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 technology 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.
HR Manage also has the ability to generate organisational charts. When linking employees to their managers, an organisational chart can be viewed on the web which will automatically be updated whenever employees are moved under different managers.
Importing from Payroll
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.
Normally no salary information will be imported into the HR Management System unless requested. For more information, see Payroll Integration Module
Maintaining Data Integrity
Occupational history changes
During each update of data from the Payroll the system will check the current Job Title of the employee. If the Job Title on the file that must be imported differs from the data in the HR Management database the system will automatically save the current Job Title in the Employment History and save the new Job Title as the current one. This methodology allows users to keep track of all Promotions etc. that must be reported as part of the Employment Equity Report. This methodology allows the end user to specify any date in the past and pull a report of the employment profile on that specific date.
Job Title changes
Job Titles play an important function in the database.
The above links to the Job Title (e.g. Occupational Group, Occupational Level, Core or Support Function) are required for reporting and maintaining records and producing accurate reports. Because Job Titles are linked to a range of other fields in the database each Job Title change provides important information with regards to HR functions and reports
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. Company specific reasons for termination can be linked to the Dept. of Labour termination categories so that reporting can either be done according to company or Dept of Labour requirements.
Employee Related Information
Employees have access to the HR Manage Web modules where they can view their job profiles, reviews, training, leave balances, organigram as well as perform actions like reviewing other employees, apply for leave, etc.
Some additional functionality included with the Employee Manager includes:
- Spouse and children details
- Tracking of equipment issued to employees (safety clothing, licenses, laptops, etc.)
- Storing of attachments / scanned documents for each employee
- Membership information for medical schemes, funeral plans, etc.
- CV and customised Job Profiles
- Requirements & Compliance
Employee Requirements & Compliance
Requirement Groups define a set of requirements that employees must comply with. They are linked to Branches, Departments, Divisions, Job Titles and External Companies. When opening an employee, a list of all requirements are displayed which is based on the requirements as defined in all the combined groups as they employees are linked to entities. Compliance is indicated with a checkbox, a date when employee complied, optional expiry / renewal date as well as an attachment which can contain a certificate or proof of compliance. This information can also be exported for integration with Gate Access systems to block people who has not complied at the gate.
The system will automatically update the organisational hierarchy on the web page allocated for this display. The only maintenance required is that when an employee is captured on the system the employee must be linked to the relevant manager.
The organigram can be generated graphically (similar to shapes in Visio) or as text in a tree (similar to folders in Windows Explorer).
HR Manage has extensive functionality available for managing contractors. A library is available for storing all external companies with contact details, addresses and other options and the people linked to those companies. External Companies can also be linked to Requirement Groups which means that all contractors linked to those external companies, must automatically comply with the requirements as defined in those specified requirement groups.
This functionality is currently being used by large national and international clients.
Disciplinary and Grievance Register
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. (Information will pull through in EE report)
Customisation and Configuration
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.