Human Resources module by Database powered by Page 1
The GTR Human Resources and Payroll modules are a state of the art solution to your H/R Payroll problems. Feature rich with a host of tools our solution will cater to all of your personnel needs. Our modular approach organizes the software into functional units and is described in this brochure. Managing Human Capital to Enterprise Goals The process of managing people by results consists of analyzing and adapting members of the staff to the professional structure called for by each area of activities. Its basic function is to chart and compare the requirements of each process/position with people s professional skills, in order to proactively minimize organizational gaps, in an ongoing effort to optimize goals set by the organization. This process comprises the following modules: Staff Allocation Training Administration Staff Development Skills and Competence Managing by Guidelines The Staff Allocation Process provides a Company with the facilities required for a fast and straightforward way for allocating people to their positions. In this way, parties responsible for the company's functional areas can quantify their requirements over a given term, both in terms of number of people and needed overtime. It allows simulating the increase and decrease in staff, expenses with holidays and leaves of absence, as well as pay increase forecasts and a comparison of forecast versus actual. After planning, the user will seek out the candidates (external and in-house) and can cross-reference several criteria to find the person that fits the desired profile most suitably. The process also manages the entire recruiting and selection process; recording all stages a candidate goes through until being hired by the Company. The Process comprises the following modules: Staff Budget Recruitment and Selection Page 2
Health and Safety at the Workplace Health and Safety at the Workplace is a process concerned with the general welfare and health of the workers when performing their tasks. It involves both physical and environmental aspects, as well as psychological aspects at the workplace, meeting employee requirements with regards to their welfare and satisfaction at work. It also takes in consideration the interest of the organizations on the potential effects to the productivity and quality. It is supported by the: Labour Health module Safety Module Compensation The Compensation process is intended to provide the organization with a view of its structure of positions, careers and salaries, comparing it to the market, aiming to adapt company and payment activities according to the relevance of positions in the organization. The salaries will be available to the Payroll module if this module is installed. Positions and Salaries Module. H/R Information Management The HR Information Management process is intended to afford the manager full access to all information on staff members under his responsibility, as well as allowing the personal access to an individual own information. The modules are: Management Employee Self-Service Modules Page 3
Payroll The Payroll module handles all of your requirements for record keeping and taxation in the United States and Canada. Some of the Payroll processes include: Managing Employees Payroll Processing Managing Benefits and Deductions Vacation, Sick Pay, and Time Banks Taxation Page 4
Managing Human Capital to Enterprise Goals Training Management The Training Management Module was designed to provide your Company with the instruments required to support setting up and maintaining an ISO9000 Program and to turn your Company into an ongoing Learning Organization. To record all aspects of the organization s training programs; the requirements for carrying them out, syllabus, duration, and resources needed, such as materials, instructors and equipment. Records individual training given, indicating reassessment dates. Carries out a Survey of Training Requirements (STR), linking the training programs to each company function and area that requires them, as well as enabling scheduling of training dates. Oversees training calendars and classroom assignment maps. Maintains information about in house instructors. Records training providers (in-house and external), enabling allocation of all available resources (premises, equipment and instructors) to training, for meetings and/or other requirements, preventing conflicts when allocating resources. Provides a decentralized tool for querying and requesting training and grants. Enables assessing the application of each training program, recording the assessments and responses provided by trainees. Page 5
Managing Human Capital to Enterprise Goals Training Management cont d Manages training classes, institutions, and qualified instructors, controlling and allocating course costs. Prepares and issues management charts, such as on hours of training, amounts invested per type of costs and the total amount of people trained over the period. Runs training processes for external personnel with links to the Company, such as third parties, representatives, dealers and trainees. Page 6
Managing Human Capital to Enterprise Goals Staff Development The Staff Development Module provides the tools that enable a Company to effectively plan its employee qualification requirements, detecting points that can be improved through individual tests, processes, or objectives. It allows, by evaluating internal products, improvement of processes, as well as meeting each evaluated point. It sets up the chain of staff replacement, enabling definition for each replacement, identifying the best in-house talent with regard to career prospects, including the redefinition of the entire training plan for all involved parties. It maintains information about employee professional advances for purposes of consults and user-formatted career résumés. Enables formatting and issuing of user-defined evaluations on Performance, Potential, Objectives, All- Round, Job Termination Interviews, Training Evaluations, and defining the appraisers and their distribution. Offers flexibility in the definition of questionnaires including: Multiple question types including: objective (multiple choice), subjective, yes/no, scale and by scoring; Groups of subjects, with scoring and concepts on outcomes; Choice of issue by company, site, hierarchal level, positions, position classes, work team, placements, objectives and internal clients; Form of issuing, which may either be by experience or periodic based on dates of admission, last assessment, promotion, change of sector or position; Enables answering via computer terminal, with immediate system score calculation and automatic reporting. Page 7
Managing Human Capital to Enterprise Goals Staff Development cont d Sets the internal products, suppliers and internal clients, assessing progress and internal development of the organization. Sets up the replacement plan, locating and indicating potential replacements, defining a plan for individual development and achievement for each worker. Allows introducing career data for each employee, such as previously held jobs and inventory of training completed. Allows issuing and formatting of resumes with diverse information from the database. The resumes can be used for supporting transfers, promotions, and assessment and can be provided to former or current employees. Page 8
Managing Human Capital to Enterprise Goals Management by Guidelines (Balanced Scorecard) The Management by Guidelines (Balanced Scorecard) Module provides the tools a Company requires for applying the routing management methodology. Accordingly, the system allows unfolding top management decisions for definitions of objectives into action plans at the application level (employees). It also assesses the points required for qualifying employees, planning actions for meeting company goals, identifying the qualifications required to meet these goals and controlling the goal check and assessment points. Configures the structure of the organization's goals in the Management by Guidelines (Balanced Scorecard), setting up, in each structure, action plans linking the personnel involved, responsible parties and control points, providing an activity-managing tool. Enables Management plans defining objectives and the goals to be reached by their scope (structure of objectives). Defines the parties responsible for each objective, breaking down this objective into execution-level action plans (employees). Action plans are configured according to the 5W, 2H methodology (what, who, when, where, why, how, how much) for defining employee activities for reaching objectives. Enables defining action plans per sector, group of staff members (task force), staff, and employees involved in the actions being assessed. For each action plan, the system allows including control points, updated in user-set periods for checking the plan's progress. Generates and issues charts for monitoring control points. In each plan of action, it enables fitting existing anomalies in the actions, for counteracting them. It permits indicating the training required for personnel involved in the action plan to obtain a successful outcome for the given activities. Page 9
Managing Human Capital to Enterprise Goals Skills and Competence The Skills and Competence Management Module provides the tools a Company requires for effectively planning its employee qualification requirements. It records the skills the Company requires for each existing process, communicating the skills of each employee and relating existing and lacking skills for generating training needs and controlling the organization's human capital knowledge. In this way, the company directs its training requirements to the evolution of its processes and locating existing knowledge within the organization. Enables defining the skills and competences required by the organization; recording the level of knowledge (proficiency) required for each skill and the procedures for qualification. Enables applying skill and competence concepts to positions (profiling skill, competence and knowledge), allowing for employee specialization for a given position. Defines skills and competence required in each company productive process, allowing training multiple-function workers involved in the processes. Quantifies, for each productive area, the amounts (in number of people or percentage) of the skills and competence required, enabling skill gap analysis. In this way, it directs company training towards actual process requirements. Allows associating one or more required training activities to the skills and competence needed by the company. Automatically generate position or processrelated employee training requirements. Relates skills, competence and knowledge to each employee, thereby generating training requirements. Page 10
Managing Human Capital to Enterprise Goals Skills and Competence cont d Allows searching for skills within the Company for each existing process, as well as profiling skills for searching in-house knowledge. Searches the number of people and the level of skill in the organization, allows identification of the most widespread skills and which should receive more investment in the training area. Allows identifying the relationship of each employee to his productive process, guiding training activities. Each position and processes' training requirements are automatically updated whenever a skill/competence is introduced or dropped from the Company-defined profile. Page 11
Staff Allocation Staff Budget The Staff Budget Module provides a Company with the facilities required for a fast, proper provisioning of the human resources it uses. In this way, the parties responsible for the Company's several areas can quantify the requirements they expect over a given term, both with regard to the number of staff and amount of overtime. It allows simulating increase and decrease in staff, expenses with holidays and leaves of absence among others, as well as providing for pay increases related to positions or generally applied, such as deriving from collective bargaining, for instance. Excel spreadsheets are generated to allow responsible parties to check the outcome of their simulations in an easy and objective fashion. By means of this module, the Company can identify amounts already applied in the GTR Payroll for staff budgeting. It is also possible, during the budgeted term; to apply Personnel Budget realized amounts for comparing actual vs forecast figures. Furthermore, it expedites assembling the budget, also enabling eventual reviews and changes, called for by alterations in Company guidelines and pay policies during the budget term. Configures budget periods for up to 60 months. Allows budgeting by cost center, or detailed by sector and shift and further by reporting structure (a functionality of the Datasul Management by Guidelines Module). It also allows setting up new functional structures in the company, valuing its budget accounts. Allows using parameters to run spreadsheets on current personnel of the GTR HR Payroll. Defines the parties responsible for each cost centre/placement unit/shift, ensuring that access to the spreadsheets is restricted to these parties. Page 12
Staff Allocation Staff Budget cont d Runs budget clearance and approval, each responsible party having to prepare budgets meeting a deadline, committing all to the company's budget. Allows setting up several company scenarios, enabling selection of the optimum scenario, as well as providing several versions of each spreadsheet, allowing responsible parties to examine many possibilities. Handles budget events, enabling generation of calculations in several formats, based on the GTR Payroll events, on calculation basis and on fixed values, etc. Enables each company to work out its budget, moving and varying each position as required. Allows handling of forecast overtime over the term. Two types of retuning are possible: spontaneous, applied to a given company position, and general, applied to all members of a given trade union. Directly generate spreadsheets in Excel, simplifies information handling and checking. Enables targeting budgeted values to accounts, for checking results against actual expenditures made by the payroll. Page 13
Staff Allocation Recruitment and Selection (Applicant Tracking) The Recruitment and Selection Module is designed to manage the records of applicants simplifying the search for personnel within the profile specified for staff positions. Information is recorded, with several criteria of selection and processes to help identify as accurately and as fast as possible, which candidates meet the requirements. Records company staff in each functional area with their status. Status may be contract worker, temporary, and probationary Checks the gap between the planned staff and actual staff in the company, generating personnel replacement requirements. Allows, for each position, setting the minimum number of registered candidates, thereby keeping a bank of candidates meeting existing needs. Keeps a record about candidates to fill openings. Information kept includes: prior employment, work done to date, working period, candidate skills, courses taken, intended positions, preferred working hours and documentation about the candidate. Enables searching candidate information in external recruitment sources, like employment agencies and over the Internet. Allows naming in-house candidates to staff openings, providing the entire employee history of the candidate, as well as his/her skills. Handles candidate information for targeting company functions, analyzing automatically or manually the information of the candidate in relation to the requirements of staff openings. Allows querying information on candidates through various search and selection filters, providing different outlooks to the selectors. Page 14
Staff Allocation Recruitment and Selection (Applicant Tracking) cont d For each process of selection, the system registers a staff requisition, stating the requirements for the staff position open, using it to screen the approval of each open requisition, and can condition the selection process to the staff forecast for the company's functional unit. The system links the candidates to each staff requisition process; keeping the candidate's status in each process he/she takes part in. It further records the outcome of testing made by the recruitment and requesting area. Keeps an agenda for each staff requisition, with the entire history of the activities taken for each candidate in the process. Registers all costs of the recruitment processes and staff selection. Customizes and keeps records about exit interviews allowing for recording reasons for dissatisfaction. Controls the expiry of apprenticeship contracts for contracted and temporary professionals and manages the trial period contracts of effective staff. Issues employment contracts for candidate, also generating the relevant payroll data upon contracting. Provides several graphs and management reports, such as staff openings, summary of recruitment activities, applied tests and recruitment effectiveness, etc. Page 15
Health and Safety at the Workplace Labor Health The Labor Health Module is intended to manage company activities related to its medical services. Controls medical examinations (admission, dismissal, periodic, change of function, back to work) of each company employee, scheduling them automatically. Keeps records about all examinations to be performed by the organization, as well as its contracted service providers (laboratories, third parties) and costs. Relates medical examinations to each company functional area, based on existing hazards. Generates the periodic examinations required, as well as recording the outcome of examinations. Registers all components of the company medical service, as well as their functions. Allows consulting and linking to each employee: risks from exposure, additional examinations, working restrictions and medical questionnaire, for reference during medical examinations. Records automatically on individual employee medical files all information related to medical service provided (at first aid stations, working accidents, forwarding for specialized medical service, results of exams made, medical attendance, leave). Automates medical attendance, registering all clinical information (vital signs, symptoms, hour of entrance) and the medical attendance (diagnosis, prescribed medication, forwarding to a specialist, international code of illnesses, type of occurrence, sick leave). Reports all data on medical attendance (prescriptions, clinical certificate, forwarding to specialized medical service and requisition for exams. Page 16
Health and Safety at the Workplace Labour Health cont d Organizes the appointment schedule by preparing an individual schedule for each member of the medical service. Provides a management interface to the labour health area, with queries and graphs about reasons for attendance, medical questionnaire statistics, hours of leave per reason, etc. Also integrates with the Recruitment and Selection Module, issuing and recording admission medical examinations. Allows detailed recording of additional examinations like hearing tests, X rays, etc. Page 17
Health and Safety at the Workplace Labor Safety The Labour Safety Module can be used to establish and monitor a Plan for the Prevention of Environmental Risks, thereby properly controlling hazardous areas in the work place. Maintain records of equipment for collective and individual protection and actions taken towards reduction and elimination of hazards and working accidents. Allows editing company safety standards for quick consult and printing, linking safety rules to protection equipment, activities, company areas, functions, materials, with facilities for displaying the object specified by the rules. Records existing company hazards, as well as displaying their pictures, for preparing the Plan for Prevention of Environmental Risks. Keeps the full description of the physical characteristics of company sectors, like height, length, number of machines, type of climate control, ventilation and illumination, as well as a detailed description. Allows for recording of Hazards, linking them to the required medical examinations, protection equipment used to reduce or eliminate them, the effects of the Hazard on health and equipment used to assess the risk caused, as well as limits of tolerance and recommendations for controlling Hazards. Records the composition of the working environments, linking the sectors that comprise them including: the jobs carried out, hazards present, linking all to the environmental report that detected the existence of the hazard, its sources, intensity, time and form of exposure to the hazard, length of exposure, level of danger, degree of danger to health and detailed description of the hazard. It allows linking a Prevention of Environmental Hazards Plan to each detected hazard, defining goals and actions for eliminating or reducing its intensity, as well as identifying responsible parties. Page 18
Health and Safety at the Workplace Labor Safety cont d Keeps records about company units (like the fire brigade and first aid team, etc.), duly recording their members and meetings held, and also generating training requirements for the members. Records Individual Protection Equipment used by the employees, allowing for data like useful life span, storage site, picture, and a description of its characteristics. Associates in-house protection equipment with its respective supplier, recording its Approval Certificate, certification of registration of manufacturers, as well as renewal dates. Allows evaluating individual protection equipment supplied by a given vendor in order to register its evaluation before being approved for use within the organization. Controls the allocation of individual protection equipment to employees, for replacement after its useful life span has elapsed and issues receipts for such equipment. Records the collective protection equipment available on the company premises (protections, noise baffles and fire extinguishers), displaying pictures, date of installation and characteristics, also generating the inspection program of the existing equipment in the company. Provides a complete record of work accidents taking place in the company (with or without victims), recording the area of the occurrence, describing the accident, injured parts of the body, and investigation. Allows issuing a profile of employees detailing the work environments and exposure to hazards. Totally integrated to the Labor Health and Payroll Modules, it provides added value for companies that use third party work safety services. Page 19
Compensation Positions and Salaries The Positions and Salaries Module records the elements characterizing positions, functions and careers in the organization, providing tools for applying salary policies and controlling their application, so that the Human Resources Area can meet its responsibilities consistently, using administration criteria targeted at optimizing company goals. Implements and updates the positions and careers of the organization, duly recording the skills called for by the function, the knowledge and the various qualitative and selective information required by position. Allows including a table of wages at pegged levels and intermediate ranges, with flexibility for paying according to the trade union, salary region, and competition. Sets up wage policies by cost centre, hierarchical level, and sector, verifying deadlines and raise percentage allowed. Provides tools for including salary proposals for analysis by the Human Resources department, in a decentralized manner. Calculates wage projections with increased social and additional contributions, for verifying the financial impact of salary proposals on the payroll. Allows processing wage management per deadline between the ranges of compensation of the tables of wages. Provides the hybrid model for wage readjustment per skill, generating proposals for wage adjustment by relating employees to the profiled skills and competence defined in the description of positions. Seamlessly integrated to the Payroll Module, updating positions, wages or payment of bonuses. Allows a responsible party to monitor wage policies, through reports and management queries. Allows for career planning within the organization. Page 20
H/R Information Management Employee Self Service The Employee Self-Service Module provides a fast, effective way for employees to access their personal information. By means of individual passwords, the employees can query and can also enter requests to the personnel area (change of address, inclusion in training, in-house recruitment process, authorizations for working overtime). Provides levels of access and security, selecting the processes that each employee will be able to access. Accesses all available functions in the GTR HR modules upon security clearance by Human Resources. Page 21
H/R Information Management HR Management The HR Management Module provides an efficient way to share HR operational functions among all the company's departments. Through a management interface, it provides staff managing parties (managers, supervisors, project coordinators) access to information about the members of his/her team and to processes cleared by Human Resources, expediting and creating an overall department efficiency. Provides levels of access and security for selecting the processes available to each authorized user. Accesses all available functions in the GTR HR module, subject to clearance by Human Resources. Provides access to information about members of the task force, such as training requirements, resume, and profile of skills, etc. Also allows printing system reports according to the same security profile. Page 22
Payroll Managing Employees All pertinent employee information can be maintained. Track historical and demographical data from one screen with links to the Human Resources module. Stored employee documents may be Word, Excel, scanned, etc.. Multiple Vacation and Sick Pay plans may be based on years or months of service and can be accrued based on a percentages or time. Banked time can be easily recorded and tracked. Full compliance for all major banks and the NACHA. Unlimited number of direct deposit banks is supported. A blend of fixed dollar and percentage-based deposits may be established for each employee. All Canadian and US Federal and Provincial taxing authorities. Handles Federal, State, County, Local in the US and EI, QPP/CPP Workers Compensation, Medicare, etc. in Canada. All are table driven and are updated automatically via our on line tax update facility Using our formula based Benefits and Deductions definition you can define virtually any type of employee based benefit and deduction. Group Insurance, Union Dues, etc can be established and modified by individual employee. Supports all statutory reporting requirements including W2, 941, T4, Releve 1, etc. All employee default codes such as, workers comp, vacation, sick pay, time bank, shift, templates, etc are maintained on the Codes folder. These defaults can be overridden when posting time Page 23
Payroll Payroll Processing Payroll Processing is where you post time for you hourly employees, process automatic transactions and deduction, calculate the gross to net, and print or deposit your employee Cheques. Pay cycles can be weekly, bi-weekly, semi monthly, monthly etc. and can be combined within the same run. Time sheets are entered using the Time Posting programs. Post hours, vacation pay, sick pay, hours from time banks, pay adjustments, tax corrections, etc. Create standard or recurring transactions automatically. Transactions for salaried employees as well as standard deductions are created using this function. This function calculates all taxes and user defined deductions. Once completed a full pay register is printed for review. The Gross to Net may be rerun to correct any discrepancies. Manual checks may be processed at any time during the pay run. Missed Deductions may be carried forward to future pay periods. Automatic controls ensure that all required steps in the payroll cycle are completed in the correct sequence. A payroll run may be reversed and rerun as many times as necessary. Bank Reconciliation functions allow you to keep track of outstanding cheques and verify your bank statements if desired Page 24
Managing Benefits and Deductions User defined Formulas allow you to create deductions or benefits that cater to your specific needs. Once a deduction or benefit is defined it can be assigned to an employee. The underlying formula can then be modified for a specific employee allowing for maximum flexibility when defining deductions or benefits Formulas use keywords as aliases to the data dictionary allowing for shortcuts to the database. You need not know the actual database field name, just the keyword Functions can be defined that perform frequently used operations. For example the calculation of the annual salary may be coded as a function and called multiple times within a formula. Reserved words are used to perform a specific function. For example, the word E will return the total earnings for the current check. H:E will return the number of hours associated with the earnings. Use familiar constructs from the Progress 4GL language to build your functions and formulas. The illustrated formula will calculate the annual salary for the employee. SALHOUR is the switch in the employee master file that determines whether an employee is salaried or hourly. If hourly then the annual salary is based on the hourly rate x the hours in a standard day x the frequency of pay. If salaried then the annual salary is the salary x the frequency of pay. Page 25
Payroll Vacation, Sick Pay, and Time Banks Vacation, Sick Pay, and Time Banks may be maintained to handle a variety of plans. Multiple vacation tables can be established to meet your specific vacation plan and can be assigned to employee groups. Service length can be based on pre-defined date in the employee master file. The vacation calculation can be done at user-defined intervals. This allows for maximum flexibility when performing vacation accruals. Payouts can be defined for regular vacation or lump sum payments. Multiple sick pay tables can be established to meet your specific sick pay plan and can be assigned to employee groups. Service length can be based on pre-defined date in the employee master file. The sick Pay calculation can be done at user-defined intervals. This allows for maximum flexibility when performing sick pay accruals. Payouts can be defined for regular sick pay, lump sum payments, or for family sick leave. Vacation and sick pay plans may carry maximums for the year. Time banks can be maintained and can be used to bank overtime, double time, or any other time based transaction. Employees may maintain multiple time banks and can draw on them when necessary. Page 26
Payroll Taxation The Payroll module allows for the maintenance for all taxing jurisdictions be they federal, provincial, state, county, city, etc.. All reporting requirements are handled. Our automatic tax update (to be released fourth quarter 2002) will relieve you of the burden of updating the tax tables manually. All tax factors can be updated via tables. All tax calculation parameters are table driven. All deduction categories will record the taxable earnings that formed the basis for the deduction Supports all statutory reporting requirements including W2, 941, T4, Releve 1, etc. Special forms are printed to blank paper; no more line up issues for end of year forms. Page 27