Comprehensive Integrated Personnel Administration
Accurate employee data forms the basis of any HR database. With our system it is possible to extract employee information from any payroll (or SAP) and maintain up to date records of all employees without having to capture any changes manually. This is a core module that integrates with the Training Administration, the Performance Management System, Leave Administration, etc. All information in other modules related to a specific employee, can be viewed and managed from this module so everything is accessible from one place.
The module supports capturing of various types of information ranging from Occupational information to contact details and provides easy integration with other modules like Job Profiling by simply clicking a button to access information from the module. The design is based on the powerful Office-style look-and-feel which makes it very easy to use. The module allows for capturing of employees, for larger companies, the capturing of external contractors and for training providers, the capturing of students / learners.
What makes HR Manage unique, is the way it enables users to view and manage information. The Employee Manager uses our Filter Engine in combination with a listing control to quickly and easily view employees. Security is enforced throughout the application which means that users will only be able to filter out employees that they have access to. Security can be configured to be enforced on multiple levels like Company, Branch, Department, Division and Job Grade. Where most software packages allow editing of single employees, HR Manage provides a method for updating information in batches.
Summary of Features
Powerful User Interface
The Employee Manager allows the quick filtering and exporting of people as well as updating employees in batches. All related records for an employee can be accessed from a single point. Security determines who and what users can see.
Data from the Payroll will be imported into the HR Manage system with regular intervals. The type and nature of the data that must be transferred from the Payroll into the HR Management system will be determined by the client. The system can be set up to allow manual imports by the administrators or automatic overnight imports from the payroll.
All the records from terminated employees will be kept in the database for future referral. With the use of “filters” the data from terminated employees can be included or excluded depending on the purpose of the report. Reasons can be linked to Department of Labour categories.
Information about family members, memberships (medical aid, funeral plans, etc.), scanned documents, issued equipment, etc. can be captured, stored and uploaded for each employee.
Employees can log in online and view their own details as well as edit their own biographic information which will generate a Change Request. Each change in the request can be approved or rejected by the designated person(s).
Requirements & Compliance
Requirement Groups define a set of requirements that employees must comply with. When opening an employee, a list of all requirements are displayed based on the groups the employee is linked to. Each requirement has a date stamp, expiry date and uploaded attachment.
The employee module can be extensively customised and configured including the management of lookup tables, building of dashboards, defining of requirement groups, customisation of the filter engine and table columns and even creating custom fields for the employee editor in order to capture additional data for employees where no standard fields are available.
During each update of data from the Payroll the system will check if the current Job Title or Location of an employee has changed, and if so, write an entry into the occupational history. This is useful for tracking personnel movement and promotions.
Organisational charts based on the employees (or their positions) in the HR database can be generated in the self-service portal. Employees can be linked to up to 13 different people which means that theoretically, an employee can belong to up to 13 different organisational charts.
Reporting & Exporting
Various reporting options are available. Standard reports via the report wizard, custom designed reports via the Internal Report Designer and exporting filtered records to Excel with the click of a button.
Contractors and their employees can be stored as External Companies and a person can be linked to up to 2 different external companies at a time (i.e. Main Contractor and Sub-Contractor). Employees can also be stored under a separate type so that they are not viewed by default with the standard employees.
HR Manage contains a detailed register for capturing disciplinary actions and grievances that can be grouped in various categories. All important information is captured including Outcome, CCMA information and Appeal information. Company specific disciplinary categories can be aligned with Department of Labour categories so that reporting in terms of EE parameters is made easy.