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| HRM & Payroll Software |
HRM/Payroll system is comprehensive software that helps the HR Specialist to:
• Define his role, the role of others and the ambit of operations.
- Diagnose the environment within and outside the organization.
- Design the kind of intervention that meets corporate objectives.
- Develop the intervention such that the internal customer is satisfied.
- Deliver the intervention so that the organization as a whole stands to gain.
It helps in automating all the HR functions like staffing, tests, induction, training, appraisals, attendance and leave management, payroll, and communication with candidates and employees etc. It is very user-friendly HR software that cuts lots of shillings in HR related costs along with a saving of 40% of the time of the HRD. It reduces delays, cuts inefficiencies and administrative hassles. Since all your employees' information can be stored on a centralized database, you will be able to view the talent pool in your group companies in seconds for effective deployment of skills & speedy strategic decision-making.
Specifically, using our HRM system you can: -
Reduce paperwork thereby cutting costs & creating a neat look. If each desk has just about 3 papers stuck on the soft board (like the telephone extension numbers, office addresses and a list of holidays) this cost can be cut. In addition leave applications, inter office employee information, induction manuals, newsletters, interview letters, candidate application forms, appraisal forms, training requisition forms, loans and advances forms, candidate files, lots of employee records etc which also take up lots of costly space can be totally cut to save millions of shillings
Shorten the time taken to select candidates. Usually companies and branches within a group go trigger happy in releasing advertisement for people or giving an assignment with a placement firm not knowing that a suitable candidate's CV is there with some other organization within the group or someone from the group could be redeployed or wants a transfer to a different location /department. Even existing employees might want to refer candidates but it is seen that most of the time they do not know of the openings available within the organization. Such costs can be avoided by having a centralized candidate database and a hot jobs section.
Decrease the induction process by putting all organization related information like the CEO's message, mission, vision, philosophy, history, products, clients, services, achievements, rules and regulations, conveyance rules, leave rules, financial information, facilities, welfare activities, org charts etc on to the software. Induction manual need not be printed since it can be accessed from the software and kept updated by just one person across the group. This way it is always updated and available online and reduces the time taken to run to the HR Dept for such mundane information. The onus of keeping himself updated goes to the employee and the HR team can thus concentrate on playing a more strategic role.
Get all the employee information on your fingertips. You can query on details like the employee name, address, telephone numbers, email address, branch, department, designation, qualifications, experience, birth date, marital status, blood group, allergies, serious illnesses, family doctor's name and other emergency information. So when you want a particular work done, you know exactly whom to get in touch with, in seconds.
Knowledge Warehouse section enhances your organization' s knowledge value chain as it encompasses creating, systematizing, storing, retrieving, applying and reassessing knowledge. It captures rich experiences and encourages reusability rather than reinventing the wheel every time.
Our HRM system has job satisfaction scale, ego state scale and climate survey to help the HR to evaluate the morale levels of people and stop attrition of key human capital. Your HR team can also create more such tests using our software.
The training needs of an employee can be easily identified, managed, and the post training evaluation & effectiveness can also be done accurately. It has a powerful flexibility training evaluation analysis, which is a must for any organization to know the competencies of its employees.
Customize appraisals to each position anytime whenever required. Our software will cut down the time taken for appraisals and save on printing and courier costs. Weightings can be assigned individually in the 360-degree appraisal along with the recommendations can help in identifying the hotshot professional
Employees can see their leaves status and apply online. Leave authorization can be done on an online basis too. Attendance entry and shift details are totally automated. Manual calculation of leaves is no longer required. All you have to do is to enter the from date and to date for the leave taken, and whether it is Compassionate Leave, Sick Leave etc. our software will automatically calculate the opening balance of the different types of leaves due at the beginning of the period, accruals of the leaves during the period, leaves taken during the period and the closing balance of each type to be carried forward to the next period
All statutory Payroll reports like the salary slips, salary register, Provident Fund register, Provident Tax register, IT Assessment form can be also generated. Our software is multi currency software. So if your organization has branches in different countries then it can be used over there also. Exports are easy since any report can be made in to a MDB file or a text file. These files can then be imported in to spreadsheets for graphical reports and analysis. Overtime and benefits can be easily calculated. Late comings or early goings can be calculated in the salary
Imports are similarly possible from any MDB or an ASCII file and it automatically calculates arrears.
Get graphs, org charts and thoughtful welcome & birthday messages.
Technology Platform for HRM/Payroll
Our software is developed using Visual Basic, ASP and SQL Server / Oracle. Even though you have lotus notes we are sure that we can integrate it with our software.
Human Resource Development Data Administration (contains all masters)
Master 1 Staffing: Employee requisition form, Positions open, Candidate data entry form, Candidate database search, Interview schedule, Interview management form, Recruitment cost, Candidate Expenses statement, Hiring Cycle
Master 2 Human Capital: Employee data entry file, Project Details, Joining report details, Probationers assessment report, Employee database search, Career growth details, Medical benefit- final settlement -a/c dept, Transfer letter, Transfer form, Employee exit form, Clearance form, Final Appraisal Reports, Succession Planning, Chart and Graphs, Tree Structure, Training Nomination, Flexibility Training (Flexibility skill master, Flexibility Training Effectiveness Evaluation, Flexibility Analysis, Flexibility Summary
Master 3 Swipe card Attendance integration
Master 4 View Training Needs : By self, By Boss
Master 5 Payroll: Pay slip, Salary Register, Profession Tax Form, Provident Fund Form, I T Projection etc
Master 6 Online Tests
Master 7 Induction: CEO's Message, Branches information, Organization Chart, History, Achievements, Employee of the month, Discussion Board, Our products, Our clients, Our services, Financial Information, Hot Jobs, Rules and Regulations, Ways of working, We welcome, Welfare activities, Facilities, Suggestion Box, Disciplinary Action
Master 8 Training: Training Programs, Training Requisition, By self, By Boss, Training Schedule, Training center database, Selecting faculty, Head Of Department's Nomination, Rating Trainee's performance, Training Evaluation Form, Effectiveness of training
Master 9 Appraisals : By self, By Immediate Boss, by subordinate, By Clients
Master 10 ARS: Shift Schedule, Holiday Calendar, and Leave Application
Master 11 Miscellaneous : Help, Update personal details, Ego State Scale Test, Role Efficacy Test, Climate survey, Email (Contains a lot of standard letters), Send greetings, Calculator, Notepad, Bookings authorization, Hospitalization nomination, Grade wise hospitalization limits, Thought of the day, Dates to Remember, Medical benefit claims form, Exit Interviews
Our Software Repeatable Level
Level 1 Communication is designed to establish a social environment that supports effective interaction and coordinate their activities efficiently (employees achieve This) and external (linked to Outlook, Eudora etc for communication with the candidates) No need of paper based inter office memos required
Level 2 Staffing is designed to establish and use a formal process by which taken is recruited, selected and transitioned into assignments in the organization (This is easily achieved by the staffing module which contains the employee requisition form, positions open, manpower planning, hot jobs section, query on the candidates database, online test, interview scheduling, interview ratings, selection status and the selection letter issued)
Level 3 Performance management is designed to establish objective criteria against which performances can be measured and to enhance performance continuously (this is achieved in our software with the help of the 360 degree performance system that can be customized to each grade and department. It also identifies people with high potential)
Level 4 Training is designed to ensure that all individuals have the skills required to perform their assignments (There is a training calendar giving details of the various training programs being conducted on different dates. Further the Head Of Department can nominate employees in his department for these and employees can also ask for a new training program, which can increase their performance.)
Level 5 Compensation is designed to provide all individuals with the remuneration and benefits based on their contribution and value to the organization (The payroll module provides the detailed information regarding the compensations at different grades)
Level 6 Knowledge and skills analysis is designed to identify the knowledge and skills required to perform the core business processes (Our software has a detailed skills material and logistics master with the weightings required for each position)
Level 7 Workforce planning is designed to coordinate workforce activities with current and future business needs (The manpower planning form lists the present manpower strength and the required numbers unit wise created because of new vacancies, retirements, transfers, demises or retrenchments)
Level 8 Competency development and competency-based practices
(The flexibility training form lists the competencies developed in the workforce after undergoing a particular training program and this leads to the flexibility analysis form which gives a detailed account per employee on a unit basis the kinds of competencies acquired after undergoing a training program and it checks whether the department flexibility has improved or not.)
Level 9 Career developments (Our software lists the competencies required for each position in a transparent manner and an employee can apply for a training program that can enhance his career within the company. All the positions open in the company are first put on the hot jobs section so that if he wants a transfer to a new location or a shift in the department an employee can apply for the same first
Level 10 Participatory culture is designed to ensure a flow of information within the organization, to incorporate the knowledge of individuals into decision-making processes and to gain their support for commitments (Our software has the discussion board module where employees can share their knowledge with each other. The ways of working form lists down the process requires to be done by each department. It also has mentions vision, history, welfare form etc so that all can see and feel good about their company.
Level 11 Mentoring is designed to use the experience of the organization's workforce to provide support and guidance to other individuals or groups. (Our software has self-tests like the job satisfaction scale and the ego state scale, which helps an individual, checks his motivation levels to perform higher than what he is doing and also the temperament required for senior level positions. He can also take the help of senior HR/ line managers for counseling. Further with the help of surveys like the climate survey, the HRD can pinpoint areas of improvement required. Further the software has a form within the discussion board where the experts can answer any query of employees.
Level 12 Continuous work force innovations is designed to identify and evaluate improved workforce practices (Our software has the flexibility training module which identifies the training required by employees and with the help of the flexibility formula calculates the improvement seen in the department)
Expected Payroll Output Reports
The following reports will be generated by the system:
All employees : This report will provide information about all employees of the Fund. Some of the Fields that will be shown is file number, name, designation, department, and scale. The report will be printed and sorted according to name alphabetical order.
Employees at a Cost Center : This report will show information about employees at a given cost center. At headquarters, the cost center will be equivalent to a department whereas for upcountry offices, the cost center will refer to that upcountry office. The information that will be displayed will include the file number, name and designation sorted on name alphabetical order.
Employee's Salaries: This report provides information about the salaries of all the employees. It will be ordered according to the salaries in the descending order. It provides an employee's file number, name, designation, department and scale of each employee, salary and housing allowance.
Summary of Salaries: This will report groups of all the employees according to their salaries. Employees in the same scale will be grouped together. The report will be designed in descending order to the salaries.
Social Security Contributions: This report will show Social Security Contributions for members of ORGANISATION in a given month. The report will portray the number, name, the wages and the 15% contribution.
The P.A.Y.E Report: This report will portray P.A.Y.E payments for a given month. The report will portray the name of the employee, his/her identification number, the total taxable income of the employee and the amount of P.A.Y.E tax paid.
Graduated Tax: This is a graduated tax report, which will be generated for G.P.T payments. It will portray the name of each employee, the salary of the employee and the G.P.T paid. The system should have a facility for making the G.P.T deductions during months specified by the user.
Total G.P.T: This report will portray the total graduated tax deducted from the two months period of January and February. The report will be generated after the February deductions have been made. It will portray the name of the employee, the salary, the deductions for the first and second months, and the total amount paid.
Union Members: This report is used to know employees who belong or who contribute to the union. It will portray the file number of he employee, the name, the designation and the location of that employee.
Union Payments: This report will portray the deductions made from each employee for the union payments. The report will portray the name of the employee, the basic pay and the payment done.
Individual Bank report: This is a report that will portray the amount of money paid to an individual Bank in respect of the net salary payments of the individuals who operate accounts in that particular bank. The report has the name of the bank and a message requesting the accounts to be credited with the given amounts. It then has a Name of the employee, the account number of the employee and the amount of money to be credited on that account.
All Bank Reports: This report will be like the individual bank report but will portray all the banks for all the employees.
Bank Summary: This report will portray a summary of all the different banks from where the employees receive their respective salaries. Each bank is shown with the total amount of money sent to that individual bank in respect of the employees' salaries. Individual Pay Slip: This will be a report of an individual's pay slip.
All Pay Slips: This will be a report showing pay slips for all employees.
Cost Center Pay Slips: This will be a report showing only pay slips of a given cost center.
Payroll Report: This report will portray all the earnings and deductions of the employees for that particular month.
Payroll by Department: This will be a payroll report that displays the deductions and earnings of each department. Each department's transactions will be displayed on a separate page.
Summary Report: This report will portray a summary of all the totals of the earnings and deductions of each department.
New Advances: This report will portray a list of all new advances that were obtained in a particular month.
Loan Summary: This report displays all individuals who owe the Fund different amounts of money in form of loans, housing advances, co-ownership and advances. The report will portray what an employee still owes the Fund and the monthly deduction that is made from his/her salary under that particular item.
Loans Entered: This report will portray loan entries that will be deducted when the loans program is fun.
Transactions Entered: This report accomplishes the same purpose as the loans entered report except that this displays in the transaction file.
Balances On Loans: This report is nearly similar to the Loans Summary report the only difference being that this one has an extra column which will portray what the balances on the loans will be when the end of the month program is run.
All Loans: This report will portray the summary of all loans of the employees. The report may be printed alphabetically or in employee number order. The report will portray the balance brought forward from the previous months, any addition taken in that month, the monthly deductions made and the new balance at the end of that month. The report covers housing advances, salary advances, co-ownerships and loans.
Salary Advances: This report will portray the amount recovered during the particular month and the current balance after the said recovery.
Housing Advances: This report will portray the amount recovered from the housing advance during the particular month and the current housing balance after the said recovery.
Loans or Co-ownership: This report will portray the amount recovered from either co-ownership or motor vehicle loan during the particular month and the current balance after the said recovery.
Hire Purchase: This report will portray the amount brought forward during a given month, the recovery made and the current balance. It covers all the companies that offer Hire Purchase services to the Fund.
Hire Purchase: This report will portray Hire Purchase deductions made during a given month.
Deductions: This report will portray all the deductions from all the companies that offer Hire Purchase facilities to the Fund.
Reports: This report will portray all the deductions that may be sent to the individual company. The repot may be printed out in either alphabetical order or according to the employees' file numbers.
Headquarters / Kampala : This report will portray all the members of staff that are at Headquarters and Kampala Offices.
Tax Relief: This report will portray staffs, which have got a tax relief.
Housing Advances: The report will portray Staffs whose housing advances are expiring during that particular month. It will portray the staff's monthly housing allowance and the yearly allowance.
Salary Advances: The report will portray the staffs that have outstanding salary advances in the said month. It will portray the balance yet to be recovered for each listed employee.
Terminal Benefits: This report will portray the terminal benefits of an employee and how the final amount has been arrived at.
Staff With No Salary Advances: The report will portray all members of staff who do not have any outstanding salary advances during the particular month .
Ledger: This report will give a view about the ledger of the employees for the different transactions i.e. the salary advances ledger, the housing allowance ledger, co-ownership, hire purchase etc.
Individual Ledger: This will portray the ledger of one employee
All Ledgers: This will show all the ledgers for all employees
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