HR Processes

The modern Human Resources Organization and the effective HR Management is based on strong, simple and effective HR Processes. The HR Processes are always divided into the functional areas and the HR Managers are responsible for the design, development and re-design of the HR Processes as the HR Strategy can be implemented.

 

The HR Processes are the basis for the management of the client satisfaction with Human Resources. When the clients understand the HR Processes and how they are connected and how the HR Processes interact, they feel comfort and the satisfaction level increases.

The modern HR Processes are measured and constantly monitored as HR identifies the gaps in the processes and it brings the real improvements for the benefit of the organization.

Main HR Process Areas

The modern HR Processes are grouped into logical HR areas as they provide the value added to the internal and external clients. The main HR Process Areas are:

  • Recruitment and Staffing
  • Compensation and Benefits
  • Training and Development
  • Career Development
  • Talent Management
  • Leadership Development
  • HR Controlling

The real art of Human Resources is in the right connection of all processes as they provide the right support to managers and employees in the organization. The role of Human Resources is about keeping the human capital competitive on the market and the logical grouping of HR Processes helps to connect and manage the individual processes.

Each organization divides the HR Processes differently, but the main HR Processes are always in the same group in each company as it is the market HR Best Practice.


Sage X3 People

Simple, flexible, yet powerful Resource Management software

  • The software can be accessed online as well as from mobile devices
  • Can be fully integrated with the Sage X3 software
  • Providing access at all times and from all places, the software is perfectly suited for a mobile workforce
  • The software provides self-service HR services that ensure higher employee retention

Sage X3 People was earlier known as the Sage HR Management (HRM). This system is a simple and flexible HR management solution that is ideal for mid and enterprise-sized companies. The system can assist the companies in achieving more control over the workforce costs, helping increase the overall efficiency. Integrated with Sage X3, the software solution can provide more exhaustive and accurate data for multiple business units and locations. Users can access Sage X3 People both online as well as through their mobile devices.

Sage X3 People is the perfect cost-effective integrated payroll solution for Sage X3 customers. This software can also be used as a standalone HR management system that also offers self-service capabilities to businesses in the healthcare, servicing, distribution, and manufacturing industries.

Forward-looking solutions with the latest in technology

The Sage X3 People software includes new technological components that are widely recognized as the most forward-looking advancements in the industry. These advancements cover multi-bowser and mobile usage, cloud database integration, document management, web service development, and speed search.

User-centred design

Our futuristic technology designs help in increasing the collaboration and overall visibility in your company. The self-service capabilities and user-centered design provides the managers and the employees with an easy access to required information at all times and on all devices.

Multi- browser, multi-OS and multi-database

Sage X3 People is compliant with HTML5, because of which, you can access any popular web browser like Opera, Safari Google Chrome, and Microsoft Internet Explorer.

The system is also compatible with a number of operating systems like Windows, Linux (Red Hat), or Unix (AIX) as well as either Microsoft SQL Server or Oracle databases.

Multi-user performance

The system has a robust N-tier architecture that consistently delivers high performance, even with hundreds of concurrent users.

Functionality

Personnel Administration:
A functional structure adapted to multiple entities and decentralised organisations;
Fully detailed employee records with complete history;
Pre-on boarding file and data review;
Generates contract and legal documents;
Manages concurrent contracts and multiple occupations – part time, seasonal activity, entertainment;
Monitors and provides alerts for health check-ups, work permits, and regulatory authorisations.

Payroll:
Payroll preparation, statutory declarations, and annual reports;
Accounting and payment management;
Back-pay and regularisations;
Adherence with training, expenses tracking, and time and activity management.

Total payroll and budget forecasting:
Budget planning, portfolios definition, and segmentation through companies, subsidiaries and branches;
Scenario definition, comparison, revision and reforecast;
Definition of detailed assumptions and global assumptions;
Variance analysis, operational indicators and KPI analysis, drill down from figures to detailed commitments.

Time and activity management:
Forecasting and tracking of work-hours and costs;
Attendance monitoring – such as leave, illness, and accidents;
Management of work-hours, shifts and cycles, bonuses, absenteeism totals, and leave entitlement calculation and valuation;
Generates predictive calendars or attendance-history reports.

Skills and competencies management:
Skills and competencies tracking and mapping among employees;
Strengths and improvements analysis by company, subsidiary and branch;
Job, role and mission definitions, with skills requirements and compensation package;
Performance management: skills assessment, training programs, and skills transfers planning.

Training Management

Training budgets:
Budget wizard to define training plans and budget;
Training needs, requests, and auto detection;
Gross training costs calculation and budget control.

Training programs:
Training path, organisation, and tracking of training actions;
Training catalogue accessible within the self-service portal.

Appraisals and interviews:
Appraisal of goals and achievements;
Performance assessment tools;
Skills review and training requests collection;
Provides a framework through the self-service portal for an interactive dialogue.

Profit sharing:
Involve and reward employees for the company’s successes and performance;
Calculate the distribute incentives and profit-sharing between employees;
Publish automated letters to rewarded employees.

Expenses management:
Expenses life-cycle management;
Online forms and refund procedure;
Promote, check, and control travel expenses policy;
Full process of approval workflow, payment, and accounting.

Analytics, reporting, dashboards:
Built-in decision making tools with ability to query from any level: company, subsidiary, branch, and any module;
User dashboards and intelligence with standard KPIs covering workforce, contracts, attendance, leave, and compensations;
Library of pre-defined reports that centralise data and delivers on demand;
Expand the core analytics capabilities with business intelligence options like SAP BusinessObjects;
Extensive library of business-oriented statistical reports, SQL query builder. and Sage graphical query builder.

Need more info or would you like to book a free demo? Contact me:


Employee Management by People Payroll & HRIS

Employee management is your first concern if you are a supervisor or manager at work. Effective management and leadership of employees allow you to accomplish your goals at work. Effective employee management and leadership allow you to capitalize on the strengths of other employees and their ability to contribute to the accomplishment of work goals. Successful employee management and leadership promote employee engagement, motivation, development, and  retention.

The VIP People application has been designed around an ‘Entity‘ concept.

This module allows you to

  • Allows you to create multiple records for a single person
  • Use built-in checklists to create new employees and terminate existing ones
  • Move employees between companies, company rules or policies easily with the employee transfer wizard, and much more

Employee Screen

The following Actions are listed at the bottom left-hand side of the screen:

  • Employee Detail,
  • Payslip Definition,
  • Contracts and Benefit Funds,
  • Payslip Detail,
  • Leave Details,
  • View Tax,
  • Personnel Management (if licensed),
  • Performance Reviews (if licensed),
  • Adjustment Analysis,
  • Memos, and
  • Councils (if set up).

Employee Detail

Employee Payslip Details

Employee Leave details

Sections

  • Employee Leave Details
  • Employee Leave Policy
  • Employee Leave Transactions
  • Employee Leave Calendar

Personnel Management

Personnel Management is a licensed module. The followings are sections available in the module

  • Disciplinary Parameter Codes
  • Discussion Parameter Codes – Not Using a Template
  • Discussion Parameter Codes – Using a Template
  • Experience Parameter Codes
  • Items Issued Parameter Codes
  • Qualification Parameter Codes
  • Training Parameter Codes
  • Intervention Parameter Codes
  • Employee Disciplinary Transactions
  • Employee Discussion Transactions – Not Using a Template
  • Employee Discussion Transactions – Using a Template
  • Employee Experience Transactions
  • Employee Items Issued Transactions
  • Employee Qualification Transactions
  • Employee Training Transactions
  • Disciplinary Process
  • Personnel Management Reports

Recruits

The VIP People application allows you to add a recruit in order to:

  • Record applicants for employment.
  • Calculate a “dummy” payslip to successful candidates in order to generate an offer of employment.
  • Allow you to employ the applicant once the offer has been accepted.

Terminating an Employee

Terminating an employee on VIP People application has been one of the features I am fond of. When terminating an employee you are terminating the Employee record not the Entity record. Therefore, on the Employee Details screen enter the applicable termination reason and termination date.

If you enter a future termination the application will prompt you if you want to do the final tax calculation now or in the termination period.

“Terminate Employee checklist” is always displayed whenever you are terminating an employee. The checklist indicates the basic screens/steps that must be completed for a terminated employee

Employee History Payslip

The History Payslip Module allows you to view all payslips for all employees for all the pay periods where the Period Status = H – History. It also allows you to capture adjustments for previous tax years it is necessary to be able to process adjustments in the final pay period of the tax year.

History payslips can only be viewed but never edited.

However, you can create a Tax Adjustment payslip for payslips in the final period of the tax year.

I will discuss various employee reports that can be viewed from people application in my next article.

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Benefit of HRIS

Definition: A human resource information system (HRIS) is an information system or managed service that provides a single, centralized view of the data that a human resource management (HRM) or human capital management (HCM) group requires for completing human resource (HR) processes.

To put it another way, a HRIS may be viewed as a way, through software, for businesses big and small to take care of a number of activities, including those related to human resources, accounting, management, and payroll. A HRIS allows a company to plan its HR costs more effectively, as well as to manage them and control them without needing to allocate too many resources toward them.

In most situations, a HRIS will also lead to increases in efficiency when it comes to making decisions in HR. The decisions made should also increase in quality—and as a result, the productivity of both employees and manages should increase and become more effective.

HRIS Systems

Sage HRMS

sage HRMS

Sage Abra HRMS’ flexible design features a comprehensive array of features, plus the powerful reporting and analysis capabilities you need to efficiently manage your workforce.

  • Human Resource Management
    Government Compliance
  • Flexible Payroll Management
  • Attendance
  • Employee Self-Service
  • Benefits Enrollment
  • Training Management
  • Simplified Recruitment

Sage VIP

Total-Solution-graph-350

Premier HR puts your people at the heart of the system. This logical, integrated and streamlined extension of the Premier Payroll system revolves around the HR responsibilities of your business. Learn more.
Premier Employee Self Service (ESS) makes leave processing a breeze by giving your staff user-friendly tools to update their personal details, apply for leave, submit claims and view payslips and IRP5s online. Learn more.
Sage VIP Intelligence Reporting plugs into your Premier Payroll package to give you get penetrating insights and interpretations of your data. Learn more.
Sage SkillsMap lets you attract and retain top talent with a cloud-based, end-to-end recruitment solution. Enjoy minimum cost and effort.

  • Leave Management module
  • Personnel Management (Basic HR) module
  • Employment Equity module
  • Skills Development module
  • General Ledger module
  • Job Costing module
  • Loan module
  • SMART (Payroll Reporting) module
  • InfoSlips (electronic & mobil payslips) module

 

Through the efficiency advantages conferred by HRIS systems, a HR administrator can obtain many hours of his or her day back instead of spending these hours dealing with non-strategic, mundane tasks required to run the administrative-side of HR.

Similarly, a HRIS allows employees to exchange information with greater ease and without the need for paper through the provision of a single location for announcements, external web links, and company policies. This location is designed to be centralized and accessed easily from anywhere within the company, which also serves to reduce redundancy within the organization.

For example, when employees wish to complete frequently recurring activities such as requests for time off or electronic pay stubs and changes in W-4 forms—such procedures can be taken care of in an automated fashion without the need for human supervision or intervention. As a result, less paperwork occurs and approvals, when deigned, may be appropriated more efficiently and in less time.

 

Identify Manpower Requirements

In the most basic sense, an HR information system organizes information about every job in your organization. This information might include details such as who is currently in the position, what she is paid and what her job responsibilities, training needs and assigned benefits are. You can use reports about groups of positions or your entire workforce to determine your manpower requirements. To increase production on the factory floor, for example, you must ensure there are enough employees to staff the expansion to your schedule. With a computerized system, you can study the impact of expansion, such as how much it will cost to add the employees that will be needed.

Identifying Resources

When you must make decisions such as how much manpower will be required, you want to determine quickly what resources are already at your disposal. Using an HRIS, you can make better decisions. Instead of jumping immediately to a plan to recruit and train new employees for factory production expansion, you could pull a report from the HRIS, identifying employees who have skills and training required to be promoted to the new positions. Then, you can recruit less-skilled workers to replace them.

Compliance

In most firms, there is a critical need to manage how employees are treated, especially to comply with the requirements of Nigerian Labour Law. This is easier when you have all the ways that applicants and employees are handled and their data, from their application to their termination, in one powerful information system. For example, an HR manager could pull a report about the diversity of the organization, including percentages of employees in each occupation by their race, gender or national origin. This report would help to show whether the business is complying with Equal Employment Opportunity regulations.

Importance

HRIS as a whole mainly improves information sharing and communication between the company and the employees. HRIS made it easy for the human resources department to smoothly operate all components. With the accurate and objective tracking of compensation and benefits, employees’ morale and motivation increases. The Human Resource Information System reduces cost and time spent on manual data consolidation. It allows the HR management managers to focus more on making decisions and projects rather than paperwork. The system hopes to give the HR management division a more strategic role in the company, as the information taken from HRIS can be the basis for employee training schemes and work efficiency projects.

 


Nigerian Labour Law

The administration of labour is regulated by Labour Decree No. 21 of 1974 and its subsequent amendments.

 

General Requirements

Not later than three months after the beginning of a worker’s period of employment, the employer shall give to the worker a written statement/contract specifying:

  • The name of the employer or group of employer or group of employers and, where appropriate, of the undertaking by which the worker is employed.
  •  The name and address of the worker and the place and date of his engagement.
  • The nature of the employment.
  • If the contract is for a fixed term, the date when the contract expires.
  • The appropriate period of notice to be given by the party wishing to terminate the contract.
  • The rates of wages and method of calculation thereof and the manner and periodicity of payment of wages.
  • Any terms and conditions relating to:
    •  hours of work, or
    •  holidays and holiday pay, or
    •  incapacity for work due to sickness or injury, including anyprovisions for sick pay.
  •  Any special conditions of the contract, if, after the date to which the the statement relates, there is a change in the terms to be included or referred to in the statement, the employer:
  • Shall, not more than one month after the change, inform the worker of the nature of the change by a written statement;
  • If it does not leave a copy of the statement with the workers, shall preserve the statement and ensure that the worker has reasonable opportunities of reading it in the course of his employment, or that it is made reasonably accessible to the worker in some other way.

 

Termination of Employment

A contract of employment may be terminated by either the employer or employee on the expiration of notice given by one party to the other party of his intention to do so.

 

A one day notice may be given where the contract has been in existence for a period of three months or less. For a contract that has continued for between three months and five years or more, the notice which shall be in writing shall be for a period ranging from one week to one month depending on the duration of the contract.

 

Employee Remuneration

Wages and salaries are normally paid weekly, bi-monthly or monthly. Fringe benefits usually paid to workers including housing allowance, travelling allowance annual holidays with pay, leave bonus, pension and gratuity contributions, meal subsidies, provision of housing, medical and transportation.

Employers are not permitted to make deductions from employees’ remuneration other than those prescribed by law and collective bargaining agreements such as taxes under the Pay As You Earn (PAYE) system, contributions to trade union and contributions to provident and pension funds. Other deductions that could be made include overpayment of wages and advances given. The total amount of deductions that may be made in any month shall not be greater than one third of the employee’s wages for the month. Overtime is payable at rates stipulated by the employer.

 

Restrictions on Employment of Foreigners

Visa and Work Permits – A non-Nigerian requires the consent of the Ministry of Internal Affairs to do business in Nigeria. The approval is conveyed in a letter styled business permit.

 

Expatriate Quota

On application to the Federal Ministry of Internal Affairs, approval can be given to a company proposing to employ expatriates for senior management, technical or specialist posts. Approval will not normally be given to employ expatriates to do jobs for which there are suitably qualified Nigerians, it is therefore the responsibility of an applicant to prove that the employment of an expatriate is unavoidable.

 

The expatriate quota approval for a new company with non-Nigerian participation is usually stated in the business permit. An increase in expatriate quota and the number of expatriates approved for a wholly indigenous company is usually conveyed in a letter from the Federal Ministry of Internal Affairs.

 

An expatriate quota is granted for specific jobs and, generally, is for a specific number of years except for one or two key personnel the quota for whom may be permanent until reviewed. Capitalization of 5 million attracts an automatic quota of two while a capitalization of 10 million or more attracts four.

 

Residence Permits

When an expatriate quota is granted, application is made through the appropriate Nigerian Embassy or High Commission abroad for resident permits (entry permits). This is in addition to visa requirements where applicable. Generally, evidence of academic, professional or technical qualification and/or experience is required to be produced. A person (usually the prospective employer) resident in Nigeria must give a written undertaking to bear all immigration responsibilities in respect of person(s) covered by the application.

 

Families

Wives and children of expatriates with entry permits are also granted entry permits freely on application, but they require specific permission to work in Nigeria except on a voluntary non-remuneration basis for charity.

 

Visa

Generally, a foreigner requires a visa to enter Nigeria. The only exception relates to citizens of member states of the Economic Community of West African States (ECOWAS) who required only entry permits. The former exemption granted to Commonwealth citizens from the requirement to obtain information from the nearest Nigerian Embassy or High Commission seeking clarification concerning their status.

 

Leave

An expatriate on leave is counted as part of the quota.

 

Returns

Periodic returns in respect of expatriate quota in a specified form have to be submitted to the Federal Ministry of Internal Affairs. Failure to do so may create embarrassment.

 

Final Departure

When an expatriate employee leaves Nigeria finally, the Department of Immigration must be informed.

 

Visitors’ Permits

It is possible to obtain visitors’ permits on application to the Nigerian High Commission or Embassy abroad. Permits are usually granted for 28 days but the visitor must have a return ticket on arrival in Nigeria. Persons with visitors’ permits must not take up employment in Nigeria.

 

Temporary Quota

The Immigration Department may, on application, grant a temporary expatriate quota for a short period. A temporary quota is usually for specialists required for, say, three months to install or service a special type of machine or equipment. Non residents negotiating one-time contract work in Nigeria should discuss the immigration implications with the prospective employer, particularly where the non-resident intends to apply for exemption from incorporating a local company under Sections 56-60 of the Companies and Allied Matters Decree, 1990. In such a situation, the Nigerian employer may have to apply directly to the Federal Ministry of Internal Affairs for a special quota for the purpose of the job.

 

Employees’ Associations and Labour Unions

Provision is made in the labour laws for the formation of employers’ associations and trade/labour unions on the basis of similarity of business interest or occupations. At present, there are 42 Trade Labour unions memberships and 19 Senior Staff Associations’ in the country.

 

Social Security

Both employer and employees contribute to approved provident funds. In some cases, employees do not make any contribution to pension funds. The eligibility of a worker to benefit from pensions, retirement or gratuity schemes varies from one employment to another. Invariably, the terms are contained in contracts of employment or collective bargaining agreements with registered trade unions. Social security schemes are approved by the Joint Tax Board and subject to renewal annually.

 

Other Benefits

Other benefits include maternity leave and pay, medical and year-end bonuses.

 

Workmen’s Compensation

Employers are obliged to provide accident insurance for their employees