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HR Manage Software - Electronic Job Profiling

Defining the concept

Job Profiling is a generic term used to describe any type of information that defines the inputs, process and
outputs of any job. This may include things like purpose statements, grades, roles & responsibilities, expected
results, priorities, reporting structures, required skills & qualifications, experience etc. associated with the job or
the person doing the job.

Module Description

HR Manage e-Job Profiling is a software system linked to a powerful database and WEB interface. The system
can be used for setting up multiple types of Job Profiles e.g.

• Job Descriptions (to define the tasks and/or responsibilities per job title)

• Performance Agreements / Contracts (to define the outputs or goals per job title)

• Competence Profile (to define the qualifications and competencies per job title)

Job Profiles can be set up with multiple sub-components like KPA’s, Key Performance Indicators, Outcomes,
Activities, etc. All these so called sub-components are kept in different tables in the database. The content of Job
Profiles are not just kept in text boxes but each Job Profile has multiple layers allowing you to drill right down to
the finest detail. It also allows links between the company’s strategic objectives and for example the individual’s
KPA’s. This functionality will allow one to set the system up to support the principles contained in the Balanced
Scorecard.

Because all the components in these Profiles are kept in a relational database it enables one to make changes on
a high level that will effect all the Job Profiles.

Job Profile Library


Job Profiles are kept in “Libraries” for easy maintenance. Once a Job Profile is linked to an individual it can be
customised without effecting the master copy in the “Library”.

The e-Job Profiles can be published on the companies Web site so that anyone can view and print Job Profiles
form the Library. Individual customised Job Profiles can be viewed and printed under each person’s personal
page.

The profile components (e.g. KPAs, Major Outputs, etc.) and the structure of the job profiles are defined and
customised according to the client's requirements. There is almost no limit to the flexibility available in the Job
Profiling module.

Electronic Job Profiling System

Job Profiling forms the basis for multiple HR interventions. Because information on Job Profiles changes often it is
difficult to keep them up to date. With e-Job Profiling this task becomes more manageable with up to date profiles
that can be used for recruitment, induction, training needs analysis, job rotation, multi-skilling, grading,
performance management etc.

HR Manage provides various ways to manage job profiles. Job Profiles can be set up for specific job titles,
profiles can be customised completely for an individual, job titles can be grouped into a job profiling matrix which
allows setting up profiles in a batch or profiles can be customised online as part as a review process (Agree on
outcomes).
Employees can view job profiles from the library. Access can be set up to allow the public or
employees only to view profiles in the library. Profiles can be exported as Word documents.

Job Titles can be grouped together to allow setting up of profiles in a batch.

Profiles can be customised for individuals. This module integrates completely with the
Employee Management module and a whole job profile management section is provided for
each employee.

Personal Development Planning

Each Job Title can be linked to a set of “job specifications” or “job requirements”. These will include skills,
experience, training courses and qualifications that may be regarded as important for that specific job. Job
specifications can be grouped into categories in order to view the requirements as a structured document.

Employees can in turn log into HR Manage Online and capture their own CVs by selecting profile components
from libraries that are applicable to them. The person’s portfolio can then be compared to the requirements of any
job title to see how big the “skill gap” is when using the system for succession planning.

From the HR Manage Online page, employees can modify their own CVs.

Employees can compare themselves to job specifications available in the library.

Information Request & Contact Details


If you would like more detailed information or would like to find out how we can provide a specialized
solution for you, please fill out the following form or contact us with the details provided here. />

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Module Description

Accurate employee data forms the basis of any HR database. With our system it is possible to extract employee information
from the Payroll and maintain up to date records of all employees without having to capture any changes manually. This is a
core module that integrates with the Training Administration, Performance Reviews Module, Leave Administration, etc. All
information in other modules related to a specific employee, can be viewed and managed from this module.

Features

This is the core module in HR Manage that connects all the other modules. The module supports capturing of various types of
information ranging from Occupational information to contact details.

What makes HR Manage unique, is the way it enables users to view and manage information. The Employee Manager uses
our Filter Engine technology in combination with a listing control to quickly and easily view employees. Security is enforced
throughout the application which means that users will only be able to filter out employees that they have access to. Where
most software packages allow editing of single employees, HR Manage provides a method for updating information in batches.
This is applicable to Employees, Job Titles, Training, etc.

HR Manage also has the ability to generate organisational charts. When linking employees to their managers, an
organisational chart can be viewed on the web which will automatically be updated whenever employees are moved under
different managers.
Importing from Payroll

Data from the Payroll will be imported into the HR Manage system with regular intervals. The type and nature of the data that
must be transferred from the Payroll into the HR Management system will be determined by the client.

Normally no salary information will be imported on the HR Management System.

Maintaining data integrity

Occupational history changes

During each update of data from the Payroll the system will check the current Job Title of the employee. If the Job Title on the
file that must be imported differs from the data in the HR Management database the system will automatically save the current
Job Title in the Employment History and save the new Job Title as the current one. This methodology allows users to keep
track of all Promotions etc. that must be reported as part of the Employment Equity Report. This methodology allows the end
user to specify any date in the past and pull a report of the employment profile on that specific date.

Job Title Changes

Job Titles play an important function in the database.


The above links to the Job Title (e.g. Occupational Group, Occupational Level, Core or Support Function) are required for
reporting and maintaining records and producing accurate reports. Because Job Titles are linked to a range of other fields in
the database each Job Title change provides important information with regards to HR functions and reports

Terminations

All the records from terminated employees will be kept in the database for future referral. With the use of “filters” the data from
terminated employees can be included or excluded depending on the purpose of the report. Company specific reasons for
termination can be linked to the Dept. of Labour termination categories so that reporting can either be done according to
company or Dept of Labour requirements.
Organisational Chart

The system will automatically update the organisational hierarchy on the web page allocated for this display. The only
maintenance required is that when an employee is captured on the system the employee must be linked to the relevant
manager.

The organigram can be generated graphically (similar to shapes in Visio) or as text in a tree (similar to folders in Windows
Explorer).
Employee Related Information

Employees have access to the HR Manage Web modules where they can view their job profiles, reviews, training, leave
balances, organigram as well as perform actions like reviewing other employees, apply for leave, etc. Employees can view the
company's HR Policies and Procedures that can be published by the HR department on the HR Manage Website. Documents
can be published in any format (Word, Pdf, Excel, etc.)

Some additional functionality included with the Employee Manager includes:

• Spouse and children details


• Tracking of equipment issued to employees (safety clothing, licenses, laptops, etc.)
• Storing of attachments / scanned documents for each employee
• Membership information for medical schemes, funeral plans, etc.
• Detailed salary information (Basic, allowances, deductions, etc.)
• CV and customised Job Profiles

Information Request & Contact Details

If you would like more detailed information or would like to find out how we can provide a specialized solution for
you, please fill out the following form or contact us with the details provided here.

Open Contact Form & Contact Details.


HR Manage Software - Employment Equity
Reporting
Module Description

A software system that draws information on a daily basis from the Payroll database and shows the current EE
status of the company compared against the set EE goals.

Goals are set on any level of the organisation and these goals are automatically collated into organisation-wide
goals. The actual EE status at any point in time can then be compared against the goals with clear indicators of
where discrepancies appear.

EE reports by the press of a button

The EE Management module together with Disciplinary Management, Payroll Interface and Training
Management forms a suite of products required to generate the EE report in the correct format required by the
Deptartment of Labour.
Download blank previews of the reports as generated by HR Manage:

Employment Equity Report


EE Movement Report

Payroll Interface

The link with the Payroll data is very secure and only allows biographic data transfer.
Typically the following fields will be imported:

Employee Number, ID Number or Passport Number, Last Name, First Name, Race, Gender, Date of
appointment, Location 1 (e.g. Division), Location 2 (e.g. Branch), Location 3 (e.g. Plant), Address, phone
numbers, Job Title, Job Grade, Date of last promotion, Termination date, Termination Method, Type of
Employment (Permanent, Contract, Casual etc.)

Any changes to Job Titles will be saved automatically in an “Occupational History” file that also tracks if the Job
Title change was a “Promotion” in terms of the definition applied by the Dept. of Labour or if it was just a Job Title
change within the same Occupational Level. This ensures a high level of data integrity and reporting accuracy.

Tracking Disciplinary Actions

The tracking and reporting of disciplinary actions is done in a separate data table. The input screen is user
friendly and allows categorising of transgressions into company specific categories. These company specific
categories are linked to the Deptartment of Labour’s reporting categories. This methodology allows the company
to pull reports related to how they want their disciplinary actions reported while on the other hand the same data
can be reported to the Department of Labour without having to re-work any information.

Information Request & Contact Details

If you would like more detailed information or would like to find out how we can provide a specialized
solution for you, please fill out the following form or contact us with the details provided here.

Open Contact Form & Contact Details.

HR Manage Software - Training Administration


Why is it important?

Training constitutes a significant part of companies’ expenses. Most companies do not have any concrete
indication of how this expense contributes towards their return on investment. In order for training practitioners to
provide meaningful analysis of trends, measure return on investment, show the relation between training spent
and achievement of specific company priorities, they need a proper Training Administration System in place.

When training data management is only driven by the need to comply with Skills Development – and Employment
Equity Legislation, the training practitioners will lose credibility and will only be regarded as an “overhead” to
business. It is only where the training practitioner has a proper training data management tool when this
perception of an “overhead” will change and become a key role player in achieving organisational priorities.
Module Description

The “Training Administration Module” is one of the longest running modules in the HR Manage suite and was one
of the first proper training management software systems available in South Africa. At the time, the concept of a
specialised HR software system that can do proper tracking of training and generate SETA reports was
nonexistent. The diagram below shows a high level overview of the process flow supported by this module:

What makes this module different:

• It is easy to use from the “front end” while it supports the real complexities of a business.

• Updating training records can be done in batches. No need to change records one by one.

• Training can be set up with “expiry dates” (e.g. First Aid courses) so that people who are due for re-
training will be “flagged”.

• Advanced grouping of training can take place. E.g. if the Induction Program includes Occupational
Health and Safety but on the other hand Health and Safety is also a “stand alone” module the system
has different ways of linking the two so that duplication can be avoided.

• Advanced features to manage Learnerships and adheres to requirements so that the client can be
registered as an accredited training provider with the various SETA’s. Electronic data can be exported
directly to various SETA’s

• Training sessions can be arranged as “events” with people responsible for the event tracking the
progress and expenses.

• Tracking of training can take place on multiple levels e.g. the course may have modules and each
module can be completed separately with its own dates.

• The “master list” of training courses are organised in a “library” so that maintenance is easy and
duplication can be avoided.

• A separate data table with training service providers are kept. The compliance to accreditation and
BBBEE requirements of these providers are maintained so that valuable reports can be generated to
show the proportion of procurement that goes to various types of providers.

• Links between course names and company priorities: This feature allows the users to report training not
only in terms of the specific course titles, but also in terms of company priorities or categories. E.g. a
report can be pulled on how much money was spent on training related to “Customer Service”. This
report will then include various courses that are linked in the back ground to “Customer Service” as a
category.

Determine Training Needs

An important part of managing training is the process one follows to determine training needs. If this process is
based on an “open menu” approach the training practitioners will end up as “events organisers” were people are
attending exciting training courses based on their selection from an open list but with very little direct relation to
specific skill gaps in their own portfolio.

This module links specific courses required to do one’s work with Key Performance Areas. These will display on a
web page were an employee can log on and see the “gaps”. The selection of training options is more focused and
can be prioritised for the Workplace Skills Plan.

Reporting
HR Manage has powerful reporting capabilities. For more information, go to the SETA Reporting and Exporting
product page.

The supplier will develop any new report required by the user. The following standard reports will be included in
the project:

• All SETA related reports


• All Employment Equity Related reports except the Pay Differentials report that will still have to be done
by the Payroll since no salary information will be pulled into this database
• BBBEE reports

Integrated Certification Module

As an optional extra, the Certification module generates and keeps track of all certificates. Once training has been
completed and signed off, a certificate can be issued and printed directly from HR Manage. The certificate can be
completely customised to either print the details on a pre-printed certificate or to print a complete certificate on a
blank page. All fonts, graphics and layouts can be customised.

For larger companies, there is also a authorisation process that can be activated for certificates. E.g. the first user
requests a certificate for a training record, the Training Manager then Approves the request. At head office the
approved request gets accepted and then issued and printed.

The certification module can also generate and print license cards (e.g. Forklift license cards).

Why not completely web-based?

Flexibility

The HR Manage Training Management module is currently one of the most powerful training administration
software packages on the South African market. The customization possibilities are almost endless with rich
detail, various levels of progress tracking and other integrated modules. Since the Training Module is generally
used only by key users, we decided to develop it as a Windows Application. The module is simple enough to
manage training for smaller companies and powerful enough to manage training for large corporate companies
and training providers.

Performance

Because of the methods and protocols used in web applications, managing large batches of training records and
events is considerably slower than in a windows application. For quick reporting, or during audits, you need to
quickly retrieve training records / employees who received training as reported on the Workplace Skills Plan &
Annual Training Reports. Thousands of records can be retrieved and displayed in a fraction of the time it would
take to display a webpage with the results.

Integrated Modules

The ability to generate and print certificates based on completed training, integration of the bursary module and
managing tracking of batches of training records makes the option for a full web-based system unrealistic. We are
however developing partial web-based functionality where managers can request training for their employees or
where employees can request training for themselves. The main management functionality however remains in
the control of the Training Managers and Administrators.

Information Request & Contact Details

If you would like more detailed information or would like to find out how we can provide a specialized
solution for you, please fill out the following form or contact us with the details provided here.

Open Contact Form & Contact Details.


HR Manage Software - SETA Reporting &
Exporting

General Reporting

All reports in HR Manage can be generated as a wellknown file type that can be emailed. Formats include MS Excel
workbooks, Acrobat PDF documents, MS Word Documents and TIFF images. HR Manage has 3 types of reports
available. The first type includes reports that are pre-designed by the supplier and the end-user can make use of a
“report wizard” where the date range, branch, division, location etc can be changed each time the report is produced.
The report template will however stay the same. (E.g. the reports for SETA’s, EE). These reports are usually saved as
PDF, Word documents or Excel workbooks.

The second type of report is produced in Excel. Data can be viewed in any of the data tables with search-and-find
options. Once the appropriate information is extracted in a data table, the entire table can be exported into Excel by the
press of a button with a what-you-see-is-what-you-get functionality.

The third type of report allows the end user to extract any data from the database and produce it in an Excel
Spreadsheet. The difference between this method and the second type above is that the end-user is not restricted to
only export data that can be seen in the data table, but all the data that lies in the “background” of the database as
well.
Custom Exporting

HR Manage enables users to export any data in HR Manage to Excel. Most filtered lists can be exported to Excel by
the press of a button. If additional fields are required for the export, it can be done via a simple 3-step wizard. This
functionality is similar to "report builders" in other software.

1. First specify what type of data must be exported (Employees, Training, etc.)
2. Then choose from a list which fields must be included in the export and in what order it should be exported
3. Finally, filter the data to export and when satisfied with the preview, simply Save to Excel.

SETA Reporting

We develop SETA reports that can be generated from HR Manage as required by our customers. We keep the system
updated so that the latest version of the various SETA reports can be generated by the press of a button. All SETA
reports formats are reviewed annually and updated if any changes are made from the SETA's side.

The SETA reporting tool uses real data captured in HR Manage for the Workplace Skills Plan and Annual Training
Report. With the powerful features and filters available, it is very easy to go into the Training Management module and
retrieve the actual records that makes up a number on the WSP / ATR.

HR Manage already stores the information required to generate the SETA reports including links to OFO codes, Skill
Levels (Beginner, Intermediate, Advanced), ABET training, Scarce skills, etc. Reports are generated in Excel with each
section generated in a separate worksheet. This enables users to continue to customise the report even after it has
been generated.
Export Packages

The Export Packages feature has just been completed and allows you to set up a custom export for your specific
needs. Export packages consist of the following components:

• Target Format: Allows to indicate if the data should export to an Excel workbook or Text file and how the
fields should be divided.
• Data Sections: One package can consist of multiple sets of data (e.g. Employee AND Training data). If
exporting to Excel, each dataset will export to a different worksheet. When exporting to files, multiple files will
be created.
• Optional SETA Links: A package can be set up to indicate that the data being exported, must be customised
for a specific SETA. This will program to export reference & registration numbers specific to that SETA. The
lookup table codes are also customised per SETA.
• File Layout: The order and length of the header, columns and default values are set up so that it can export
to almost any format required by external software packages such as EduDex.

We've preloaded the file format required for ETDP SETA, but we should be able to export to any other format required
by customising the program from the end-user side. You can even add more SETAs to export to and specify the file
format and lookup codes for each SETA.

When everything is set up, the program allows you to just select the records you want to export and with the push of a
button, everything is exported according to specification.

Information Request & Contact Details


If you would like more detailed information or would like to find out how we can provide a specialized
solution for you, please fill out the following form or contact us with the details provided here.

Open Contact Form & Contact Details.

HR Manage Software - Surveys & Assessments


Module Details

This recently completed module is flexible and powerful enough to be used in a very broad range of applications.
When used as a standalone module, companies can send out surveys to employees, customers or even publish a link
on their website for members from public to complete a survey for general feedback or market research. The module
can also be used in conjunction with our Training Administration module as well as our Performance Management
module.

The system allows for three types of templates:

• Surveys - Normal list of questions with no scoring enabled


• Assessments - Questions with right and wrong answers. After completion, the system marks the
assessment and displays the final score
• Assessments "acting" as Surveys - Looks the same as a survey, but scoring is kept in the background.
Used when integrating with performance appraisals

Features

Here is a list of some of the features available in this module:

• Two different styles are supported:


o Form based - Multiple questions per page
o Wizard based - One question per page with Next and Back buttons
• When completing surveys with lots of questions, the person completing the survey has the option to pause
the survey and finish it at a later time
• Surveys can be completed by a range of different people
o All employees / Specific employees (with invitation)
o People from public / Specific people (non-employees)
o Anonymous (person don't have to supply any personal information)
• Questions (and answers) are stored in a library. Surveys can be created using specific questions from the
library or any number of random questions.
• Surveys that can be completed by any employee, are automatically published on the HR Manage Web home
page after an employee logs in
• Various types of questions are available:
o Multiple choice - Can select multiple answers from a list of checkboxes
o Single choice - Can select one answer from a list of choices (either by checkboxes or dropdown list
control)
o Text - Single line or paragraph
o Numeric values
• Survey / Assessment layout can be completely customised by inserting headings, rich informative text,
questions, page breaks, etc.
• Page headers are customised with client's logo and colour scheme

Performance Management Integration


This module can integrate with our performance management system in two ways. When creating a review process,
certain acitivities can be defined as surveys. During these survey activities, employees can provide feedback on how
their reviews were conducted.

Another possibility is to setup assessments that "act" as surveys. These can be used for employees working with
customers. A "survey" can be sent to a customer for feedback on their interaction with a specific employee. The
customer completes the survey, but the score generated in the background, gets linked to the employee who
communicated with the customer. This same functionality can also be used for 360 degree reviews.

Training Administration module / e-Learning Integration

Employees / learners can complete assessments online after receiving training. The assessment score will then be
linked to the employee and the training record. The assessment form can be set up to contain a number of predefined
questions or the form can be set up to automatically select a number of random questions from the library from
various groups of questions.

The questions can be customised to a great degree. Multiple choice / Single choice questions can contain a whole
paragraph or picture as a possible answer (thus the person chooses the correct paragraph / picture as an answer).
Questions can also contain attachments like pictures or Word documents that can be viewed by the person taking the
test while answering the specific question.

When setting up the questions, all the possible answers are provided as well as a score value next to the correct
answers. This will allow the system to automatically determine the maximum score for an assessment as well as
calculate the total score as soon as the person finish the assessment. The minimum required pass rate can also be
specified for each assessment.

Information Request & Contact Details

If you would like more detailed information or would like to find out how we can provide a specialized
solution for you, please fill out the following form or contact us with the details provided here.

Open Contact Form & Contact Details.


HR Manage Software - Other Modules

Payroll Integration / Importing

HR Manage can interface with almost any payroll so that employees in HR Manage are updated monthly,
weekly or sometimes even automatically overnight from payroll. Importing can be set up between HR
Manage and any ODBC data source. If the payroll is not ODBC compatible, the data will have to be exported
to Excel, Access or some other ODBC compatible destination. This includes SQL Server, exported Excel
worksheets, MS Access database files, etc.
Importing from multiple payrolls is also possible. HR Manage allows for setting up multiple Import Packages
which contains the data source layout, fields being imported and matching of lookup tables. Import results
can be viewed and filtered to see which employees imported successfully and which employees didn't import
and why.

For more technical information about Payroll Importing and fields that can be imported, click here. If you do
not yet have a payroll, we recommend Yellow Payroll as we can integrate directly with this payroll (changes
are live, no importing needed).

Leave Administration

HR Manage now includes a full leave administration system. Leave management is done from the HR
Manage windows application. Employees can log onto HR Manage Online and apply for leave, view their
balances and progress of their leave applications.. Managers can also log on and approve / reject leave
applications. All actions done on this module (apply, approve, reject, etc.) will generate an email notification
that will be sent to all people affected by the action.

Leave Groups can be set up where different rules and work days apply for different categories of employees.
This function is especially useful where staff is located in different countries with different public holidays or
where certain staff work 7 days a week and other only from Monday to Friday. The "recipient groups" can
also be customised for each type of leave. This basically indicates who is allowed to approve / reject a leave
application for certain employees. E.g. Leave Application must first be approved by Manager / Supervisor,
then by HR Department, then by Finance Department, etc.

Certification Module

This module integrates with the Training Administration Module and allows a company to print a certificate
based on in-house training successfully completed. The certificate can be set up to print completely from the
system with certificate numbers generated to print on blank paper or it can just fill in the details on a pre-
printed certificate. Multiple certificate formats / layouts are supported, each with their own certificate number
range.

Certificates can be requested by a user for a Training Record that has been completed and signed off.
Based on company policy, the certificate request can then go through an electronic approval process or be
approved and printed directly. Each step of the approval process will be tracked by who approved it and at
what date and time. Each step has it own security and only certain users can change the status at each step.
Example of approval process:

• Request
• Authorize / Decline (usually by Training / HR Manager)
• Accept / Reject (usually by office responsible for issuing certificates)
• Issued

The system can also be set up to print forklift certificates and license cards.

Bursary Administration & Study Loan Management

Integrated with the Employee Management and Training Administration module, this module manages all
bursaries and study loans for employees and external learners. Training progress can be tracked and scores
can be stored to keep record of achievements. Finally, payment arrangements can be set up and payments
(both payments made and payments received) can be tracked.

Disciplinary and Grievance Register

HR Manage contains a detailed register for capturing disciplinary actions and grievances that can be
grouped in various categories. All important information is captured including Outcome, CCMA information
and Appeal information. Company specific disciplinary categories can be aligned with Department of Labour
categories so that reporting in terms of EE parameters is made easy. (Information will pull through in EE
report)

Document Publishing

HR Manage now enables companies to publish their HR Policies, Procedures and any other documents that
must be available to company employees or even outside parties, on the web. Access to certain folders and
documents can be specified to allow either employees, HR Manage Users or anyone with access to the
intranet. Documents can then be downloaded from HR Manage Online.

Private documents linked to specific employees can also be stored in the database. Those documents will
however only be visible to HR Manage users and not web users.

Complete HR & Payroll Solution


History

In the past, we've tried to join forces with some of the leading payroll providers in South Africa. However,
these attempts never really succeeded because of two reasons. Firstly, the technology used to develop the
payroll software is ancient and secondly, they always had their own "HR Modules" that they wanted to market
with their payroll which caused a bit of a conflict of interest.

As far as we know, there is not one proper complete South African based HR solution available today. The
solutions currently available are either a payroll software with some sub-standard HR modules that provide
basic functionality or a Human Resources software solution that simply imports from one of the existing
payroll software packages available on the market (like we've been doing). The only true complete HR
solutions available can only be imported from other countries.

New Payroll Solution

We've come across a fairly new payroll company that has grown rapidly over the past 3 years. The company
is a Microsoft Gold Certified Partner and their payroll software is developed using some of the latest
technology available and based on Microsoft standards. The friendly user interface has the same look-and-
feel as applications available from Microsoft, like Microsoft Money for instance.

Up to now, we've integrated with all the other payrolls by means of daily, weekly or monthly imports,
depending on the client's preference. However, with this payroll solution, we are now able to offer a
completely integrated HR & Payroll solution. Everything can be accessed via one icon from the desktop,
changes made on the payroll are live and available immediately in HR Manage. We have only recently
started working together, but we will probably do some joint development in the future to integrate further like
to provide an online employee self-service section via our web infrastructure, etc.

About the Payroll - Features and Benefits

Easy to use

• Simplistic easy set-up using our wizard driven interface.


• Clickable Payroll Process Flow Chart Diagram.
• 200+ pre-defined set of transactions including customized transactions around your requirements.

Processing of the Payroll

• Process monthly, fortnightly and weekly employees in the same company.


• Multiple runs on a company for a Specific Period.
• Calculating rate of 0.006s per Employee.
• Manual or calculated rates.
• Unlimited user-defined fields and constants applicable to employees.
• Formulas on rates and transactions.
• Record and accumulate shifts worked.
• Monthly payments, Reconciliation and administration of third party beneficiaries, legislative
requirements and unions.
• Control employee loans with automatic deductions and outstanding balance reports as well as
calculate interest on outstanding amounts.
• Bonus Provision Calculations.
• Error reporting on employees when doing the payroll runs

Flexible

• Sixteen (16) Character Employee Number (alpha/numeric).


• Payroll income, deductions and contribution allocation by Department.
• Allocate employees and transactions to Job code and Cost Centres.
• Allocate employees to pay points.
• Allows you to change the employee code.
• Multiple pay Rates per Employees and overtime.
• Powerful formula engine that utilizes any parameter in the payroll.
• Create lookup tables for transactions like the medical aid.
• Employees can be created with pre-defined Profiles.

Statutory and Legislative Requirements

• UIF (Unemployment Insurance Fund), SDL (Skills development Levies) and OID (Occupational
Injuries and Diseases).
• Multiple tax calculation methods, e.g. periodic, average, directives, part time etc.
• All appropriate tax (SITE & PAYE) calculations done.
• Tax query resolutions.
• We cater for many different types of tax calculation methods, e.g. periodic, average, directives, part
time etc.

Statutory and Government Returns (UIF, EMP201, OID, SDL, and RSC)

• Generate and submit monthly EMP201 (PAYE, UIF & SDL).


• Generate and submit the monthly electronic UIF file.
• OID Returns.

Import, Export , Copy and Paste

• Easy to use Export and import functionality for Employees and Batches for large quantities of
transactions and clocking systems.
• Import from Excel, text, or any HR system.
• Easy to use field mapping capability.
• Copy and paste from Excel into employee list or batch transactions.
Printing, Email and Online Payslip printing facility

• Employees may view, print and save their payslips through the Employee Self Service module.
• Alternatively branch managers may log in to the system and print their own employees’ payslips at
the branch.
• E-mail payslips to the relevant person.
• Preview payslips on screen.
• Print payslips on plain or pre-printed stationery.
• Process payslips directly and view changed calculations instantaneously.
• Well defined reports for reconciliation of companywide payroll expenditure.
• All data stored for 5 years which allows on demand reprinting of all reports.
• Numerous reports can be extracted for use by the customer.
• Well defined preview, reconciliation, and management reports for reconciliation of companywide
payroll expenditure.
• Reports can be exported to Excel, Tiff, PDF or text.

Graphs

• Analysis tools with customizable and self designed graphs and reports.
• Periodic Variance.
• Cost of Employment Summary.
• Cost to Company vs. Cash Payments.
• Earnings and deduction analysis.

Beneficiary and Account Management

• Setup unlimited beneficiaries.


• Link transactions to beneficiaries for automatic account payments.
• Customize action dates on transactions to specify when beneficiaries should be paid.
• Automatic e-mailing of deduction schedule to beneficiaries.
• Split batches and schedule action dates on account payments for better cash flow.
• Transactions of a similar nature can be combined from different companies in singular batches for
download towards your preferred banking partner.

Integrated Bank Payments

• Payments by bank transfer


• Yellow Payroll can credit beneficiaries and employee accounts via our link with ABSA or
alternatively use uploaded files to facilitate the transfer of funds at specified dates.

Payments by bank transfer

• Multiple banking interface options.


• Yellow Payroll can credit beneficiaries and employee accounts via our link with ABSA or Netcash,
alternatively use uploaded files to facilitate the transfer of funds at specified dates.

Transactions

• Set of default Income, deduction, benefit and Company Contribution transactions are created.
• Custom made transactions can be created with ease to accommodate those unique circumstances
sometimes called for.
• More than 100 pre-setup transactions available for use or as templates.
• Base new transactions on existing ones – new transaction will have the same formula and
parameters.

IRP 5/ IT 3(a) Certificates and Electronic IRP 5/ IT 3(a) Certificates and Submissions

• Generate and print of IRP5’s – monthly as well as at year end.


• Electronic IRP5s and IT3 (a)’s.

Time and Attendance Interface

• Facility to interface with external time and attendance (clock card) systems through the text or Excel
Import facility

Generate payroll and cash book journals for seamless integration

• Integrate by expense and / or cost centre to most Accounting Packages.

Employee Self Service

• Selected employees will be provided with access codes to the ESS web page by the system.
• The available functions are:
o Payslips can be viewed, downloaded and printed.
o IRP5 and IT3 certificates can be viewed, downloaded and printed.
• Employees can update their own details – including bank details
Security

• 128 bit SSL Encryption.

• Automatic rollback protects our data in the event of a disconnection while processing.

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