HUMAN RESOURCE MANAGEMENT SYSTEM - NAIS HOME: I.T solutions that

HUMAN RESOURCE MANAGEMENT SYSTEM

(HR, PAYROLL,TIME & ATTENDANCE AND MEDICAL SYSTEM)

Human Resource Management System

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HUMAN RESOURCE MANAGEMENT SYSTEM.

Introduction

This system is known as Human Resource Management System.

The HR System seeks to provide a tool for managing the organization’s greatest asset –

its employees.

HR System is specifically designed to be simple to use. It uses an advanced way of

integrating with data, including hyper links to crucial setup screens.

It is specifically robust in allowing a company to integrate multiple companies with

separate access and management into one centralized database. Further to this with

its specific function security level, one is able to custom make their own security

structure as is necessary.

The HR System comprises of the following standard modules:

HR System Modules:


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1. Employee Details Module

Maintains master file for an employee details

• Employee Details

Names, Date of Birth, Gender, Marital Status, Employee Photo, Date

of Hire, Pension join Date etc

• Contact Details

Work\Home Telephone No, Mobile No, Fax No, Email Location etc

• Pay Details

Payroll Type, Payroll Group, Previous Pay, Current Pay, NSSF, NHIF,

PIN Numbers etc

• Other Details

Id Number, License No, Medical Cover, Probation, Date of Leaving

etc

• Skills Summary


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Tracking employee specialized skills

• Patient Summary

Keep record of approved medical centers

Medical cover setups

Tracks all employees covered, and their dependants.

Checks for limits set on covers – i.e. age limits and reports before

insuring

Tracks the medical history of an employee and insurance usage

• Dependant Details

Capturing and management of employee dependant records

• Education Details

Previous Institutions attended, Qualifications etc

• Employment History

Previous employers, duration worked

• Disciplinary History

Tracks and maintains records of disciplinary actions taken on

employees.

• Career Summary

Profile’s an employee’s career progress

• Accident Summary

Manages and tracks an organizations safety records)


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2. Recruitment Module

Automate and Manage the recruitment process through the following Leave

sub modules

• Vacancy Setup

Vacancy Code, Vacancy name, Number of positions, opening and

closing dates etc

• Vacancy Requirements

Define vacancy requirements (education requirements, experience

requirements etc)

• Applicant Details

Capture and store applicant details (names, contacts, vacancy

applied for etc)

• Applicant Qualifications

Assign weights to applicant qualifications.


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• Process Qualifications

Compares vacancy requirements –vs – applicant qualifications

• Interview Setup

Setup one or different interviews for a specific vacancy.

• Main Interview

Score applicant against vacancy requirements

• Selection

Select qualified candidate

3. Leave Module

• Leave Summary

Manage and track employee leave days against leave allowances

Automatically calculates return date


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• Leave Encashment

Calculate and indicates cost incurred when an employee is absent

• Leave Opening Balances

• Leave Planner

Online/offline Employee leave requesting

Schedule/Approve employee leave

• Leave Setup

Holiday definitions

4. Training Module

• Training Summary

Enter \ view employee training details – courses undertaken, results

attained, employee and employer contributions.

• Employee Course Nomination


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Manage employee nomination for training

5. Appraisal Module

• Appraisal Summary

Appraiser details, attach employee appraisal form

• Scoring Criteria

Setup appraisal scoring criteria

• Employee Scoring

Score employee against defined organization appraisal criteria

• Recommendation

Enter appraisal recommendations

6. Letters (Correspondence) Module


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In built document management system that creates, tracks and manages

correspondence (letters) made to employees

• Document Summary

List summary of employee document records,

Create document by defining document name, category, and

templates to use

• Document details

• Edit Document

Amend and make changes to employee documents

• Mail Merge

Create document for a group of employees, department etc

• Spell check

System dictionary to spell check employee documents


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7. Attached Documents

Used to track and report of crucial documents in the company, i.e.

Licenses, employee certificates though the following sub-modules

• Document Summary

Summary list of employee documents

• Document Details

Used to create and attach document to employee record

• View Document

Previews stored document

8. Reports


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The report are grouped by category’s consisting of;

q Personnel Reports;

Employee Education Report

Employees Grouped by Department

Employee Document Numbers

Employees Grouped by Station

Employee Marital Status

Employee Next of Kin

Employee Service Duration

Employment History

Employee Head Count By Contract Type

Employee Head Count By Department

Employee Head Count By Station

Employee Head Count By Department and Gender


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Personnel List by Department

Weekly Staff Listing

Employee Contact Information

Dependant List

q Disciplinary Reports;

Disciplinary Summary

q Recruitment Reports;

Vacancy’s By Department

Applicant List By Vacancy

q Leave Reports

Employee Leave Summary

Leave Planner Report

Absence Analysis by Category

Absence Analysis Day of Month

Absence Analysis by Department

Absence Analysis by Employee

q Accident Analysis Reports

Accident Incidence Report

Accident Analysis by Day of Week

Absence Analysis by Department

Accident Analysis by Employee

Accident Analysis by Day of Month

q Training Reports

Training Roaster

Training Cost by Course

q Medical Cover Usage Reports

Medical Cover Usage

q System Security Reports

Users Rights Report


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Group Rights

System Rights

9. Security

Integrated database and application security that ensures controlled access

of employee records with end-user activity restricted to ONLY the

functional user rights assigned per end-user.

Fine-grained employee record security achieved through pay groups tagged

to each employee record and subsequent pay group right assigned to an

end-user.

-TIME & ATTENDANCE MODULE

Monitoring the time and attendance of employees using

biometrics(Fingerprints) is becoming increasingly convenient. Full proof

Identification on attendance is mandatory in evaluation of employe

performance. This system will allow one to manage employees and report

on the attendance trends. Can also be used to calculate the number of

hour’s an employee has worked for use in the payroll.

Features:

• Daily logging of reporting and leaving time using

biometrics(fingerprint Identification)

• Visual display of weekly and monthly attendance for employee self

evaluation

• Daily attendance reports

• Monthly Attendance reports

• Payroll Integrated

-PAYROLL MODULE

Preparing payslips and pay records has never been easier. -PAYROLL also

handles any combination of pay types and pay frequencies, and presents

your employee records and payroll information in a graphical easy to use

manner.


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Features:

• Instant pay calculation

• Complete PAYE and other statutory returns

• Unlimited number of pay types

• Departmental analysis

• Multi-company

• User definable pay centres

• Multi-Payroll

o Management payroll

o Junior payroll etc.

• Flexible tax table

• Seamless integration with HR System

• Bank Details of each employee

• Direct bank transfer pay formats (EDI)

• Income & Benefits Details

• Deductions Details

• User defined Earning and Deduction Codes

• Maintains contributions and welfare grouping

• Loans management and tracking

• Advance messages printing feature on payslips

• Information printing on the slips, specific to employees, departments

or global

• (e.g. contributions and loans balances)

Reports

• Monthly Reports

o Payslips

o Net payment reports

o Coinage analysis report


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o Statutory deduction reports

• Employee Reports

• Benefits Reports

MEDICAL MODULE

Internal Medical claims administration has never been easier.

Features:

The MEDICAL consists of the following distinct sub modules:

• EMPLOYEE MANAGEMENT MODULE

• MEDICAL CLAIMS MODULE

• MEDICAL CLAIMS PAYMENT MODULE

• REPORTS MODULE

Employee/Dependant Management Module

This module is integrated with the HR employee details but also allows for

the capture and storage of employee medical information and that of their

dependants.

Medical Claims Module

This module allows for the management and administration of all

employee/dependant claims emanating from the medical service providers.

This module manages the invoices received from Medical Service Providers .

It allows for matching of invoices to claims, validation of invoices, duplicate

invoice alert, limits control, approval and payment approval of forwarded

invoices.

All claims/invoices of an existing employee/dependant are tracked through

this module and any bogus claims or un-payable claims are also identified

here.

The International Disease Codes are integrated in the system for diagnosis

registration.

Medical Claims Payment Module


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This module allows for the payment of claims/invoices to the medical

service providers. It allows for the creation of a remittance for specific

invoices and tracking by cheque payment.

Reports Module

This module allows for the generation of management reports.

They cover all the modules of the MEDICAL.

These reports include employees claim experience, pending and paid

invoices, Claim liabilities, illness ratios. Any information captured can be

reported on as and when it is requested for.

It allows for the management to empower themselves with the information

captured in order to make the right decisions.

BENEFITS

The system will guarantee the following:

1. Faster processing of claims/invoices

2. Faster response to claims status especially when reconciling with the

medical service providers

3. Eliminate fraud by disallowing duplicate invoicing

4. Eliminate fraud from services accessed by ex-employees

5. Electronic communication of active employees list (Anytime)

6. Information sharing to all concerned

7. Management can access critical reports from their locations at

anytime

8. Improved internal & external customer service especially with

queries regarding medical access, limits and medical service

providers available.

9. Export of all listings to other formats e.g. Excel for use by other

departments/applications.


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INTERFACES

SMART-CARD -This system can be integrated to an interface that will allow

one to interact with the smart-card or biometrics front-end system.

SMS – This system also has an SMS interface that can allow SMS bulk

automatic sending to & querying by existing employees. (Subject to

purchase of the SMS management System sold separately)

ADDITIONAL SYSTEM STRENGTHS

Over and above the Human Resources features above, our system will also

do the following,

1. Automatic email of upcoming leave and employees returning from leave

to the respective heads.

2. Online Employee Application and approval of leave and permissions.

3. Manage your employee time and attendance using biometric fingerprint

technology

(no more cards which people can transfer for others to register attendance

on their behalf)

4. Interface to communicate via SMS to employees,groups and departments.

5. Medical expenses limit management for InPatient,Outpatient and other

categories.

6. Medical Expenses reimbursements management.

7. Broadcast to selected or all employees via email/sms.

8. Attach and view scanned documents.

9. Create, edit and save employee communication letters, and also view

them as required.

10. Mail merge employee documents in case of memo's and standard

letters.

CUSTOMIZATION


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This system can be customized to integrate any additional features and

functions as desired by the client.

Using our rapid application development and extensive expertise in

software development we are able to customize all requirements in the

shortest possible time.

MAINTENANCE

Information can be added or modified in the system internally. Information

like towns, countries, departments, sub-departments etc. is maintained

easily in the system.

USER RIGHTS AND SECURITY

This system allows the administrator to give rights to access the various

functionalities available in the system. One can allow or block users to

particular functions. It is also possible to create groups that certain

members of staff can share due to the similarity of their job description

e.g. Data entry of invoices group can have multiple functionalities grouped

into it. Then users can be assigned to the group.

USER GUIDE

A comprehensive electronic user guide is available within the system and

can be used for reference on how to do certain things within the system.

HUMAN RESOURCE MANAGEMENT SYSTEM - NAIS HOME: I.T solutions that

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