   • Fallback Mechanisms: Documented procedures and responsibilities for aborting and recovering from unsuccessful changes and unforeseen events are in place.

   • Subscriber Notification: Subscribers are notified of any changes that may affect them adversely, ensuring transparency and preparedness.

4. Security and Compliance:

   • Vulnerability Management: Regular vulnerability assessments and penetration testing are conducted to identify and mitigate security risks. High-level vulnerabilities are addressed within 7 days, medium-level within 30 days, and low-level within 60 days.
   • Patch Management: Security patches are installed in accordance with Keka's patch management policy to ensure the platform remains secure against known vulnerabilities.

• Data Ownership: The customer (employer) owns all employee data stored in Keka. The responsibility for updating and deleting employee data lies with the customer.

• Data Portability: Keka provides tools and support for data export, allowing customers to transfer their data as needed. Customers can request data deletion or export through Keka's support channels.

• Data Retention: Data is stored until explicitly removed by the customer. Keka supports periodic data removal processes based on customer contracts and provides provisions for data deletion upon request.

1. Subscription Plans: Users canmodify theirsubscriptionplans and add-ons as needed. This flexibilityallows organizationsto scale theirusage up or downdepending ontheir currentrequirements.

2. Billing Adjustments: Changesin subscriptionplans and pricingare communicatedto users, andadjustments aremade at the endof the currentbilling period. For example, if a plan changesmid-year, thenew pricing willapply from thenext billingcycle.

3. Minimum Commitments: Subscriptioncharges are collectedfor the minimumcommitted billingperiod, and thelicense fee isbased on thenumber of employees. This means thatwhile you canscale up or down, there are minimumcommitments thatmust be honoredduring the termof the plan.

1. Non-Refundable Payments: All payment obligations under any order forms are non-cancellable, and all payments made are non-refundable. The license rights for the number of employees set forth on any respective order form cannot be decreased during the term.

2. Renewal Terms: Contracts are typically renewed based on the subscription plan chosen. Users are informed of any changes in subscription plans and pricing, and these changes take effect at the end of the current billing period.

3. Cancellation Policy: Users can cancel their accounts at any time without incurring cancellation fees. The account remains active until the end of the current billing period.

4. Fair Usage Policy: The Fair Usage Policy outlines that the software is sold "As Is," and the per-employee license fee is for access to the software with the current list of functionalities. This policy ensures that users understand the terms of usage and the non-refundable nature of payments.

1. ISO 27001: Keka is certified for ISO 27001:2013, which is an international standard for information security management systems.

2. SOC 2 Type II: Keka's data centers and infrastructure are audited for SOC 2 Type II compliance, ensuring robust security and operational controls.

3. GDPR Compliance: Keka maintains compliance with the EU's General Data Protection Regulation (GDPR), ensuring that data protection and privacy standards are met.

4. Statutory Compliance: Keka's payroll software includes built-in compliance for various Indian statutory requirements, such as Provident Fund (PF), Employee State Insurance (ESI), Professional Tax (PT), and Income Tax (TDS) filings.