HR Management System™

The Softnology Personnel and Payroll Management system is designed to help companies in any industry, or any size, bring the difficult and often cumbersome task of HR record keeping and government reporting under complete control. Extensive employee information is available at your fingertips, which aids in protecting your company's most valuable asset -- your people! A single key stroke allows you to immediately access key employee information such as salary history, performance appraisals, attendance history, training skills, job history, insurance/benefits, medical updates and much more.

Extensive levels of security can be implemented at the menu, program, company and/or division/department levels. You can even secure the employee pay fields to not appear for certain HR users.

The Softnology Personnel and Payroll Management system is a very comprehensive solution for today's demanding world of payroll and HR. With enhanced built-in functionalities and flexibility of design any corporate can take advantage of features such as unlimited allowances and leaves, unlimited deductions and benefits, salary revisions, and numerous reports to solve their sophisticated hiring, HR and payroll requirements.

Among the outstanding benefits of the Payroll system is its ease-of-use. It is menu driven with pop-up windows, cursor sensitive online help text, and thorough documentation. You will also find the system very easy to implement.

The application consists of three subsystems, which are as following:

  • HR Bank
  • HR Organization
  • Personnel
  • Payroll

Objective
  • Department and Designation wise management
  • Multiple security levels
  • Flexible definition of Allowances to Employees
  • Allowances can be any of a fixed amount or a percentage of basic salary
  • Employee level taxable status for each Allowance
  • Leave balance/limits tracking
  • Federal and state tax tables provided with annual support
  • Local tax tables can be set up

Focus

The optimum utilization by virtue of appropriate management and data analysis have enabled our clients business to not only have things at their disposal but also to have ability to derive benefits from them, thus deriving advantages of:

  • Improved decision making
  • Enhanced operational management
  • Maximized data analysis infrastructure

Solution Overview
The front-end of the system will be desktop-based graphical-user-interface. Which aims to provide extended functionality in speeding up data-entry, usage of short cuts like toolbars, shortcut keys and customized menu options. Studies show a substantial rise in the understanding of the information and subsequently making use of it among users - if the software is able to provide data from multiple angles by the use of tightly integrated forms and report previews. Softnology applications complies all the standards and user-interface methodologies provided by the R&D and Usability Department of the company.

This package is such designed to keep manual entries at minimum and to automate all related updates and computations and at the same time provide instant access to the required information.

Key Points
  • Usability
  • Flexibility
  • Support and Deployment
  • Security

DESIGN OVERVIEW
The system will be built on the latest industry standard, multi-user operating system Windows 2000 Advanced Server. With inherent advance features of Visual Basic 6.0 as its development platform and front-end, the User Interface will be able to ease the entry, navigation and usage of application so easy and fast, that will literally put records, lookups and reports on the finger tips.

Selecting a scalable and dynamic Database Management System ie Microsoft SQL Server 2000 this software package is capable of handling large volume of data with high-speed computation, reliability and security and to establish distributed database architecture among different locations.

This package is such designed to keep manual entries at minimum and to automate all related updates and computations and at the same time provide instant access to the required information.

User-Interface
The system interface will be such designed to make a first-time user use the program with ease and without any help. The user-interface will conform to the Microsoft standards, thus will be similar to other Windows-based applications.

All the primary fields and other fields, which are associated with a single table, will always contain a Lookup. This lookup can be called by either a Hot Key or through Toolbar. The lookup will also provide Incremental Search facility to the user to easily search a desired record.

Database
The program will use the Relational-database to store the data, using Microsoft SQL Server 2000 as its Relational Database Management Tool.

Primary and Candidate will be used to protect duplication of records. All of the tables in the database will be equipped with Data Validation rules and specified Default values, to ensure validity and reliability of data. To provide data integrity and consistency, Referential Integrity will be built into the database.

Integration
The system will be using the online approach to store and update the data. All of the components of the program will be tightly integrated with each other, and the reporting and searching utilities will be retrieving data by merging all the transactions of different modules.

Modular Design
To provide proper maintenance and support for the system, we have designed the system using modular approach. Different types of transactions are considered as modules, each module will usually have its own set of tables. Each module will only update its own set of tables; this policy will help us in controlling the flow of system and identifying/diagnosing the problem.

Reporting
To enable the user to generate a report based on the requirements, the system will provide a dialog box wherever possible so that the user can filter records, change order, or select the nature of a particular report. These options will be hard-coded in the software. Separate Reporting Dialog boxes will be developed for different sets of reports based on the source of reporting data.

Where applied, reports can be filtered on:
  • Document Dates
  • Document Numbers
  • Hard-coded User-Defined fields

Where applied, reports can be generated as:
  • Summarized
  • Detailed

Two-Step Transaction Acceptance Process
Where applied, the transaction forms updates related tables and other modules when data is first entered by a user (who has data-entry rights of that module) and then “Authorized” by another user (who has authorization rights of that module).

Thus, the entered information will only remain in data store until a user with proper “Authorization” rights accesses the module and authorizes that particular transaction in order for it to be updated in all the subsequent and dependent modules.

This Two-Step Transaction Acceptance Process, where applied, also gives you the ability to control the workflow of the organization:
  • Data Entry
  • Authorization

Audit Log
All transaction either inserted, edited, deleted or authorized are logged for Audit reporting and for security purposes. The system maintains field level comparison of old and modified data of each and every record, allowing you to recover what has been changed and when and who made the changes.

Components

HR Bank System
Objective
The HR Bank Sub-System provides the facility to the departments and branches to post their job requirements through a centralized Web and Desktop based system. Job Posting Facility provide the facility to post the upcoming jobs on the websites along with the job descriptions & and their last date of CV submission. The system also generates the Resume Tracking Number, which will help in order to find the current status of candidate.

Moreover, resumes collected by the HR department can also be entered manually into the HR Bank by classification. Candidates who want to post their resumes can also do so by submitting them directly into the HR Bank through a Web-based interface (the interface can also be collaborating with company’s official website). With this facility time and efforts of the company would not be wasted as the system will classify and store the records itself. The system will also provide the facility to search and match resumes with respect to company’s job requirements. The search interface will be fully integrated with HR follow-up and hiring modules.

HR Follow-up module provides the ability to mark selected candidates, place its current status, incorporate evaluation marks and enter recommendations. An easy to user interface will be available to the HR department to search and mark candidates and send automated emails for interview initiation. Post interview details and points awarded to the candidate can also be entered into this module for future reference and follow-ups.

Interview Calls / Regretting Letters are generated and based upon the status assigned to candidates undergoing the recruitment process. The system generates interview calls / letters / next stage call letters as well as Regret letters to relevant candidates. Selecting the option of “send mail” allows there letters to be directly emailed at the candidates email address by the system. The selected candidates will be forwarded to the Personnel Subsystem through the Hiring module, through which the company can issue Personnel IDs, Print Cards, and Attach Photos etc from a centralized system.

Modules

Setup Module
  • Job Type / Classification
  • Client / Department
  • Evaluation Questionnaire Type
  • Evaluation Questions
  • Nationality
  • Religion
  • Work Type
  • Work Sub-Type

Job Requirement Module
  • Web Based
  • Three User Approvals

HR Entry / Resume Posting Module
  • Web Based
  • Resume Tracking Number

HR Search Tool
  • System Recommended Points to each candidate for a particular job
  • Interactive Customized Search utility

HR Follow-up Module
  • Status Change
  • Evaluation Form with Point Awarding
  • Interview Calls / Regretting Letters

Hiring Module
  • Client/Department wise Candidate Placement Record
  • Personal Identity Card printing
  • Picture Assignment

MIS/Reporting Module
Setup Lists

HR Organization

Objective
HR Organization system is basically used for Planning and Budgeting the HR. It covers employee’s Departmental Head Counts, Financial Budgets, Job-Specifications and Vacancy Planning. It is completely customizable to suit any business requirement.

Modules

Setup Module
  • Department
  • Location
  • Category
  • Designation
  • Grade
  • Shift
  • Employment Type [Internee, Contract, Permanent]

Organization Hierarchy
  • Organization Chart
  • Organization Hierarchy levels
  • Roles / position mapping on each level
  • Reporting relationships for each role at each level
  • Vacant Positions
  • Departments Planning (Forecasting Budgets, Hiring plans)

Personnel Information System
  • Personal Information
  • Medical Records
  • Confirmation & Probation Setup

Letter Issuance facility
  • Promotion
  • Salary Increment
  • Termination
  • Warning

Annual Department Budget
  • Head Count
  • Salary Budget
  • Proposed by Department Head
  • Approved by HR Head

MIS/Reporting Module

Personnel System

Objective
The Personnel Sub-System covers employee’s placement, contract, policies, periodic evaluations, promotions, training, career planning and reward management processes. It is completely automated and provides enhanced flexibility to suit any business requirement.

Training Needs Analysis module enables planning and management of employee skills and would cover various aspects from determination of standard skill requirements against jobs profiles, to scheduling training programs for skills enhancement, monitoring their effectiveness and analyzing further training and skill requirements.

Modules

Setup Module
  • Evaluation Criteria
  • Training Programs
  • Skill Sets
  • Skill Set Category
  • Training Type

Personnel Training & Evaluation System
  • Annual Evaluation Records
  • Training Program Records
  • Disciplinary Action Records
  • Achievement/Award Records

Competency-Skill Standard Mapping
  • Mapping and Score definition
  • Role Mapping
  • Training Type requirements

Training Schedule

Performance Appraisal
  • Questionnaire
  • Evaluation Survey
  • Grading and Point System

Termination Module
MIS/Reporting Module

Payroll System

Objective
Payroll Sub-System covers the attendance, remuneration, loans and settlement related processes. The attendance system can be easily integrated with any Bar Code scanning or SmartCard reading systems.

Leave and Allowance Definition modules are completely customizable. Similarly, Deductions can also be defined in the form of slabs and levels to suit any policy or business requirement

Salient Features
  • Location, Department and Designation wise management
  • Multiple security levels
  • Configurable Provident Fund and Gratuity Parameters
  • Flexible definition of Allowances to Employees
  • Employee level taxable status for each Allowance
  • Leave balance/limits tracking
  • Federal and state tax tables provided with annual support
  • Local tax tables can be set up
  • Bank account setup for employees
  • Allowances can be any of the following amounts:
  • Rupees
  • Percentage

Modules

Setup Module
  • Allowance, Benefits & Awards
  • Leave
  • Deductions
  • PF & Gratuity Configuration
  • Checking Bank

Attendance/Timecard Interface Module
Promotion & Increment Management System

Personnel Remuneration Management
  • Checking Bank Definition
  • Allowance Definition
  • Leave Definition
  • Deduction Definition
  • PF & Gratuity Definition

Payroll Management System
  • Overtime Management
  • Transfers
  • Bonus

Termination and Final Settlement Module
Advance and Loan Management System
  • Advance to Employees
  • Short/Long Term Loans

Bonus Distribution Module
Payment Receipt Entry Module
MIS/Reporting Module
Setup Lists

Security Manager

Objective
Manages authority and control of the application through the use of “Function” based accessrights management. Rights are assigned on user groups to create groups of users having multiple levels of privileges.

Modules

Setup Module
  • User Group
  • User

Password Management
  • Change Password
  • Password Standards
  • Encrypted Storage of User/Password

Login Tool
  • Multiple Login Protection
  • Login from Assigned Workstations Only

Logoff Tool
Group Rights Assignment Module
Activity Logger