Outsourcing HR

Simple | Intuitive | Flexible | Complete

Although essential for the

human resources

management, these are

time consuming activities

that add no obvious value

to the organization. By

minimizing the routine

activities, human resources

departments can focus

greatly on major activities,

addressing organizational

culture, health, career

planning, skills, efficiency

and employee performance

according to the strategic

objectives of the

organization.

TotalSoft manages salaries of over

10% of the Romanian active

workforce. Out of over 500

Romanian companies and 60

multinational groups benefiting

from our solutions dedicated to

human resources, reputable

names such as Ursus, BRD,

UniCredit Tiriac, Arctic, H &M,

Inditex, Danone or Mic.ro have

already opted for payroll

outsourcing services provided by

TotalSoft.

Our experience in human

resources, derived from numerous

implementations in all business

fields and in organizations of any

size, helped us conclude that more

than 70% of the activities

performed by the human

resources teams is repetitive.

This is why we developed a comprehensive set of payroll and personnel

administration services, available for all employee categories:

Top management (reports and organization charts);

HR departments (outsourcing of repetitive processes and routine

activities);

Employees (online access to personal data).

Regardless of the outsourcing level, we will appoint a HR specialists team in

order to ensure any outsourcing project’s success.

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ServicesTotalSoft provides a wide range of outsourcing services: Generation of non-standardized employee certificate.

Monthly salary processing; Intuitive graphs for the top management, comprising

Salary calculation; personnel and payroll data;

Payroll, monthly statements and fiscal records Various organization charts (administrative,

generation; functional);

Generation of accounting notes and integration with Dashboard KPIs;

the company’s accounting systems; Access to a tool that is similar to the “Budgets”

Generation of electronic records for salary payment in module.

bank card accounts;

Generation of monthly bank files and payment orders

for salary fees; Employee records audit;

Printing and distribution of secured pay slips (bank PIN Retroactive update and error correction in individual

type); labor contracts or employee record books;

Submission of electronic pay slips in encrypted .pdf Retroactive update and error correction in the unique

format; employee register.

Online access to the pay slips archive.

All the above services can be requested either

separately or mixed with other software applications,

Submission of statements, fiscal records and statistic so that a solution perfectly adapted to your business

reports to the authorities; requirements can be created.

Conclusion of individual labor contracts and afferent

addendums, maintenance of the relationships with the

authorities such as the Territorial Labor Inspectorate

for the Payroll submission, labor contracts and

addendums registration);

Employment record book update;

General employee register update;

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Payroll HR Business Intelligence

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Personnel administration

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“By outsourcing the HR activities to TotalSoft, we streamlined the

entire human resources and payroll activity, at high quality

standards and significant reduction in administration costs.”

Ursus Breweries

Alina Sîrbu

Human Resource Manager

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Profit maximization by reducing costs n

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Risk management

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The collaboration with TotalSoft, which provides both

Our services are conceived both at individual and the software solution and the outsourcing services,

global level; we use cutting-edge technology in order brings even more advantages, namely:

to increase the business processes speed. The nVast expertise in payroll calculation due to a large

outcomes include the productivity increase, error number of clients and diversity of

elimination and processes improvement; implementations;

By outsourcing the payroll calculation, any company nExclusion of liability to the authorities, TotalSoft

reduces the payroll costs and allows HR specialists to completely taking over, through the contract, the

focus merely on adding-value activities; responsibility of payroll operations;

By outsourcing the payroll calculation, any company nBy outsourcing the payroll calculation, the

may also reduce the hidden payroll and personnel company avoids potential internal leaks regarding

administration costs, such as: salaries;

nIT team’s effort to run appropriately the system, as nAutomation and delegation of HR departments’

well as to withdraw additional information from routine activities, thus helping them concentrate

the company’s database (database maintenance, on adding-value activities such as performance

archiving, back-up, and restoration, information management, training and courses etc.

withdrawal and implementation in various reports

etc.);

nPay slips printing and distribution costs; Frequent legislative changes or rigid systems can

nTime wasted on monitoring and understanding the generate interpretation errors or delays, which might

new legislative changes; time requested by the incur penalties;

provider to update the payroll software; Archiving and storing the information according to the

nTime wasted on submission of statements to the legislation in force require additional security

authorities; measures;

nTime wasted on filling in various necessary forms; Outsourcing these services to a specialized company

nLicensing, update and maintenance costs, costs reduces risks and maximizes the confidentiality over

incurred by an application change or application internal information;

users training; Outsourcing these services improves the internal

nCosts incurred by the hardware and software communication between members of the HR

infrastructure required for a payroll and personnel department and the rest of the company, frequently

administration software; affected by the amount of payroll activities.

Benefits

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Communication interface between the Provider and the Solution to three major issues:

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Value brought by professional services

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Time allocated to payroll calculation;

HCM Portal provides an optimal communication flow Effort to obtain accurate, fast and secure outcomes;

between the Provider and the Beneficiary, as well as Responsibility afferent to payroll calculation and

the Beneficiary’s access to information: reporting.

Introduction of timesheet directly from the working

units of the Beneficiary, avoiding printing costs of the

timesheet, centralization, expedition and validation You have at your disposal an entire team of payroll

forms; specialists ready to answer your questions and provide

Information on employees can be accessed at any you with further support.

hour/ date both by the company’s management or any

other persons appointed by the Beneficiary;

The Beneficiary can access the legislation section;

The Beneficiary can access at any hour/ date all

predefined reports, as well as the configurable ones.

The reports are generated according to the date

chosen by the Beneficiary (e.g.: one can view both the

2010 and 2011 Payroll reports by introducing the

desired date);

Access and generation of employee certificates

directly from the web interface;

Quick export of reports in different formats, such as

word, excel, pdf, which allow further processing, if the

case.

“When we decided to outsource the payroll activities, we focused

on a company with experience in the field and on a reliable

software platform. It’s been more than 4 years since TotalSoft

has been providing us with payroll outsourcing services and we

must admit that our collaboration definitely meets our

expectations.”

ARCTIC SA

Raluca Avramescu

Human Resource Manager

Defined as the Website of the

Human Resources department,

Portal HCM module plays an

important part in increasing the

transparency within the

organization, improving the

communication and motivation,

knowing the roles and

responsibilities but also other

personal information that can lay at

the basis of a healthy and

motivation-oriented culture,

commitment and responsibility of

the employees.

With Portal HCM module, TotalSoft

went beyond the traditional

features of a human resources

management system, developing a

powerful and robust tool, accessible

anytime and from anywhere via

Internet, empowering the

employees to get directly involved

in various processes. The

employees are able to enter certain

data into the system, such as rest

leaves, assessments, training plans,

etc., thus relieving the human

resources department of time-

consuming activities.

Financial and Operational Benefits

HCM Portal

Reduces the operational costs

The solution enables to eliminate the time needed by

the HR personnel to run certain routine time

consuming tasks such as leaves day calculation,

requests for certificates, employee information

update. Another eliminated cost comes from the

significant reduction of paper needed for the

operations ran by the Human Resources department.

Increases the productivity of the Human Resources

department

The module enables the publication and quick

adoption of new internal requirements and

regulations, and the facilitation of administrative tasks

necessary for checking if the new regulations were

read. Furthermore, the product ensures quick control

and access to information about the employees via

Internet, anytime anywhere.

Motivates and empowers the company's employees

By actively involving the managers and employees

into complete 360-degree assessments, leave

requests or other human resources processes, the

solution empowers the personnel and increases the

motivation by improving transparency,

communication and teamwork.

“We have outsourced the payroll

services and we are delighted to

have chosen TotalSoft. The payroll

process has been automated to a

large extent by implementing HCM

Portal interface. Now we have easy

access to information and reports

required to optimize the human

resources work.”

Groupe Société Générale

Adela Jansen,

HR Executive Director

BRD

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The users who can access Portal HCM module

are split in many categories, depending on the The Manager

assigned rights: employees, managers, top Apart from the rights assigned to the

managers, as well as Human Resources employees, the manager can:

department users. The accounts and rights of View certain information for all his/her

these users are validated by the Human subordinates: leave balance, timesheet,

Resources department. assessment results, training plans.

Approve or reject the requests initiated by

The company's employee his/her subordinates.

The company's employees can access public Fill in assessments, training plans or career

information made available by the Human path management for his/her

Resources department, and the operations subordinated employees.

he/she can perform are: Fill in information about the results of

Accessing the news within the company interviews he/she attends regarding the

(e.g.: team building, training or applicants who are to be employed on

recruitment sessions, new colleagues, subordinated positions.

announcing the employees of the month,

etc.); The Top Manager

Accessing the forms used within the Apart from the rights assigned to the

company; mangers, the management personnel is able

Accessing public information about the to access the organization charts and

active employees within the company, statistical managerial reports. Also, they have

enabling the access to each employee's a dashboard including information about the

personal pages but also to information personnel turnover and the employee

such as phone number, e-mail, office expenses, split by companies, business units

location etc.; or cost centers.

Simulating the salary calculation, from

gross to net and from net to gross salary, The person who enters the timesheet on the

with all the employee's and the Web

employer's taxes; He/She has similar rights as the employee,

Sending requests to the Human Resources but can additionally enter the timesheets of

department; the employees he/she is assigned to;

Initiating flows such as rest leave requests,

requests for certificates, etc. The employee in the Human Resources

Changing certain personal data (address, department

personal documents, marital status) if The employees in the Human Resources

these rights are configured. department have access to the specific

Self-assessment, by filling in rates for each legislation section for the human resources

task/target/competence, depending on management that is regularly updated

the assessment model configured by the through version upgrade or by providing a

Human Resources department. Web service.

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Features

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Romania Romania

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TotalSoft Headquarters

TotalSoft Headquarters, Global City Business Park 10 Bucharest - Nord Street

thBuilding O2, 8 Floor,

P: +4021 335 17 09

W: totalsoft.ro, charisma.ro, acollada.com

E: office@totalsoft.ro

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