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In addition to the features
explained in the earlier sections of this booklet, a number of additional options are
available for organisations that wish to integrate more of the human resource management
functions than can be easily achieved with the basic Wage Easy Payroll. Wage
Easy supplies an HR Extension Option that will generally meet the needs of
organisations up to 2500 employees. For larger organisations with a significant HR
management staff, several comprehensive HR and OH&S Management Systems from external
providers can be supplied for integrated operation with Wage Easy Payroll.
HR Extension Philosophy
The basic Wage Easy Payroll program is a complete payroll system which also has the
facilities to manage HR functions associated with payroll and other employee focused
administration. The HR Extension Option takes Wage Easy Payroll to the next level, with
the addition of further staff administration features and enterprise reporting and
management tools.
It is designed to be flexible and can be moulded to fit the
unique needs of each organisation, with an emphasis on facilitating the processes of human
resource management. This is made possible by the careful design which provides a
framework of around fourteen broad information areas, into which the user can set up the
required categories. In most information areas, these categories can be further divided
into detailed divisions, then free-form fields. This approach allows the maximum
flexibility, and yet simplifies operation as the established categories and divisions can
be selected from drop-down lists in day-to-day operation.
The HR Extension Option allows consolidation of information from multiple sources and has
storage capacity limited only by the system hardware. This enables centralised analysis
and trend tracking of health and safety risks and incidents, skill levels, and grievances
for example. Most HR pages have smart filtering and grouping options that allow instant
reports with answers to questions such as 'Which employees can speak a language other than
English?' 'How many vegetarian meals are required for the Christmas party?' 'Who has a
first aid certificate, and when do they need to be renewed?' Report data can also be
exported to common desktop applications or management information systems for publication
or further analysis if required.
Career path development is a key feature from the employees' perspective, and the HR
Extension Option has several pages devoted to issues used in the career planning process.
From an organisation's perspective, several process tools can be used in managing the
employment cycle and succession planning. Several pages that focus on qualifications,
skills and training allow competency management and skill matching for staff appointments.
The HR Extension Option enables full tracking of positions within the organisation
including current incumbents and position history. The system works with job sharing and
people filling more than one position. Additional flexible user defined fields can be set
up in the Key Data page, with the system limited only by the imagination of the user.
Flexible and custom reporting options are easily implemented and common user defined
queries can be easily downloaded from the Wage Easy web site. Clearly, the HR
Extension Option will significantly reduce the complexity of managing staff and
organisational functions, with a considerable increase in accuracy and reduction in
administration time.
Career Management Tools
The inclusion of the HR Extension Option in Wage Easy Payroll causes the display of two
additional sections in the employee file and a range of additional options on the HR menu.
The Career section in the employee file contains a number of pages that provide the key
information required to work with an employee in managing their career.
Information about the current abilities of each employee can be recorded in pages that
focus on qualifications obtained, licences held, training undertaken, and other specified
categories of knowledge, skills and attitudes. This information is often used in career
path development, work process design, and compliance with safety or legal requirements.
For example, gaming venues may need to monitor licenses for gaming attendants and security
staff, community health centres may need to record nursing or other medical qualifications
and driver licenses for home visit staff, hotels may like to schedule customer
communication training for all contact staff, and any organisation may like to track staff
with demonstrated leadership skills.
This type of information can be collated into organisation reports or filtered to assist
in the skill matching process for job selection. In each case, reports with employees
grouped or filtered (selected) on the basis of skill category or licence type for example,
can be easily viewed or printed. Reports can also be generated to assist in the process of
organising training courses.
Information can also be recorded in areas that directly assist at a more personal level of
career planning, job selection and performance monitoring. In particular, the performance
review tools allow recording of review information, management of review outcomes
including hierarchical sequencing and classification of items, and administration of the
review processes. A similar set of tools is available for management of disciplinary
action.
Career aspirations and career development plans can be recorded in relation to each
employee. In addition to the usual categorisation options and free-form fields available
to record this information, this system allows for the nomination of a weighting to
various items to allow prioritisation and career path optimisation.
The position information system allows the recording of useful information on both an
employee level and as an organisation structure management tool. At the core of this
system is a hierarchical tree structure containing details of all positions within the
company. Position details that may be recorded include position description information
such as skills, roles and responsibilities, organisational relationship to other
positions, contact details and free-form notes. Organisation listing reports can be easily
generated as can reports to enable skill matching between positions and current employees.
A full position history may be kept for all employees.
Organisation Tools
The second group of HR management facilities made available via the Wage Easy Payroll HR
Extension options focuses on broader organisational functions such as health and safety,
group management and property tracking. These facilities are structured in a similar way
to the career management tools, and therefore have flexible categories and details, and
allow report grouping and filtering in order to maximise management options.
The Groups feature allows for identification and tracking of group members within an
organisation. It can be used to record membership and details of external organisations
such as professional associations, and for supporting the operation of internal committees
such as a Safety Committee or Social Club membership. A record containing group details
such as name, location, description and notes may be kept for each group. Individual
employees are nominated as belonging to a group by selecting the group from a drop-down
list. Reports such as group membership are easily viewed or printed.
One of the keys to the ongoing survival of any business is successful management of
occupational health and safety (OH&S). The HR Extension Option enables detailed
recording of safety incidents and management of remedial actions. Inbuilt reporting
functions allow for automatic preparation of statutory notification reports and OH&S
risk analysis.
The Medical facility is designed for tracking specific and known medical issues ranging
from dietary requirements and blood group to allergies and know health risks for
individual employees. Like most areas with the HR Extension Option, the categories and
details can be chosen to suit the processes used within the organisation. Employee medical
lists may be viewed or printed, and grouping and filtering features allow identification
of employees meeting specific medical criteria.
Management of grievances is facilitated from both an organisational and employee
perspective, with the ability to keep detailed records at the employee level. From these
records, individual and prioritised grievance management reports can be generated along
with organisation wide reports useful for trend analysis of issues within the
organisation.
Where required, employee vehicle details can be recorded, and there is no limit to the
number of vehicles per employee. Vehicles can be categorised as required, by car or
motorbike for example. Organisation wide reports can be easily generated and a full
listing sorted by category and registration number may be very useful for office car park
supervision for example.
A similar process may be used to track the issue of company property to staff for work
and/or personal use. Again, an unlimited number of category and detail levels can be
established to enable easy monitoring of issued property. Typical categories include
laptop computers, mobile phones, uniforms and even cars. Individual employee records can
then be used to hold the issue date, serial number, and any other special condition for
example. A special feature of the property access system is the automatic calculation and
display of the current depreciated value of the property. This feature can be useful, for
example, on termination of an employee when the employee can keep the property on payment
of its residual value.
One of the most flexible features available with the HR Extension Option is the Key Data
page. This can be used to record and monitor any useful pieces of information that are not
catered for within the other pages. Specific categories and details can be created to
monitor any information item, and there is a choice of inbuilt field types including
yes/no check box, number, date or dollar. One example of a Key Data category may be to
record to completion of a criminal record check on employees in the childcare industry,
and in this case, the number, date and checkbox fields may all be used. The filtering and
grouping functions can then be used to generate reports for controlling these key areas
across the organisation.
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