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 Paymaster  Payroll  Solutions  

 Paymaster  Payroll  Solutions  is  the  leader  in  cloud  Payroll  and  HR  software  in  South  Africa  and  Africa.    Paymaster   Payroll   Solutions   will   do   everything   we   can   to   simplify   Payroll   while  making   sure   that   you   always   have   access   to   your   payroll   and   Human   resource  information   by   doing   things   more   dynamically   and   more   intelligently   than   ever  before.  It’s  about  access  to  relevant  and  valuable  information  at  anytime,  anywhere.  It  also  gives  staff  member’s  greater  access  to  their  payslip,  tax  information  and  HR  data  to  reduce  dependence  on  payroll  and  HR  administrators.    Paymaster  Payroll  Solutions   is  a  business   tool   that  helps  you  grow  and  drive  your  business  processes  with  the  complete  confidence  that  you  are  using  the  benchmark  of  today’s  available  payroll  and  HR  management  systems.    Over   and   above   delivering   world   class   easy   to   use   functionality   which   delivers  automated   results,   giving   you   your   time   back,   we   back   it   up   with   outstanding  professional   service   and   a   vastly   unique   support   model   when   you   need   it.  (everything  can  be  done  via  the  internet-­‐  no  more  waiting  for  consultants  to  arrive  on  site  -­‐  this  is  real  time,  now  support)      

International    Paymaster  Payroll  Solutions  has  expanded   its  cloud  based  offering   into  35  African  countries.   The   countries   that   are   currently   included   are   Democratic   Republic   of  Congo,  Zambia,  South  Africa,  Swaziland,  Namibia,  Lesotho,  Botswana,  Mali,  Burkina  Faso,   Nigeria,   Ghana,   Eritrea,   Liberia,   Sierra   Leone,   Gabon,   Senegal,   Madagascar,  Mozambique,  Guinea  Conakry,   Ivory  Coast,  Kenya,  Tanzania,  Cameroon,  Mauritius,  Angola,   Zimbabwe,   Uganda,   Chad,   Congo,   Equatorial   Guinea,   Mauritania,   Reunion,  Malawi,  Rwanda,  Burundi,  Ethiopia  and  extending  to  the  rest  of  Africa,    in  the  near  future.    In  order  to  deliver  the  best  possible  solution  as  well  as  comply  with  latest  legislative  changes,   strategic   relationships   have   been   set   up   with   various   world-­‐renowned  global   accounting   firms   and   together   with   multinational   specific   functionality,  

   

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Paymaster  Payroll  Solutions  provides  powerful  delivery  that  assists  clients  in  rolling  out  into  international  regions  literally  overnight.    Some  of  the  features  offered  include:    

• All  international  legislation  is  automated  and  updated  by  Paymaster  Payroll  Solutions   -­‐  Clients  need  not  worry  about  understanding  complex   legislative  rules.    

 • Access   to  Payroll  or  HR   functions   from  anywhere   in   the  world   -­‐  Paymaster  

Payroll   Solutions   cloud   access   eradicates   the   need   for   onsite   admin  personnel   and   allows   all   stakeholders;   Administrators,   managers   and  employees  access  at  anytime  and  anywhere.    

 • Advanced  Expatriate  functionality:    

 o Paymaster   Payroll   Solutions   covers   the   requirement   for   expats  

working   in   other   countries   to   gross   up   their   earnings   by   relevant  statutory  contributions  according  to  currency  and  contracts  offered  in  their  home  countries.  This  allows   for  simple  conversion  of  net  home  to  host  earnings.    

o Expatriate   tax  management   reporting   offers   home   country   currency  specific  tax  year  to  date  reports,  providing  expats  with  an  abundance  of  information  to  complete  personal  tax  returns.    

 • Paymaster  Payroll  Solutions  is  able  to  supply  employee  and  company-­‐based  

reporting  in  host  and  home  currencies,  as  well  as  comply  with  consolidated  reporting  in  any  currency  required  by  the  multinational’s  headquarters.    

 • Automated  currency  exchange  rate  conversions  either  on  a  monthly  or  daily  

basis   for   the  entire  multinational  group.  The  choice  of   currency  conversion  information  source  is  up  to  the  client.    

 • Workflow  business  process  engines  drive  corporate  governance  and  improve  

efficiency   by   offering   limitless   approval   chains   from   initiator   (employee   /  manager)   to   HR   and   Payroll   admin.   Clients   can   take   advantage   of   the  Paymaster   Payroll   Solutions   technology   to   get   data   input   from   the   source,  electronically   approve   it   in   locations   around   the   world   through   advanced  

   

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workflow  capability,  and  ultimately,  process  the  information  from  anywhere  in  the  world.  Examples  of  business  process  workflow  functionality  include:    

 o Onsite   timesheets   incorporating   complex   payroll   interpretation   of  

employee   raw   time   and   shift   pattern   capture   either   via   online   web  capture  or  automated  interfacing  from  access  control  systems.    

o Employee  Claims  and  applications  for  advances  or  loans.      

o Annual   increase   review   processes   with   automated   increase   letters  and  pre-­‐payroll  analysis  tools.    

 o Document  approval  workflow.  o  Performance  evaluations.    

 o Leave  applications.    

 o Recruitment  requests.    

 o Simple   commission   administration   incorporating   complex  

commission  rules  not  exposed  to  end  users.      

• Language  and  statutory  specific  reporting.      

• Simple  employee  transfer  processes  from  country  to  country  while  retaining  original  employee  number  and  biographical  record.    

 • Apart   from   offering   all   legislative   payroll   possibilities,   country   specific  

payroll   collective  agreement   rules   in   industrial   and  mining   sectors  are  also  offered.    

       

   

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Employee  Management    By   handling   the   entire   lifecycle   process   of   any   employee,   Paymaster   Payroll  Solutions  provides  a  centralised  and  cohesive  solution  to  managing  your  workforce.    On-­‐boarding   -­‐   Manage   the   transition   of   any  worker   from   applicant   to   employee  through   our   recruitment  module,   post   a   job   vacancy,   track   interview   dates   with  candidates,   send   regret   letters   automatically   and   get   feedback   electronically   from  interview   panel.   Paymaster   Payroll   Solutions   contains   a   configurable   workflow  engine   that  will   guide   the   user   through   specific   forms   to   ensure   that   all   required  employee  details  are  captured   i.e.  biographical  details,  dependant  details,   job   title,  cost  center,  reporting  line  manager,  salary  grade,  package  details  etc    Employee   Maintenance   -­‐   Maintain   employee   details   such   as   name,   contact   and  address  information  or   let  them  do  it  themselves  using  ESS,  record  job  history  such  as  promotions,  cost  center  changes,  manage  performance  appraisals  and   full   leave  administration.    Record  Additional  Info  -­‐  Record  all  disciplinary  actions,  track  all  equipment  given  to   employees,   record   training   courses   and   associated   costs,   record   an   employee’s  skills  and  qualifications.    Movement  -­‐  Manage  the  movement  of  employees  within  an  organisation,  including  transfers,  promotions,  and  demotions.    Off-­‐boarding   –  Manage   the   transition   of   a   worker   from   employee   or   contingent  worker  to  terminated  worker  or  retiree.    Work   Flow   -­‐   Administrators   can   configure   and   define   workflow   processes   by  choosing   the   type   of   input   that   needs   to   be   gathered   and   consolidated   from   their  geographically  dispersed  workforce.  Examples  of  these  include:    

• Annual  salary  review  process    

• Employee  expense  claims    

• Commissions  and  overtime    

• Timesheets  Leave  approval  

   

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 Client   specific   workflow   approval   chains   can   be   setup   where   flexibility   exists   to  create   as   many   approvers   as   is   necessary   (based   on   security   profiles).   Initiators  (employees   or   managers)   of   the   data   start   the   workflow   process   through   online  single  view  capture  sheets.  These  sheets  are  then  passed  along  the  approval  process  where  rejection  and  alternate  approver  options  are  in  place  (if  an  approver  goes  on  leave  and  assigns  this  task  to  an  alternate  approver).    This   information   finally   reaches  payroll   /  HR  who   can   then   analyse   and   audit   the  input  before  influencing  the  payroll  in  real  time  by  merely  approving  the  batch.    Extensive   audit   facilities   are   available   where   administrators   can   investigate   the  details   of   what   was   captured   for   the   month   as   well   as   pinpoint   who   or   where  outstanding  batches  are  located  in  the  process.    

• Notifications   are   sent   to   approvers   and   stakeholders   throughout   the  workflow   process   through   email   and   Paymaster   Payroll   Solutions   inbox  notification.    

• Furthermore,   documentation   and   reports   are   available   throughout   the  process  that  guarantees  efficiency  and  stakeholder  communication.  

 Examples  of  these  include:    

• Automated  Employee   increase   letters   according   to  performance  predefined  templates  

• HR  initiates  the  capture  and  it  is  completed  by  payroll  who  fill  in  the  missing  data  

 • Commission  and  expense  claim  electronic  sign  off  sheets  

 • Budgeting   reconciliation   reports   for   the   remuneration   committee   during  

increase  process          

   

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Payroll    

Starting  from  Scratch    Our   product   and   technology   teams   had   the   luxury   of   designing   and   building  Paymaster   Payroll   Solutions   from   scratch   and   were   therefore   able   to   create   an  intuitive   and   modern   payroll   solution.   We   threw   out   many   legacy   payroll  approaches   such   as   the   month   end   pay-­‐run   concept   and   greatly   simplified   data  capture  by  embedding  legislation  into  the  software  thereby  minimising  the  number  of  fields  and  forms  that  a  user  is  required  to  fill  in.    No  Downtime    Paymaster  Payroll  Solutions  has  a  real-­‐time  calculation  engine  which  means  that  as  input   is   added   to   the   system,   the   relevant   employee   figures   are   automatically  calculated.  This  means  that  there  is  no  need  to  run  a  formal  pay-­‐run  to  close  off  or  finalise  a  period  at  month  end  which  usually  means  the  entire  business  needs  to  log-­‐off  the  system  in  order  to  perform  calculations  and  do  backups  -­‐  this  is  an  extremely  time   consuming   exercise.  With   Paymaster   Payroll   Solutions   there   is   no   downtime  and  all  users  can  access  the  system  and  pull  relevant  up-­‐to-­‐date  reports  at  any  time  thereby  maximising  all  users’  productivity.    Compliance    Paymaster  Payroll  Solutions  helps  you  comply  with  all   legislative  requirements  by  automatically  calculating  the  correct    PAYE,   Social   Security   and   Compensation   funds   figures.   There   is   no   need   to  download  any   "new   version"   in  order   to  update  your   software  with   the   latest  tax  tables   and   legislative   changes   -­‐   you  are  always  using   the   latest  version  whenever  you   log  onto  Paymaster  Payroll  Solutions.  For   the   larger  organisations  we  provide  employment   equity   reports   and   a   report   for   Statistics   SA.   We   automatically  declare   all   employees’   UIF   earnings   to   the   Department   of   Labour   so   there   is   yet  another  task  you  no  longer  have  to  worry  about.  All  leave  payments  are  calculated  according   to   the   Basic   Conditions   of   Employment   Act   and   Paymaster   Payroll  Solutions   also   caters   for   various   tax   calculation   methods   such   as   directive,  director's  tax  etc.      

   

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Year  End  Process  in  South  Africa    SARS  have  released  a  software  package  called  e@syFile  to  assist  taxpayers  manage  their   interactions   with   SARS   quickly,   easily   and   conveniently   on   their   desktop.  Paymaster  Payroll  Solutions  provides  an  electronic  file  that  can  be  imported  directly  into  e@syFile,  saving  an  employer  all  the  effort  of  having  to  manually  reconcile  and  submit  their  employees’  earnings  to  SARS.    Download  e@syFile.    Payroll  Processing    It  goes  without  saying  that  Paymaster  Payroll  Solutions  has  all  of  the  usual  payroll  functionality   that   is   expected   of   most   payroll   systems,   however,   we   have   vastly  improved  the  way  in  which  typical  tasks  are  performed  on  a  monthly  basis  allowing  the  user   to  work  more  efficiently.  Here   is  a   list  of  some  of   the  payroll   features  we  offer:    

• Ability   to   pay   weekly,   fortnightly   and   monthly   employees   in   a   single  company    

• Tax  certificates  are  available  instantly  every  period  (not  just  at  year  end)    • Ability  to  set  up  limitless  earnings  and  deductions    • Automatic  backpay    • Create   limitless   additional   runs   to   cater   for   late   payments,   bonuses   and  

commissions    • Administer  all  components,  funds  and  contributions  etc  on  a  single  form    • Administer  changes  directly  on  an  employee's  payslip    • Upload  figures  in  mass  via  excel  spreadsheet    • Paymaster  Payroll  Solutions  contains  all  medical  aid  rates,  no  need  to  obtain  

these  manually    • Draw  a  bank  file  for  all  major  banks  at  the  click  of  a  button    • Full  audit  trail  on  all  forms    • Schedule  standard  reports  or  draw  immediately  in  pdf  or  excel  format    • Ability  to  cost  figures  to  any  cost  center    • Ability  to  configure  your  GL  requirements  based  on  cost  center  codes    • Add  components  to  employees  via  predefined  templates  instead  of  capturing  

one  by  one    • A  simple  easy  to  use  YTD  take  on  facility  is  available  so  that  1  tax  certificate  

can  be  produced    • Full  reconciliation  and  exception  reports    • Payslips  in  multiple  currencies    

   

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• Full  history  available  instantaneously      Employee  Self  Service  /  Manager  Self  Service    Paymaster   Payroll   Solutions   is   all   about   access   to   information   and   therefore  employees  are  able   to  access   their   information  at  all   times.  Historical  payslips  are  always   available   without   the   need   to   do   perform   a   restore   operation   to   obtain  previous  payslips.    Employee  can  also  request   that  payslips  be  sent   to   their    mobile  phones  via  a   text  message.    Payroll  and  HR  departments  do  not  get   involved  at  all  when  it  comes  to  providing  employees  access  to  their  profiles,  employees  register   themselves  and  define  their  own  password  hereby  eliminating  the  maintenance  burden  typically   involved  with  administrating  employee  self  service.    Employees  can  apply   for   leave,  access   tax  certificates  and    capture  expense  claims  that   are   sent   via   a  workflow  approval   chain  where   the  payslips   are   automatically  updated   without   having   to   compile   complex   batch   files   outside   of   the   system   in  order  to  upload  into  the  payroll.    Paymaster  Payroll  Solutions  has  a  configurable  commission  calculator  that  allows  a  manager   to  capture   their   teams    commission   input  whether   it   is  monetary  or  unit  based  and  Paymaster  Payroll  Solutions  will  automatically  calculate  the  commission  value   based   on   the   company's   commission   rules   and   send   it   through   a  workflow  approval  chain  where  it  is  automatically  added  to  the  employee's  payslip.    Managers   have   a   manager   view   screen   which   allows   them   to   see   the   relevant  information   for   the   employees   reporting   to   them   and   drill   into   the   down   line   of  employee’s  within  the  employees  reporting  to  their  directly  report  to  employees.    There   is   a   manager   change   request   screen   which   allows   the   manager   to   request  changes   to   certain   areas   of   the   employees   profile   reporting   into   the   relevant  manager  as  well  as   the   line  of  employee’s  within   the  employees  reporting   to   their  directly  report  to  employees.    Managers  can  define  the  relevant  period   ’s  performance  KPA’s  for  their  employees  and  group  them  into  relevant  areas.  These  KPA’s  then  slot  into  the  relevant  area  of  the  company/position  template.  

   

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 Paymaster  Payroll  Solutions  for  Mobile  Browsers    Paymaster   Payroll   Solutions   is   the   1st   Payroll   and   HR   platform   in   Africa   to   offer  Employee  Self  Service  access  to  employees  on  smartphone  and  tablet  devices.    Paymaster   Payroll   Solutions   allows   employees   to   access   their   details   using   any  smartphone   and   tablet   device  without   the  need   to  download,   install   or   upgrade   a  native   mobile   application.   It   looks   and   feels   very   much   like   a   native   mobile  application  except   that   it   is  deployed  using   the  power  of   the  web  and   therefore   is  accessible  from  anywhere  in  the  world.    Job  Profiles  and  Organizational  Management    Getting   a   headcount   should   not   be   one   of   the  most   difficult   questions   to   answer  about  your  business,  nor  should  detailing  costs  or  spend  by  a  department,  region,  or  group.   Paymaster   Payroll   Solutions   enables   companies   to   accurately   model   their  company   structures   as   well   as   provide   information   based   on   any   organisational  dimension.    Paymaster   Payroll   Solutions   gives   companies   the   ability   to   accurately   represent  their  organisations  structure  and  act  on  relative  information  in  a  timely  manner.  If  you  have  a  very  simplistic  structure,  Paymaster  Payroll  Solutions  hides  the  involved  fields  to  allow  you  to  capture  your  information  quickly.    Multiple   Organisation   Types   -­‐   Paymaster   Payroll   Solutions   supports   limitless  organisation  types  which  can  all  exist  simultaneously  and  be  updated  independently  from  each  other.  Types  include:  company,  department,  region,  division,  cost  center,  business  site  and  more.    Flexible  Reporting  Dimensions  -­‐  Each  organizational  type  can  be  used  to  segment  data   about   the   company.   For   instance,   users   can   analyse   spending   patterns   by  department,  division,  cost  center,  or  region  -­‐  Instantly.    Segmented  Security  Access  -­‐  Organisations  allow  much  more  flexible  distribution  of   responsibilities,  allowing  different   individuals   to  have  rights  only   to  specifically  assigned   organisation   units.   Administrators   can   be   granted   access   by   individual  department,  region,  group,  or  any  other  organisational  dimension.    

   

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Paymaster  Payroll  Solutions  enables  companies  to  capture,  track,  and  report  on  the  current  state  of  their  business  with  confidence  in  the  accuracy  and  relevance  of  their  data.    Developing  and  defining  accurate   job  descriptions  as  well  as  various  requirements  for  each  of  the  positions  in  the  company  plays  an  important  role  when  measuring  an  employee's   performance   and   when   the   need   arises   to   recruit   for   a   particular  position  a  job  specification  can  be  printed  out  immediately.    Paymaster   Payroll   Solutions   gives   companies   the   ability   to   store   information  relating  to  a  position  that  includes  overall  purpose  of  the  job,  what  grade  the  job  is  attached   to,  who   the  position  reports   to,  what  occupational  category  and   level   the  position   falls   under   which   is   critical   for   employment   equity   reporting   and   much  more.    Companies  are  able  to  define  the  following  detailed  requirements  and  information  for  a  position:    

Skills  Requirements   -­‐   Indicate  exactly  what  skills  are  required,  how  many  years  experience,  what   level  of   competency  and  how   important   the  skill   is   for   the  position  by  indicating  a  weighting  figure.    

 Qualification   Requirements   -­‐   Record   the   minimum   qualification  

requirements.    Outputs  or  Tasks  -­‐  Define  all  duties  or  tasks  that  are  expected  of  a  position  

so  that  employees  are  aware  of  what  they  will  be  measured  on  when  it  is  appraisal  time.  

 Competency  Requirements   -­‐  Depending  on  which  competency  framework  

your  company  utilises,  you  are  able  to  indicate  what  competencies  are  required  for  a  position.  This  greatly  assists  in  driving  an  interview  in  terms  of  what  questions  are  asked  to  a  candidate.  

 Other  Requirements   -­‐  Record  any  additional  requirements  that  do  not  fall  

into  the  categories  above  such  as  the  position  required  a  driver’s  license.    Paymaster  Payroll  Solutions  is  not  just  an  HR  system,  it  is  a  comprehensive  Human  Capital  Management  solution.  

   

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Leave  Management    Caters  for  Simplistic  &  Complex    Our   leave   module   is   all   encompassing   and   extremely   easy   to   use.   Whether   your  company  offers  stock  standard  statutory  leave  accruals  or  if  your  requirements  are  more  advanced  such  as  multiple  annual  leave  types  with  complex  non-­‐accumulative  forfeiture  rules,  Paymaster  Payroll  Solutions  can  manage  your  leave  processes  while  integrating  to  Payroll  seamlessly.    Great  Flexibility    Paymaster  Payroll  Solutions  delivers  pre-­‐configured  statutory  leave  on  top  of  which  users  can  also  configure  as  many  additional  leave  types  as  necessary  in  accordance  with  simple  or  complicated  leave  policies.  Leave  can  be  given  upfront  or  accrued  in  units   such   as   days   or   hours.   More   advanced   accrual   definitions   can   be   based   on  length  of  service  or  salary  grade.    Forfeiture   rules   are   flexible   and   can  be   configured   to   drop   off   completely   or   shift  leave   to   different   leave   buckets   based   on   anniversary   date   or   a   fixed   date   for   all  employees.    Advanced  settings  allow  users  to  restrict  negative  leave,  only  accrue  leave  for  new  employees   if   they   joined   before   a   certain   day   of   the   month,   ability   to   toggle  mandatory  attachments  and  much  more.    Access  to  Information    Employees  can  view  current  and  projected  leave  balances  when  applying  for  leave,  cancel   leave,   attach   any   supporting   documentation   to   leave   requests   as   well   as  channel   a   leave   request   through   an   approval   path   according   to   simple   reporting  lines.  More  advanced  workflow  configuration  is  also  available  where  administrators  can  define  unlimited  workflow  approval  paths.    Seamless  Integration  with  Payroll    Automated   accurate   payroll   leave   provision   calculations   are   fed   directly   via   the  leave   administration   module   where   any   fluctuation   in   employee   leave   balances  translate   into   accurate   provision   costing   for   budget   purposes.   Upon   termination,  

   

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automated  leave  encashment  options  can  be  utilised  where  the  user  can  firstly,  view  the   amount   of   leave   pay,   perform   the   necessary   payout,   and   reduce   the   leave  balance  accordingly  –  all  in  a  single  action.    Vast  flexibility  is  also  available  with  regards  to  defining  leave  pay  income.  Although  the  BCEA  averaging   leave  pay   income  requirement   is  a  standard  delivered  feature  within   the   product,   Paymaster   Payroll   Solutions   allows   the   user   more   flexibility  around  averaging  options.      

Recruitment  and  Selection  Management    Automate  Your  Entire  Hiring  Process    Paymaster  Payroll  Solutions  allows  you  to  automate  your  entire  hiring  process  from  requisition,   placing   an   advert,   response   handling,   scheduling   and   tracking   of  interviews,  electronic  panel  feedback  and  onboarding.    Requisition    Administrators  are  able  to  create  a  vacancy  that  is  linked  to  a  position  and  upload  a  requisition  form  that  can  be  sent  to  the  relevant  parties  for  approval  via  a  workflow  process.   Once   approved,   high   level   qualification   questions   can   be   attached   to   the  vacancy   to   immediately   rule   out   candidates   that   do   not   meet   the   minimum  requirements.    Job  Advertising    Jobs   can   be   advertised   internally   via   the   careers   dashboard   in   Paymaster   Payroll  Solutions  and  can  also  be  placed  externally  on   the   company’s  website.  Candidates  are   able   to   apply   for   a   position   by   entering   their   details   and   uploading   their  electronic  resume  after  which   they  will   receive  an  SMS  confirming  receipt  of   their  application.    Response  Handling    Candidates  can  be  short-­‐listed  based  on  their  resumes  and  templated  regret  emails  can  be  sent   to  unsuccessful  candidates.   Interviews  can  be  scheduled  and  managed  for   each   phase   of   the   recruitment   process   and   for   each   candidate   individually.  

   

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Interview   panel   members   are   attached   to   each   interview   and   are   also   invited   to  attend   electronically.  Once   the   interview  has   been   completed,   panel  members   are  sent   an   electronic   feedback   form   where   they   are   able   to   rate   the   candidate.   The  vacancy   owner   is   in   turn   notified   via   email   and   is   able   to   view   the   consolidated  feedback  in  order  to  make  an  informed  decision.    Onboarding    Once   the   successful   candidate   has   been   identified   and   signed   an   offer   of  employment   letter,   the   candidate   can   immediately   be   enrolled   as   an   employee  where  Paymaster  Payroll  Solutions  will  ensure  all  necessary  information  is  captured  via  a  workflow  guided  process.    Paymaster   Payroll   Solutions   improves   the   turn-­‐around   time   of   placements   by  providing  a  single  integrated  system  for  management  of  both  internal  and  external  recruitment,   ensuring   an   efficient,   streamlined   recruitment   process   is  maintained  throughout  your  company.      

Performance  Management    Effectively  Manage  your  Organisation's  Performance    Paymaster   Payroll   Solutions   has   a   comprehensive   performance  management   tool  that  will  assist  an  organisation  in  assessing  their  employees  and  ultimately  help  to  develop,  motivate   and   retain   a   high  performing  workforce   all   year   round  without  the  added  burden  and  cost  of  a  separate  appraisal  system.    For  Large  and  Small    We   have   created   a   powerful   combination   of   features   that   is   easy   to   use   and  affordable   for   any   size   business.   It   is   equally   important   to   have   a   performance  appraisal  process  in  place  for  a  small  business  as  it  is  for  a  large  organisation  and  by  using  Paymaster  Payroll  Solutions's  evaluation  module  you  will  have  the  benefit  of  powerful   software   usually   only   available   to   large   organisations   due   to   the   cost  factor.  Employee  performance  appraisals  shouldn’t  be  a  dreaded  task  that  yields  a  lot   of   paperwork   and   little   value   for   your   organization,   we   guarantee   that   the  Paymaster   Payroll   Solutions   evaluation   tool   will   greatly   streamline   performance  

   

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appraisal   processes   within   your   organisation   and   reduce   HR's   administrative  burden.    Paymaster  Payroll  Solutions  lets  you:    

• Create   your   own   company   appraisal   processes   that   can   be   actively  monitored  i.e.  2010  Annual  Performance  Appraisals.      

• Create   company   key   performance   indicators   (KPI's),   attach   them   to   a  predefined  process  and  using  our  performance  dashboard,  visually  see  how  these   indicators   are   performing   based   on   predefined   targets   across  departments   or   cost   centres.   Areas   requiring   attention   will   be   highlighted  immediately.    

 • Create  an  unlimited  number  of  appraisal  templates  from  scratch.  Templates  

can   be   position   or   job   specific   or   simply   general   templates   that   suite   all  employees.   Assign   relevant   weightings   to   sections   of   the   template   that  indicate  higher  importance  than  other  sections.    

 • Create  your  own  scales  that  are  relevant  to  a  specific  areas  or  questions,  for  

example,   1   =   Unsatisfactory,   2   =   Below   Average,   3   =   Average,   4   =   Above  Average,   5   =   Excellent   -­‐   this   scale   could   be   used   for   a   variety   of   questions  where  as,  1  =  Did  not  meet  expectations,  2  =  Met  Expectations,  3  =  Exceeded  Expectations  could  relate  to  project  specific  questions.    

 • Automated   360   degree   evaluations   -­‐   get   broader,   richer   "multi-­‐rater"  

feedback  without  the  processing  hassles.  Raters  will  be  notified  via  email  that  they   need   to   assess   a   person,   they   simply   need   to   login   into   Paymaster  Payroll  Solutions  and  complete   the  evaluation   in   their   inbox.   It   is  all  online  therefore  you  eliminate  all  paper!    

 • Managers   can   define   the   relevant   periods   KPA’s   for   their   employees   and  

group  them  into  relevant  areas.  These  KPA’s  then  slot  into  the  relevant  area  of  the  company/position  template.    

 • Managers  are  able  to  view  all  raters'  feedback.    

 

   

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• Employees  as  well  as  managers  are  able  to  log  entries  throughout  the  year  in  an  employee's  performance  journal  so  that  at  appraisal  time  these  are  taken  into  account.    

 • Log  goals  and  create  development  plans  for  an  employee  and  review  these  at  

the  employee's  next  appraisal.      

• A  complete  history  of  an  employee's  appraisals  or  reviews  are  stored  and  can  be  viewed  at  any  time.    

 Moving   from   a   paper   based   to   an   electronic   performance   appraisal   system   saves  time,   money   and   significantly   improves   the   evaluation   process   for   both   the  employee  and  the  organisation.      

Skills  Development  Management    Manage  a  Skilled  Workforce    Paymaster   Payroll   Solutions   assists   companies   in   managing   their   workforce's  training   requirements   by   enabling   users   to   create   training   courses   and   capturing  details  such  as  course  cost,  NQF  level,  credits,  whether  the  course  is  SAQA  registered  and  much  more.    Companies  are  able  to  build  up  a  qualifications  and  skills  repository  that  in  turn  is  linked  to  employees  so  that  employees  can  quickly  be  identified  when  specific  skills  or  qualifications  are  being  looked  for.    Set  Employees  up  for  Success    Easily   schedule   employees   for   training,   inform   them   electronically   and   monitor  their  progress.  View  an   employee’s   skills   gap   analysis   against   a   specific   position's  minimum  requirements  to  assist  in  creating  a  career  development  plan  to  help  them  integrate  into  the  company  and  their  role.    Paymaster   Payroll   Solutions   also   provides   various   reports   to   assist   you   in  completing  annual  training  reports  and  compiling  workplace  skills  plans.      

   

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Reporting    Paymaster  Payroll  Solutions  comes  with  the  ability  to  view,  analyse,  and  take  action  on   data   right   from   the   source   in   real-­‐time.   Available   to   both   line   managers   and  power  users,  anyone  can  use  our  packaged  reports  to  get  the  answers  they  need  to  do  their  jobs  more  effectively.    Types  of  reports  range  from  various  costing  reports,  HR  related  reports  such  as  new  engagements  and  terminations,  leave  balances  report,  training  reports,  employment  equity  reports,  Payroll  reports  include  variance  reports  between  periods,  garnishee  reports,   group   life   and   pension   reports,   SDL   and  UIF   reports   and  much  more.   All  reports  can  be  drawn  in  a  number  of  formats  including  Excel  and  PDF.    Users  are  able   to  draw  reports   for  data   they  have  access  permissions   to  and   filter  the  data  based  on  the  organisation  structure.  Users  are  also  able  to  schedule  reports  so  that  they  are  delivered  to  their  email  at  the  close  of  every  period  automatically.  These  reports  are  secured  in  a  password  protected  zip  file  ensuring  confidentiality.    Accurate  Historical  Data    Reporting  on  historical  data   is   instant,   there   is  no  need   to   restore  any  backups   to  retrieve   information.   Paymaster   Payroll   Solutions   has   the   ability   to   report   on  historical   data   based   on   an   "as   at"   date,   this  means   that   reports   being   pulled   for  previous  months  will  reflect  data  as  if  you  were  physically  pulling  the  report  in  the  past.   For   example,   if   an   employee's   cost   center   changed   in   June,   the   report   will  reflect   the   old   cost   center   for   reports   pulled   for   periods   before   June   and   the   new  cost  center  for  reports  pulled  after  June.      

Cloud  Analytics    Cloud   Analytics   delivers   true   self   service   BI   that   empowers   users   by   driving  innovative   decision-­‐making.   It   lets   you   interact   with   data   without   limitations   to  generate  insight  in  ways  you  never  imagined.  It  delivers  answers  as  fast  as  you  can  think  up  questions.  Explore  data,  make  discoveries,  and  uncover  insights  that  enable  you  to  solve  business  problems  in  innovative,  new  ways.  Conduct  direct  and  indirect  searches,   and   interact   with   dynamic   dashboards   and   analytics   from   any   device.  You’ll  gain  unexpected  insights  with  Paymaster  Payroll  Solutions  Analytics  because  it  works  the  way  the  mind  works.  

   

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User  accessibility    Secure  for  Every  User    Paymaster   Payroll   Solutions   offers   a   flexible   security   model   that   functions   on   a  "what  you  can  see"  and  a  "who  you  can  see"  basis.  Depending  on  the  type  of  users  you  have  in  your  company,  various  security  roles  can  be  defined  where  permissions  are   allocated   that   restrict   users   to   selected   screens   or   provide   read-­‐only   access.  Furthermore,   users   can   be   restricted   to   only   see   employees   that   reside   under  certain   orgnisation   units   based   on   your   organisation   structure.   If   you   have  more  than  one  legal  entity  or  frequency,  you  can  further  restrict  users  on  these  levels.    Embedded  Auditing    Paymaster  Payroll  Solutions  tracks  all  changes  to  data  on  every  form  in  the  system,  meaning  customers  can  view  who  changed  or  inserted  data  and  on  what  date.  Audit  trails   are   available   on   each   form   as   well   as   a   report   to   check   all   changes   for   a  particular  period.    128  bit  SSL  encryption  is  present  on  every  form  within  Paymaster  Payroll  Solutions  –  this  means  your  information  is  encrypted  during  transmission  from  our  servers  to  your  browser.  Further  to  this,  Paymaster  Payroll  Solutions  has  various  world-­‐class  security  measures  in  place  to  ensure  the  protection  of  your  data.    Top  Class  User  Experience    When   a   company   effectively   and   successfully   redistributes   responsibility   to   all  employees,  a  business  culture  based  on  real  information  and  informed  decisions  is  the   result.   The   delegation   of   administrative   tasks   to   employees   and   managers,  enables   both   HR   and   IT   to   refocus   their   attention   to   more   strategic,   bottom   line  issues.   The   Paymaster   Payroll   Solutions   user   experience   is   singularly   focused   on  extending  access  to  every  user  while  ensuring  simplicity  is  always  at  the  forefront  in  the  execution.          

   

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Security    Paymaster  Payroll  Solutions  is  a  fully  web  based  system.    Security   is   critical   for   any  organisation.   Paymaster  Payroll   Solutions   security   goes  far  beyond  what  most   companies  have  been  able   to  achieve   for   themselves.  Using  the   latest   firewall   protection,   SSL   encryption,   and   proprietary   security   products,  Paymaster   Payroll   Solutions   gives   you   the   peace   of   mind   that   only   a   world-­‐class  security  infrastructure  can  provide.    Security   is  a  multidimensional  business   imperative  that  demands  to  be  considered  at   every   level,   from   security   for   applications   to   physical   facilities   to   network  security.    Here  is  an  overview  of  how  we  handle  security  at  various  levels.    Protection  at  the  Application  Level    Paymaster   Payroll   Solutions   protects   your   data   by   ensuring   that   only   authorized  users  can  access  it.    

• Paymaster  Payroll  Solutions  provides  each  user   in  your  organisation  with  a  unique  email  address  and  password   that  must  be  entered  each   time  a  user  logs  on.  

 • Paymaster   Payroll   Solutions   issues   a   session   "cookie"   only   to   record  

encrypted  authentication   information   for   the  duration  of   a   specific   session.  The   session   "cookie"   does   not   include   either   the   username  or   password   of  the  user.  Paymaster  Payroll  Solutions  does  not  use   "cookies"   to  store  other  confidential   user   and   session   information,   but   instead   implements   more  advanced  security  methods  based  on  dynamic  data  and  encoded  session  IDs.  

   • All   access   to   Paymaster   Payroll   Solutions   is   governed   by   strict   password  

security   policies   and   all   passwords   are   stored   in   encrypted   format   in   the  database.    

 • 128   bit   SSL   encryption   is   present   on   every   form  within   the   system   –   this  

means  your  information  is  encrypted  during  transmission.      

   

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• Administrators   can   define   security   roles   and   attach   users   to   these   roles.  Roles  can  be  defined  to  restrict  or  allow  users  to  any  form  within  the  system.    

 • Administrators  can  give  users  access   to  view  specific  employees   that  are   in  

turn  attached  to  organisation  units  defined  on  company  level.  This  restricts  users  to  only  see  employees  details  in  specific  units.    

 • All  employee  self-­‐service  users  are  only  able  to  view  their  own  profiles.  

 • Reports  that  are  emailed  to  users  are  sent  in  a  password  protected  zip  file.  o  

An  audit  trail  exists  on  every  screen  for  traceability  purposes.    

• Paymaster   Payroll   Solutions   uses   safe   bank   EFT   transfer   technology   to  receive   information   and   to   interact   with   the   banks   for   bank   account  validations.    

 Protection  at  the  Facilities  Level    Paymaster  Payroll  Solutions  utilises  one  of  the  most  modern  data  centres  in  South  Africa.   The   security   in   the   data   centre   consists   of   visible   and   invisible   physical  measures  and  other  facilities  to  guarantee  an  uninterrupted  service.    

• Paymaster  Payroll  Solutions  is  backed  up  every  15  mins  to  an  offsite  backup  server  and  every  evening  a  full  backup  is  also  done.      

• No  public  access  -­‐  Public  access  to  the  hosting  facilities  is  strictly  forbidden.    

• Video   surveillance   -­‐   Live   video   surveillance   of   the   entire   data   centre   is   in  place   24   hours   a   day.   All   entrances   are   monitored   to   the   data   centres   to  ensure  that  only  authorized  personnel  enter  them.    

 • Access   cards   –   A   data-­‐centre   access   proximity   card   system   represents   the  

second   layer   of   security   for   entering   the   data   centre.   Access   to   the   data  centre  itself  is  restricted  to  Certified  Technical  Points  of  Contact.  

   • Biometric  security  -­‐  Biometric  security  systems  are  the  third  layer  of  security  

for   entering   the   data   center.   Biometric   hand   scanners   are   used   to   restrict  access  to  the  data  centre  and  only  Certified  Technical  Points  of  Contact  have  use  of  the  biometric  hand  scanner  system  to  enter  the  data  centre.    

   

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 In   addition,   the   following   safety   and   redundancy  measures   are   in   place   to   ensure  continuity  and  stability  at  the  data  centre:    

• Redundancy   -­‐   All   critical   systems   in   the   hosting   centre   are   redundant,   and  there  are  regularly  audits  and  tests  on  all  data  centre  systems  to  ensure  their  readiness   and   smooth   operation.   (N+1   redundancy   indicates   having   a  complete  replica  of  the  system  in  place,  as  backup  should  the  primary  system  fail.)    

• Environmental  monitoring   -­‐  The  data   centres  have  N+1   redundant  heating,  ventilation,  and  air  conditioning  systems  to  ensure  that,  even  in  the  event  of  a  system  failure,  the  hosting  environment  will  not  be  affected.  The  data  centre  also  has  an  advanced  fire-­‐suppression  system  in  place  to  contain  fire.  

 • UPS   (uninterrupted   power   supply)   systems   –   The   power   systems   are  

designed  to  run  uninterrupted  even  in  the  event  of  a  total  power  outage.  All  production   systems   in   your   hosting   environment   are   fed  with   conditioned  UPS   power   that   will   run   whenever   utility   power   fails.   The   UPS   power  subsystem   is  N+1   redundant,  with   instantaneous   fail-­‐over   to   generators   to  ensure  continuity.  

 • Diesel  generator  systems  –  Onsite  diesel  generators  automatically  start  up  in  

the  event  of  a  power  surge  or   interruption  in  the  power  supply.  The  power  and   generator   systems   are   regularly   tested   to   ensure   that   they   function  properly  in  the  event  of  a  power  failure.    

 Protection  at  the  Network  Level    Paymaster   Payroll   Solutions   uses   proven   security   practices   to   ensure   network  security.    

• Paymaster   Payroll   Solutions   utilises   a   perimeter   firewall   that   protects   our  network   from   malicious   or   unwanted   behaviour   from   traffic   entering   our  network   as   well   as   keeping   our   network   safe   from   Zero   Day   attacks,   DOS  (denial  of  service)  and  DDOS  (distributed  denial  of  service)  attacks,  spoofing  attacks  and  malicious  code.    

   

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• Our   Intrusion   Prevention   Systems   (IPS)   is   a   network   security   service   that  monitors   network   and/or   system   activities   for   malicious   or   unwanted  behaviour  and  can  react,  in  real-­‐time,  to  block  or  prevent  those  activities.    

     

McAfee  Vulnerability  Scanning  Process    Audit  -­‐  Port  Scan    The   first   audit   phase   is   a   thorough,   interactive   port   scan.   Accurately   determining  which  ports  on  an  IP  address  are  open   is   the  crucial   first  step  to  a  comprehensive  security  audit.  The  McAfee  Secure  proprietary  firewall  and  IDS/IPS  aware  network  discovery   technology   is   designed   to   accurately  map   out   any   size   or   complexity   of  network  topology.  This  is  often  not  a  simple  process.  Unlike  most  scanning  solutions  based  on  Nmap,  our  advanced  dynamic  port   scanning  can  handle  all   targets,   from  desktop  PCs  to  the  most  aggressive  firewalls,  IDS  and  IPS  systems.    Audit  -­‐  Network  Services  Scan    During  this  second  audit  phase  of  the  audit  process,  McAfee  thoroughly  interrogate  each  service  running  on  every  available  port  to  determine  exactly  what  software  is  running  and  how  it  is  configured.  Once  this  information  is  acquired  it  is  matched  to  their   Knowledge   Base   of   vulnerabilities   in   order   to   launch   additional   application  specific   and  generic   tests  of   each  available   service.  These   tests   are  based  on   their  extensive  knowledge  base  of  over  10,000  vulnerabilities,  which  is  updated  every  15  minutes.    Audit  -­‐  Web  Application  Scan    Web  application  testing  is  the  third  audit  phase  of  the  McAfee  Secure  daily  security  audit,  and  perhaps  the  most  important.  According  to  analyst  firm  Gartner  Group,  an  estimated  70%  of  all   security  breaches   today  are  due   to  vulnerabilities  within   the  web   application   layer.   Traditional   security  mechanisms   such   as   firewalls   and   IDS'  provide  little  or  no  protection  against  attacks  on  your  web  applications.  During  this  testing  phase,  all  HTTP  services  and  virtual  domains  are  checked  for  the  existence  of  potentially  dangerous  modules,  configurations  settings,  CGIs  and  other  scripts,  and  default  installed  files.  The  web  site  is  then  deep  crawled,  including  flash  embedded  links  and  password  protected  pages,  to  find  forms  and  other  potentially  dangerous  

   

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interactive   elements.   These   are   then   exercised   in   specific   ways   to   disclose   any  application-­‐level  vulnerabilities  such  as  code  revelation,  cross-­‐site  scripting  and  SQL  injection.  Both  generic  and  software  specific  tests  are  performed  in  order  to  uncover  misconfigurations  and  coding  error  vulnerabilities.