Safe EMS For the past 3 years, Safe EMS has had a large investment in development to increase functionality to continually provide a comprehensive HR and Payroll solution. This document summarises some of the major new features that have been added. If there are areas of interest that you would like to find out more, please do not hesitate to contact your account manager so that we can come and demonstrate to you in more detail. System Single Sign On Active directory can be used to log into Safe EMS. Multiple Contracts If employees have more than one job with you with different terms and conditions, Safe EMS can cater for multiple contracts. Occupation Schemes The occupational absence schemes will now calculate based on a selected date other than the statutory start date. Audit Full audit details can be enabled on creation and deletion of records. For example a new starter audit record can display all the employee details that have been entered. Report Printing Reports can be output to a PDF file and Excel. Documents The production of documents with mail merge has been greatly enhanced to include more areas of Safe EMS (including payroll information) as well as the ability to mail merge field descriptions. Documents can also be mail merged in email as well as word documents. Workflow A comprehensive workflow engine has been developed within Safe EMS to assist with multi-tiered on line authorisations and automatic distribution of documents. Page 1 of 15 02 November 2010
Workflows can be triggered on a data change or a calendar event (where future workflows are stored and triggered at an appropriate time). Workflow has also been incorporated with MyView so that different authorization procedures can be set up for the different transactions that can take place. The Workflow Event Maintenance has been developed with the end user in mind to make it as simple as possible to set up a workflow without the need for a consultant to do it for you. Full enquiry facilities are available to indicate what stage any particular workflow is at together with a full history of who authorized what Homepage Within Safe EMS a homepage can be added to the background so that you can display pictures, link to websites, documents, outlook tasks and calendar. Multiple Windows For those users who like to multi task, you now have the ability of having more than one window open at one time. For example, you could be setting up a new employee as well as looking at someone s payslip as they have telephoned you with a query. Look and Feel Many of the screens have been tabbed so as to contain relevant data within one function. This reduces the menu size as well as making it easier to navigate around Safe EMS. Page 2 of 15 02 November 2010
Along with tabbing the screens, other screens have been reformatted to make it easier to read the information. Menu and Privilege Maintenance A new way of controlling the menu and privileges for each user/group has been developed. You can now view how the menu will look whilst you are setting the structured. If there are any new functions to be added to the menu these are easily identifiable to add to a user s menu. Outlook Integration Safe EMS can link to Microsoft Outlook to automate sending an appointment to employees where a holiday or a training record has been added. Page 3 of 15 02 November 2010
Payroll Formula Complex dynamic formulae can be defined by the user and used as an alternative to a pay rate. This provides much more flexibility on how payslip calculations are performed. Email of Payslips PDF payslips can be emailed to employees. This would save on postage as well as the cost of printing hard copy payslips. Output of a range of payslips by Period If an employee requires a range of payslips by period, you can now specify the period range rather than having to select a period at a time. View of Payslips Automatic display of payslips after a main calculation. having to select the payslip view after a main calculation. This saves you from Integration with Safe Financials Safe EMS will integrate seamlessly with Safe Financials (previously known as Topaz Financials) where the cost file is automatically transferred to our costing solution. This integration also includes the expense costing including project costing. Date Effective Costing If you have mid period division/department changes and you wish to cost accurately to the day, Safe EMS can now provide accurate costings based on the information in the contract history where employee movements are stored. Expenses Module The expenses module functionality has been greatly increased and includes the following features: Employees can create expense sheets via MyView An online authorisation process can be set up for authorising the expenses from MyView. Can authorise the entire expense sheet or just part of the sheet and return the remainder back to the employee to rework if required. Ability to convert from multiple currencies Ability to pay expenses outside of the payroll period Ability to cost expenses separately from the payroll Page 4 of 15 02 November 2010
Automatic calculation of VAT Automatic calculation of expenses based on miles recorded - mileage rates are supported Ability to attach scanned images of receipts Ability to generate emails through workflow notifying of the payment of expenses Ability to attach project references for reporting Multiple Currencies If you have local offices in different countries where you wish to record those employees remuneration, this can be stored in Safe EMS. Page 5 of 15 02 November 2010
HR Recruitment Module A brand new recruitment module has been developed in Safe EMS. The features include: Configurable recruitment process templates per vacancy Configurable emails/documents for mail merge purposes A single function contains the whole process Automatic vacancy generation program Full e-recruitment module - integration with online candidate registration, job searching, automatic parsing of CVs upload of vacancies to your website and download of potential applicants including their CVs. Vacancy request authorization process via MyView Ability match capability for applicants Safe EMS Vacancy Application Screen Candidate Portal Search Jobs Page 6 of 15 02 November 2010
Contract History The career history file has been replaced with the contract history file where employee contract information is stored as at a point in time. This will enable users to: Accurately record contract changes Produce point in time reporting Product date effective costing Establish an employee s job as at the time an appraisal is created Notice Schemes Notice schemes that are based on length of service can be attached to an employee so as at the point of leaving, you will know how much notice the employee must supply. Analysis Groups You can now define an unlimited number of additional fields recording information regarding your employees not normally available within Safe EMS. Job Management Against jobs the following information can be stored: Budget Objectives Competencies Required skills, languages, training, qualifications for the job If required, this information will then automatically transfer to employee records to save having to set this information up separately. Appraisals The ability to add one to one appraisals has been improved with additional fields to apply more information as well as to take into account the competencies and objectives stored against the job which will filter onto the employee record. Employee Checks Companies are required to perform several checks against employees such as CRB, passports, VBS etc. A facility to record and trigger workflows for this data has been added to Safe EMS. Page 7 of 15 02 November 2010
Ability Match Wizard Should you wish to establish if employees or applicants have the required abilities to perform their job, an 'Ability Match' can be performed. You can then establish training needs or find employees within the company that have specific skills, qualifications etc. to perform a particular role that you are interested in. Page 8 of 15 02 November 2010
Safe MyView Team Access Companies, these days, are fluid in terms of organisation structure and often a range of people can be responsible for employee records. Therefore, MyView has been enhanced to allow a team of people to access/maintain employee records rather than a direct report structure. A single employee may be in multiple teams each with different access rights. Workflow It is often the case that companies require different authorisation routes for different transactions. MyView has been enhanced to use the Safe EMS workflow engine to drive the authorisations required. Authorisation Kiosk The manager pane in MyView has been replaced with an Authorisation Kiosk to allow for the different transaction types that the manager can authorise. Page 9 of 15 02 November 2010
Homepage A homepage has been added to MyView to include widgets such as: Authorisation kiosk Links to websites/documents Holiday entitlement New Starter Wizard Users can enter a new starter via MyView within a wizard type format. The wizard is configurable in terms of number of steps, field labels, mandatory field settings and the ability to select a range of fields from a provided list of available fields. Leavers Users can submit a leaver request to process for the payroll. Vacancy Request Users can submit a vacancy request to gain authorisation to start a recruitment campaign for a new vacancy. Applicant Request Users can enter an applicant via MyView if managers are responsible for their own recruitment. If you are required to monitor religion for Fair Employment in Northern Ireland, this has been incorporated within the applicant request process. Expenses Employees can submit expense requests via MyView. This functionality includes: Employees can create expense sheets via MyView containing as many expense lines as required. Ability to convert to base currency from multiple currencies Ability to pay expenses outside of the payroll period Automatic calculation of VAT Automatic calculation of expenses based on miles recorded - mileage rates are supported Ability to attach scanned images of receipts Ability to attach project references for reporting / costing Ability to view processed sheets Ability to authorise either a whole expense sheet or separate lines and send unauthorised expense lines back to the employee Page 10 of 15 02 November 2010
Future Salary Modelling Team users of MyView will be able to submit salary review sheets with salary changes. Reviews can be based on Flat Rates, Grades, or Performance using Compa-Ratios or can of course be maintained individually. Page 11 of 15 02 November 2010
Questionnaire Builder A new module to build your own questionnaires to obtain information from your employees is in development. A questionnaire could be used for exit interviews, return to work interviews, Christmas party preferences, health and safety, grievances, job interviews for applicants etc. These questionnaires are then completed via MyView and an automatic routine would then process them so the results can be analysed either in Safe EMS or MyView. Page 12 of 15 02 November 2010
360 Degree Appraisals Should you wish to adopt a 360 degree appraisal process, Safe EMS/MyView has been enhanced to incorporate this process by using the Questionnaire builder described above. Published Documents If you need to issue documents to employees such as an up to date handbook or work policy document that you need confirmation from the employee that they have read an understood the updates, this can be monitored using the upcoming Publish Document facility. Company Announcements A new feature to allow an administrator to apply company announcements to appear in a MyView widget on their homepage to announce information company wide. Page 13 of 15 02 November 2010
MyView Transaction Types The following transaction types will be added to increase the amount of data that can be maintained by team users/employees: Contract changes e.g. division, department updates Skills Qualifications Languages Property Page 14 of 15 02 November 2010
Dashboard Companies now require more sophisticated analysis of HR data and are often based on extremely large amounts of rows of information which takes up space on servers and also takes a lot of time to process. This information is often presented in cubes so that data can be collated easily in a pivot table style. Safe Computing Ltd has developed several cubes of data that can be used to analyse what is happening in your organisation regarding HR information such as absence, training needs, equality management etc. and using various measures for the analysis. A dashboard has been created in Excel 2010 to present the information. KPI s can be set by the users to highlight excellent or poor performance. The data is dynamic and users can change to look at different periods in time without having to create new reports. Drill through reports have been added to the dashboard to give further information but users also have the capability of creating their own pivot tables using the cubes of data. Page 15 of 15 02 November 2010