Sage HRMS 2012 HRMS Basics
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Table of Contents Sage HRMS 2012 Modules... 3 HRMS Overview... 4 Time Off Overview... 6 Sage Payroll Overview... 7 Training Overview... 8 Overview of Sage Employee Self Service... 10 HRMS Basics i
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Introducing Sage HRMS 2012 Congratulations! You are about to begin using the most powerful and flexible software program in the human resource profession. Sage HRMS 2012, the leading HRMS solution in the market today, is designed for completeness and ease of use. The Sage HRMS solution offers comprehensive payroll processing, training, and benefits administration ensuring your readiness to tackle challenging HR issues. Sage HRMS 2012 can use Microsoft SQL Server 2005 or Microsoft SQL Server 2008 database. Sage HRMS 2012 Modules Sage HRMS is a powerful solution for managing critical employee information. Ideal for businesses of any size, HRMS helps you manage your company s benefits programs with comprehensive benefits administration tools, track and prepare reports to ensure government compliance, and electronically store employee forms and certificates. Sage Payroll handles all your U.S. and Canadian payroll record-keeping and calculations, regardless of the size and complexity of your business. Set up and maintain your payroll employees and the earnings, deductions, taxes, and other pay factors used in calculating pay. You can process payroll based on timecards or manual checks, or based on information you add when you set up employees. You can track the results of payroll processing on the displays and printed reports. Time Off tracks employee absences and leave accruals. Its flexibility allows you to define absence codes, handle the Family and Medical Leave Act (FMLA), and manage accruals and carry-overs. Designed to meet all your attendance tracking needs, Time Off offers complete flexibility in handling all types of attendance plans and employee time off. Training is a skills-based training management system used to define specific training needs, prepare compliance reports, and ensure certifications are completed on-time. In addition, it helps define training requirements for new employees based on their current skill sets and automatically updates employee "Skills Profiles" upon completion of new courses. Sage Employee Self Service is the web-based employee self service solution for Sage HRMS. It consists of: ESS Sage Benefits Enrollment Sage erecruiter Sage Information Sharing Capability HRMS Basics 3
HRMS Overview Sage HRMS 2012 Makes It Easy Sage HRMS 2012 includes several tools that pull all the functions of each module together to help you accomplish your goals quickly and easily. Use the Main Menu or the Navigation Pane to access all tasks contained in your system. When you are ready to start working, choose your tasks from either the Main Menu or the Navigation Pane. Use the Organizer and the Scheduler to arrange your many tasks and plan your tasks in the way most efficient for you. The Organizer provides a central location for finding your information. You can schedule tasks for yourself or another Sage HRMS 2012 user using the Scheduler included in the Organizer. HRMS Overview More employers use Sage HRMS than any other human resource software, because it has proven to be the most efficient, comprehensive, and cost-effective management information system available. By automating and organizing the massive record-keeping needs of human resources, Sage HRMS eliminates time-consuming clerical work and provides powerful tools for managing information about employees your organization s greatest asset and investment. Make Quick Work of Record Keeping Sage HRMS puts all employee information at your fingertips enabling you to respond immediately to management, employee and government requests. You can save hours of time and effort as Sage HRMS simplifies and speeds tracking for: Employee personal information Current job and pay information Unlimited job and pay history Salary and performance reviews Benefits administration Emergency contact information Employee education, training, and certifications Dependent information OSHA and OHS information, and workers compensation claims Leaves of Absence, including FMLA tracking and reports Take the Hassle Out of Government Reporting With Sage HRMS, you meet the ever-increasing demands of government regulations with efficiency and confidence. In just minutes, you can generate: EEO reports (EEO-1 and EEO-4 reports) EE Reports Immigration verification (I-9) reports 4 Sage HRMS
HRMS Overview Veteran s employment (VETS 100, VETS-100A) reports OSHA,OHS, and workers compensation claim reports Maximize Benefits With Efficient Administration Get the most out of the time and dollars you spend on employee benefit plan packages by providing accurate administration and details to management and employees. Sage HRMS benefit administration features offer: Total flexibility for handling even the most complex benefit plans. Automatic, accurate calculations for employee, dependent and employer costs. User-defined benefits tables that easily calculate and automatically update insurance coverage, premiums, and contributions. Tracking of coverage and enrollment for insurance and 401(k) plans. Avoid COBRA Confusion Sage HRMS takes the hassle out of administering government-required COBRA benefits for former employees and dependents. COBRA features provide: Recipient, eligibility, dependent and cost reports Detailed notification letters Accurate billing statements Mailing labels Limit Access To Sensitive Information Sage HRMS provides both effective and flexible security measures employers can use to restrict access to specific types of information. Use security features to: Assign an unlimited number of user IDs and passwords with access defined for each user. Restrict access by information type and employee classification. Define each user's ability to view or work with particular pages and, in some cases, fields (those with exceptionally sensitive data). Define access by groups such as department, job code, location, and so on. Family Medical Leave Act The Family Medical Leave Act, effective as of August 5, 1993, requires employers to provide and administer up to 12 unpaid work weeks during any 12 month period. For each employee that requests and is assigned an FMLA leave of absence, Sage HRMS tracks the FMLA information the law requires. HRMS Basics 5
Time Off Overview Customize Sage HRMS Sage HRMS provides effective tools and features to customize your system to meet your organization s unique human resource management requirements. Use the Sage HRMS customization features to: Design custom pages to hold specialized information Sage HRMS does not store elsewhere. For example, you might decide to maintain information regarding employee car assignments, credit cards, or security clearance. Set up custom code tables for use with your custom pages to speed, simplify, and validate data entry and to ensure consistency. Develop your own selection criteria with the Criteria Builder. Use Criteria tables to store common employee selection criteria. Establish system security levels to determine which data entry personnel can view, access, or update human resource data. Utilize user-defined fields to store miscellaneous information Sage HRMS does not store elsewhere. Time Off Overview Time Off offers a full set of features for all types of attendance tracking while providing a seamless integration with other Sage products. The attendance tracking system can save you many hours of manually tracking labor, accumulating absences, and summarizing attendance. Use Time Off to: Define your own rules for accruing and tracking employee absences and attendance benefits. Generate management reports and analyses to quickly detect problems with employees or within departments. Manage an unlimited number of attendance plans including regular paid absences such as vacation, personal leave, and illness. Maintain separate, date-sensitive accounting for each attendance plan for fiscal, calendar, and anniversary accrual years. Record absences such as jury duty, medical leave, bereavement, and other compensatory or leave time. Track year-to-date hours available versus year-to-date hours taken. Use hours, days, or other units of measure to track time. Provide an instant, year-to-date snapshot of employee attendance that can help answer employees questions. Carry over unused time into the next accrual year and tracks the maximum carryover hours over the course of one year or a lifetime. Track an unlimited number of attendance benefit plans per employee. Fully integrate with Sage HRMS. 6 Sage HRMS
Sage Payroll Overview FMLA Tracking Capabilities The Family Medical Leave Act, effective as of August 5, 1993, requires employers to provide and administer up to 12 unpaid work weeks during any 12 month period for qualifying events and eligible employees. For eligible employees that request and receive an FMLA leave of absence, Time Off records and tracks the information the law requires. Sage Payroll Overview The Sage Payroll module handles all your payroll (both U.S. and Canadian) record-keeping and calculations, regardless of the size and complexity of your business. Set up and maintain your payroll employees and the earnings, deductions, taxes, and other pay factors used in calculating pay. You can process payroll based on timecards or manual checks, or based on information you add when you set up employees. You can track the results of payroll processing on the displays and printed reports. Note: Any references made to the Sage Accpac Payroll module are equivalent to the Sage Payroll module. Be advised that these terms are used interchangeably throughout this Help system. To access the Sage Payroll Help system, From a payroll page, press F1. From a non-payroll page, click the Help icon, click the Contents tab, and then click the Sage U.S. Payroll or Sage Canadian Payroll Help book. Tailor the System to your Business Set up the earnings, deductions, benefits, advances, accruals, expense reimbursements, and taxes that fit your company today and allow for growth in the future. Set up selection lists of employees for whom you can calculate payroll and perform other processing functions. Create overtime and shift differential schedules that accommodate all types of overtime and shift pay arrangements. Create up to four different classes, or sort orders, to allow you to calculate payroll, sort paychecks, and produce reports for any combination of employees. Create work classification codes that you can assign to employees, and produce reports based on the codes. Define the order in which earnings, deductions, and taxes are to be calculated and the base hours, earnings, deductions, and taxes to use in calculating their amounts. Process Payroll in a Variety of Ways Process payroll based on the earnings, deductions, and taxes you set up and assign to each employee in the Employees online form. Process payroll based on information in the employee record and information entered on timecards to override or supplement the data in the employee record. HRMS Basics 7
Training Overview Enter, process, and post manual check data for an "after the fact" record of checks written manually and issued to employees. Enter and process manual check data and then print and post the manual checks within Payroll using the Payroll Checks online form. Direct Deposit Paychecks Using EFT Direct Payroll, you can directly deposit paychecks to employees' bank accounts. Protect the Integrity of Your Data Several built-in controls prevent you from taking actions that could damage your data. For example: The system warns you if you modify an earning, deduction, or tax that is referenced on a timecard or manual check. If you integrate with General Ledger, you cannot inadvertently leave G/L account fields blank. The system prompts you to enter at least one distribution account set for each tax and each earning/deduction you set up. You cannot delete an employee, earning, deduction, or tax that is referenced in the years of payroll history you opt to keep. Produce Comprehensive Management Reports Payroll provides a full range of reports, journals, and lists. They include: Earnings and Hours Report - Print for a range of dates or print through any month, for a look at employee totals for the month, quarter, and year-to-date. Earnings/Deduction Summary - Print for a range of dates, print current balances, or print through any month, with focus on month, quarter, and year-to-date earning and deduction amounts. Tax Calculation Analysis - Print for a range of dates, or print through any month to focus on month, quarter, and year-to-date amounts. Workers Compensation Report - Print for details about employee wages subject to workers' compensation premiums and the calculated premiums. Training Overview Training is a powerful training management tool you can use to meet all your employer s training administration needs, from the simple to the sophisticated. Make Quick Work of Training Administration Training simplifies the tasks of training administration, including: Tracking demand for training Setting up classes 8 Sage HRMS
Training Overview Managing class rosters Producing class correspondence Tracking skills Track Job Training Requirements If you have employees who require specific training in order to perform their jobs, use Training to define the training requirements for those jobs, schedule the employees for the necessary training, and make sure the training is completed on time. Analyze Training Costs Use Training to track costs for various types of training and to tie those expenses back to employees, jobs, and departments. Track Employee Skills If you also use Sage HRMS you can link training activities to specific skills. As employees complete training their records are updated to reflect their new skills. Demonstrate Promotion of Employee Development Training helps your employer demonstrate its commitment to employee development by documenting training programs and opportunities within your organization. Ensure QS9000 and ISO9000 Compliance Sage Train helps your employer return training requirements for QS9000 and ISO9000 certification by providing documentation of the training programs offered and completion of required training by employees. Limit Access To Sensitive Information Training provides both effective and flexible security measures employers can use to restrict access to specific types of information. Use the security features to: Assign an unlimited number of user IDs and passwords with access defined for each user. Restrict access by information type and employee classification. Define each user's ability to view or work with particular pages and, in some cases, fields (those with exceptionally sensitive data). Define access by groups such as department, job code, and location. Customize Training Training provides effective tools and features to customize your system to meet your organization s unique training management requirements. The Training customization features: Develop your own selection criteria with the Criteria Builder. Use Criteria tables to store common employee selection criteria. HRMS Basics 9
Overview of Sage Employee Self Service Establish system security levels to determine which data-entry personnel can view, access, or update training data. Utilize user-defined fields to store miscellaneous information Training does not store elsewhere. Design custom pages to hold specialized information Training does not store elsewhere. Overview of Sage Employee Self Service Sage Employee Self Service is a web-based, employee self-service, online benefits enrollment, and online recruiting solution for Sage HRMS 2012 that connects applicants, employees, managers, and administrators across the company with automated workflows and internal employee communications using the Internet and company intranet. It consists of the following modules: Employee Self Service Sage Benefits Enrollment Sage erecruiter Sage Information Sharing Capability Employee Self Service provides a central online location for employees, managers, and administrators to securely view, update, and manage important personal and company information, and to process HR and Payroll requests, approvals, and notifications. Sage Benefits Enrollment extends the benefits management capabilities of Sage HRMS by including online open enrollment using the web. In addition, employees can update dependents, beneficiaries, and marital status at any time throughout the year by processing a life event. Sage erecruiter is an online career center that enables external applicants to view open positions, fill out applications, and submit resumes that automatically route to an appropriate recruiter for review. When installed with Sage ESS, employees inside the company can search and apply for open positions as well as refer other applicants for open positions. Sage Information Sharing Capability allows Employee Self Service users to easily share data with other employees in your company. For example, a Human Resources Generalist can extract quarterly turnover comparisons and send them to managers in your company. Employee Self Service provides the View Builder, a versatile feature that allows you to implement information sharing in your company. Open Sage Employee Self Service from within Sage HRMS 2012 To open Sage Employee Self Service from within Sage HRMS, select Employee Self Service from the Quick Launch toolbar and enter your user name and password on the logon page. 10 Sage HRMS