HR Automation

Solution Overview

Effectively manage employee on-boarding and off-boarding processes, transfers, disciplinary, health and safety, succession, traveling and medical.

Workforce has automated and made a difference in how SME process their payrolls and structure work flows in Human Resource Departments. Human Resource (HR) module automates the human resource processes and helps the HR manage its employees effectively. The HR module maintains human resource information spanning the entire life cycle of the employee from induction through termination of employment. This module also keeps track of the employee’s qualifications, attendance records, performance evaluations and promotion history.

Centralized employee database with ease. Enjoy fast, efficient access to your information.

Key benefits

  • Organize jobs according to titles, minimum remuneration, increments among many other options.
  • Structure the organization according to flow of authority. It’s used to assign job titles to the relevant supervisor(s).
  • Register and maintain employee’s file in their life in the institution. It maintains records such as employee bio data, academic qualification, next of kin, defendants.
  • Maintain the institution payroll. It can accommodate payroll processing for both casual and permanent employees. It has payroll reports such as bank remittances.
  • The system has an integrated module for managing employee’s leaves.

Flexible System Configurations

WorkForce was built with real users in mind — designed to work the way you do and easily configure to your needs. System administration is simple and intuitive, designed for the nontechnical users. No two businesses are exactly alike. Everything from expanding your workforce across the globe, to your company culture can affect how you track and manage your people data.

WorkForce can be easily configured to meet your unique business needs and people processes.

Role-based Security You can protect the privacy of your workforce data by defining system access based on an individual’s role within the organization. Employees see only information that is appropriate to them.

Workflow Workforce conditional workflows are flexible, easy-to-use, and designed to make business process changes more efficient. You select the level of approvals required (unlimited) for each type of change and designate the approvers — by individual or role. Workforce visual workflow makes defining processes simple and intuitive. Flexible business rules can be updated by authorized HR/payroll staff and system administrators including rules such as your company’s jobs, organization levels, deduction/benefit plans, loan types, leave plans, and more.

  • Customize the look and content of the Workforce homepage, including inserting your company logo defining colors, adding content — including text, links to websites and e-mail addresses, files, images, and more.
  • Add new data fields, change the label of data fields, or hide fields.
  • Experience flexible, intuitive methods for setting permissions.
  • “Test-drive” configurations before applying them.
  • Use drag-drop functionality for the placement of configured fields on a page.
  • Include newly configured fields in reporting via Workforce robust business intelligence solution.
  • Add fields that can support languages that use double-byte characters (e.g., Chinese).
  • Reconfigure Workforce over time without technical intervention.

Performance Management

Ability to create custom performance evaluations and Assessments.

The system enables a systematic and periodic process that assesses an individual employee’s job performance and productivity in relation to certain pre-established criteria and organizational objectives.

Appraisals management: This sub-module is used to manage employee appraisals which is a common HR function to monitor employee performance and productivity. Major menu items in the appraisals management include:

  • Appraisal periods which enables the creation of assessments at a specified time.
  • Goals which is used to define the objectives the organization has in place.
  • Competency details captures the skill required for a particular position.
  • Appraisal forms is the interface where one fills the evaluation form. It includes goal sheet scores, competency, final score, self-appraisal and feedback.
  • Goals and Competency appraisal assignment enables the allocation of certain goals to specific group of people or individual employees.

Employee Lifecycle Records

  • Personnel Administration
    This provides the functionality to perform direct employee related data manipulations. From adding, editing and searching for an employee record.
  • Employee Relations
    In this module, an infraction can be files against a specific employee. This infraction is then used to form pending cases or intervened employee cases.
  • Employee Termination
    It is in this semi-module that a termination can be created against a certain employee. The termination is then approved. If an exit interview is part of the organizational policy then it is also recorded in this sub module. An exit interview report is then generated
  • Acting Appointment
    An acting appointment is created in this sub-module. An acting appointment report is then available depending on the user rights assigned.
  • Incident Management
    Is used to capture incidences that are HR related. The incidences are then Categorized and the report on the same is obtainable as a whole or as a filtered report based on the incident type.

  • Employee Transfers
    From this module an employee transfer can be initiated, approved and effected. Status listings of the transfer process are also available e.g. approved, pending and declined employee transfers.
  • Succession plan
    For organizations that adhere to the succession plan strategy, the functionality is accessible in this sub-module.
  • Employee reports
    This is sub-module has several of the standard employee reports such as ; Employee basic List, Employee list by employment type, Employee list by employment status, Casual list and Employee list by department among others

Multi Country Payroll

Centralize payroll processing for both permanent and casual employees for multi branches, companies and countries.

Flexible payroll Configurations

This has several menu items that deal with different configurations so that the payroll can run efficiently. Just to list but a few of those configurations.

  • Payroll configuration enables to structure the payroll according to the constitutional and company laws.
  • PAYE Tax Bracket allows to input the tax bracket according to the laws similarly to the NHIF Tax bracket.
  • Non-cash benefits are awarded to the employees for private use hence taxed. They are constituted according to the company laws.
  • Allowances are defined here according to remuneration laws.
  • Commissions are incentives to employees for successful completion of a project. They are done according with the laws.
  • Sacco involves employees who are members of Sacco and their contribution are made before net salary is made    similarly to cooperatives.
  • Custom parameters include any other deduction made to the salary and is not defined above.
  • Relief is any deduction made to a certain liability.
  • Pension is a regularly fixed contribution towards the retirement of a person.
  • Payment modes are the different methods used to pay employees.
  • Pay frequency is the number of times payment is often done.
  • Financials involves setting up the official payments records of employee done by selecting the person.
  • Currency involves the general accepted modes of payments.
  • Account codes are numbers assigned to payroll books of accounts.
  • Payroll parameters are measures used in defining the payroll process.
  • Parameter category enables to show the net effect of the measure to the net salary of an employee.

The payroll module automates the pay process by gathering data on employee time and attendance, calculating various deductions and taxes, and generating periodic pay cheques and employee tax reports. Data is generally fed from the human resources and time keeping modules to calculate automatic deposit and manual cheque writing capabilities. This module can encompass all employee-related transactions as well as integrate with existing financial management systems.

Time and attendance

Make strategic HR decisions based on accurately reported data

The time and attendance module gathers standardized time and work related efforts. The most advanced modules provide broad flexibility in data collection methods, labor distribution capabilities and data analysis features. Cost analysis and efficiency metrics are the primary functions

Flexible Register Management

Create registers based on shift allocations made in the previous sub-menu. There is also the option to upload data from an externally created attendance register and upload it into the system but it has to adhere to the already existing formats pre-defined in the system

Attendance Reports

Unlimited default reports related to time and attendance. They include; attendance logs, attendance register, casuals’ payroll master and casuals’ bank report.

This is where the different shifts with their respective codes are created. The ability to then define the shift code either by jobs or section is available. The employee shift schedule then allows for specification of which shifts employees need to attend. There is also an enhance feature where a shift schedule can be uploaded if created in the specific formats that can be provided in prior. Allocations on abseentism, casuals, and overtime are made from this sub-module.

Recruitment & Sourcing

Built-in interview assistant will allow you to conduct structured

Online recruiting has become one of the primary methods employed by HR departments to garner potential candidates for available positions within an organization. Recruitment: This sub-module is used to streamline the employee recruitment process. Job openings can be created and managed in this sub-module. This can also be integrated to ensure when a vacancy is posted it posts to the company website.

A candidate bank is created and based on a set criteria an interview list is automatically formed. Interview results can also be posted on this sub-module. An approved candidates list is then formed from the interview scores.

  1. Job Openings
  2. Applicants List
  3. Interview List
  4. Interview Criteria
  5. Interview Score Sheet
  6. Interview Result
  7. Approved Candidate

Travel & Medical Claims management

This sub-module handles the claims that are related to employee. financially related claims. The claims may be pre-issued or post-issued. The default reports set currently are the employee medical claims reports and employee travel claims reports with a framework customize the more reports.

Claim types: where all the claim types are defined.

Destinations: In here all the possible destinations are defined. This are the destinations that will have claims done against.

Destination Categories: The categorization of destinations is done here. E.g. Local, regional, international etc.

Expense Type: This is the menu item where the different expense types are specified.

Claim Limits: Here the claim limits can be done using the different aspects such as claim type, job grade and destinations. The limits are used to limit expenditure through claims.

Manage Claims: In this menu, the claims that employees post can be edited, approved or even rejected

Employee Self Service Portal

Workforce solution provides employee self-service, letting them login and view important information regarding their insurance plans, financial benefits and options, banking and tax details, employee time off and holiday calendars, as well as a knowledge base of informative documents.

The employee self-service module allows employees to query HR related data and perform some HR transactions over the system. Employees may query their attendance record from the system without asking the information from HR personnel. The module also lets supervisors approve O.T. requests from their subordinates through the system without overloading the task on HR department.

A second wave of empowered employees to take more responsibility for their jobs and development. Career planning, skill profiles, learning, objective settings, appraisals and more and more analytics

Leave management

Suits your local and international policies, dates and calendaring.

In this module, the different leave types are defined. Leave applications and approvals can be done in the same sub module. Leave entitlements can be specified based on employee types and groups can be defined. Leave Balances can be imported using the predefined import formats in the inception period of the system. A leave summary window is also available and can drill down to the summary of an individual employee.

The leave management module is integrated with the time and attendance system such that approved leave requests automatically appear on the employee’s time sheet. Leave reporting for time and attendance employees should be reported through the employee’s time sheet with the same business rules in effect for reporting and accruals.

Leave alerts and notifications

The leave management module supports the automated notifications to employees based on a distinct list of events. The events / notifications are as follows:

  • End of reporting period reminder
  • Employee notification that calendar was modified by someone else
  • Calendar approved / disapproved notification to employee
  • Year-end transfer is available
  • Employee delinquent in submitting leave usage

Training & Development

When you need to centrally manage, plan or staff a training program, training module keeps your programs and employee progress.

To create and manage employee training related information this is the submodule to use. It consists of functions such as; defining training courses, training modules, training groups and periods. Trainers to carry out the various trainings are also registered under this sub-module.  Training schedules and scheduled courses also form part of the sub-module. Approval of trainings is also done in the sub-module.

HR Workflows

Workforce saves time and reduces administration because anyone you authorize can process work events from anywhere — including your mobile devices. Workforce automatically routes changes for approval through predefined “workflow processes” for business activities.

  • Hiring, rehiring, or terminating an employee.
  • Reviewing and approving staff leave requests.
  • Changing any employee work-related information — job, salary, etc.
  • Conducting salary and performance reviews.
  • Updating/analyzing employee compensation.
  • Maintaining employee earnings, deductions, and benefits.

On-premises, Cloud, or Hybrid

ON-PREMISES

If your organization has already invested in existing servers and systems, or if you have other business considerations mandating the use of an on-premises solution deployed behind your company firewall, the traditional Workforce on-premises deployment approach is right for you.

CLOUD

Cloud-based HR management provides SaaS flexibility associated with licensing and scalability (such as the ability to easily expand storage, or to add or decrease user licenses as necessary) — without significant capital investment and incremental resources to support it. In addition, cloud-based solutions offer inherent remote access to company data, and flexible monthly billing. Powered by the Microsoft Azure cloud platform, Workforce delivers additional redundancy and automated third-party backup that offers greater protection against data loss or theft.

HYBRID

With Workforce, organizations can leverage their existing on-premises technology investments and take advantage of an award-winning HR management solution running in the public cloud or a private cloud, as needed. Further, workforce cloud can be seamlessly integrated with existing on-premises systems like an ERP or CRM, such as SAP or Microsoft Dynamics GP and AX. Conversely, an on-premises deployment of workforce can be integrated into existing cloud-based business applications, such as Salesforce, Microsoft Dynamics Online or NetSuite.

Workforce saves time and reduces administration because anyone you authorize can process work events from anywhere — including your mobile devices. Workforce automatically routes changes for approval through predefined “workflow processes” for business activities.

Implementation Services

FieldWorkX Management consultation, system configuration, training & rollout.

Choosing the right FieldWorkX system is the first step toward building a high-quality, vigorous FieldWorkX environment. Real success and business value is realized when the product is fully adopted and utilized by educated users in your company.
Our implementation services ensure your FieldWorkX Cloud system is set up and configured to suit your business practices and users—quickly.

We help you identify, introduce and manage your system in the following ways:

  • Accelerated implementation time – get up and running in just a few weeks
  • Training, resource materials and tutorials delivered online or on-site
  • Improved delivery efficiency with pre-assembled and pre-engineered components
  • Enjoy higher quality delivery via process templates, tools, and accelerators
  • Benefit from fast access to timely solutions and technologies

Technical support for open source users

Protect your FieldWorkX software Management investment by using Software Dynamics Africa support services. Our versatile and dedicated worldwide support teams offer a flexible and customizable support experience based on the level of service you need.

Wherever you are, we are here to help you—with support offices in the Africa, EMEA and India. We provide follow-the-sun coverage to manage your support needs.

Support Services

We provide implementation, training, customizations and management consultation.

Services

Software Dynamics Africa is dedicated to the success of our customers. We deliver high quality products, services and outstanding business value. Get the most from your investment by using services tailored to meet your unique business needs.
We offer flexible, knowledgeable customer support and system maintenance. Use our expertise and enjoy the freedom to focus on what matters most to you—serving your clients.

Customize FieldWorkX Cloud to suit your needs.

FieldWorkX Cloud is a robust, full-featured WorkForce Cloud system. Because each organization has different needs and reporting requirements, FieldWorkX Cloud is highly customizable.

We can extend, add or change existing features to suit the needs of your company in a cost-effective way.


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