HUMAN RESOURCE MANAGEMENT SYSTEM

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

 Human Resource Management System

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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 Human Resource Management System

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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 Human Resource Management System

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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 Human Resource Management System

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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 Human Resource Management System

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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 Human Resource Management System

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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 Human Resource Management System

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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 Human Resource Management System

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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 Human Resource Management System

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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 Human Resource Management System

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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 Human Resource Management System

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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 Human Resource Management System

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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 Human Resource Management System

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.

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