Human Resources Record Management System

There are two versions of a new UK online Human Resources record management system, with an optional time log system, that can be added as a module, or purchased as a standalone system for SME’s.

The first is a simple to use HR software solution for recording staff details, from a recruitment phase with supporting documents, through to full employment status and eventually as a leaver. Once in an employed status the system gives a checklist for the registration of key documents such as passport/driving licence, with dashboard reminders for HR staff of missing documents. And of course, employment history can then be built up over their career, from performance reviews to disciplinary, to training, health and achievements. HR can also set review or review for destruction dates in the future for document types brought into the system, to come in line with company document retention policies.

The control and access to employee records is controlled via roles and permissions, so only validated staff can see all records – such as the HR Manager- whilst individual staff can have full or partial access to their own records, as required by company policy.

A module that can be integrated with the core online HR information system -combined with Self Service- is the Time Sheet system. This will allow employees to compile timesheets on, say, a daily basis, noting time as standard or overtime, and with a notes facility to record sick or other absence. Once ready, possibly on a weekly basis, the time sheet can be submitted for approval via workflow. Employees can then see the status of all submitted time sheets, such as approved, awaiting approval, if they are rejected or cancelled, and when they are processed for payment.

Finally there is a Time Log system module, which can be incorporated with the Self Service module, that will let staff record in and out times (including breaks). This module can be purchased as a standalone system, for small SME requirements.

Being a private cloud system, hosted at a UK data centre, security for stored HR records is a key element in our solution. Staff can access the systems, with relevant permissions, from anywhere they have an internet connection, especially relevant in the Self Service module. Full system functionality is available on all devices tablet sized upwards.

Each system features the intuitive colour icon interface that has proved popular with current client users. Ease of system use is key for any system, to ensure that all users, irrespective of experience with screen based systems, find the functionality useable. Communication to users of any allocated tasks, is carried out via email, with a daily reminder as to any outstanding ones.

Being UK private cloud, means that customers do not have software or storage overheads or costs for their solution to be concerned about – this is provided as part of the monthly service. Users simply get secure access to the system via a shortcut on their screen.

Main systems will always go through a detailed System Specification stage that will confirm what functionality and customisation to the software will be delivered, which client signs off. A test version of the system will then be supplied to client for their own testing before a go live date is agreed.

All main product systems follow the same pricing structure – a low set up cost that includes customisation of workflows, reports, and the inclusion of client logos where relevant. Training for customers is via videos recorded using an approved test version. Customer Support is all via a separate web portal and importantly includes a number of hours of useable time that clients can use for any purpose, including small system changes.

Major system changes required after system go live are handled under Change Management, detailing the specification of the solution development and cost in advance of production.