Advanced Human Resources Management

Human Resource Planning
With HR Planning you define the organisation structure, including a hierarchy of organisation units, positions within the organisation and position profiles. You can link positions to organisation units, identify unique positions, and track position vacancies. You can also attach check lists of items eligible to a position as well as flag unionisable positions.

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Maintain Comprehensive Employee Records
From the employee card you have complete information including personal employee information and various administrative status codes. Among these codes is one for employment contracts, which can be used to assign standardised employment contracts or levels. A generic statistical grouping code also enables you to categorise employees using various criteria. Alternative addresses can be recorded for employees (e.g. employee's address while on leave). You can view an employee's profile; leave statistics, training history, employment history, and information on dependants. You can also attach scanned photographs of employees.

Confidential Information
Confidential employee information is tracked in a separate table attached to the employee card. This lets you give relatively broad access to basic employee file information, while placing tighter security features on the confidential file. Confidential information can include such things as, insurance coverage, stock options, and computer access codes. You can also track items issued to employees, such as cars, keys, credit cards, etc.

Attach Comments to Records
Comment sheets are provided throughout the solution so that all aspects of personnel files can be properly documented. Comments can also be attached to employee records including absences, qualifications, equipment issuances, and confidential information.

Recruitment
The Recruitment Module enables recruitment of employees to a particular position. You can record applicant bio-data as well as profiles including qualifications, skills, certificates, and work experience. References can be attached to an applicant. A short listing feature is available to select candidates from employees or applicants based on a scoring mechanism. Hired applicants are automatically converted to employees and linked to payroll. You can track employees on probation including probation expiry.

Housing
You can capture details of houses including capacity, house type, estate, and street. Allocation, repossession, and transfer of houses to employees is possible. You can blacklist individuals to block them from subsequent house allocation. Employees can be linked to their spouses and allow allocation to one house per couple.

Leave Management
You can manage leave application and approval, track leave balance per employee for different leave categories including annual leave, sick leave, maternity leave, and work man compensation related leave. You can classify employees into different leave categories depending on grade and employment years. Leave allowance based on employee grade and district can be determined and posted to payroll.

Performance Appraisal
The appraisal system allows setup of evaluation questionnaires for different job grades and appraisal of an individual employee. Employees can be rated with a specific grade or score. Training recommendations arising from appraisals can be selected from a training plan.

Payroll
AkiliAfrica's integrated Payroll Module enables you to process payroll and produce pay slips, produce reports for making PAYE tax returns to the government income tax authorities, and produce management reports to facilitate review, analysis, planning, and control of payroll costs. Key Features include:

• Unlimited number of earnings and deductions
• User defined payroll calculation formulas
• Full integration with the general ledger
• Time registration for tracking absenteeism and overtime
• Three modes of payment: cash, cheque and bank
• Electronic data transfer to the bank for bank payments
• Earnings can be based on piece work, scales and fixed individual salaries
• Payroll processing for both casual and permanent employees
• Loans management function
• Low interest benefit tax deduction
• Income tax deduction for employee fringe benefits
• Payroll Data Segregation – ability to process multi-company/multi-unit/multi-sectional payrolls in one Microsoft Dynamics NAV company yet segregating the payroll data for each company/unit/section such that it is accessible only to selected system users. An example would be an organisation wishing to maintain senior and junior payrolls.
• Integration with Sales and Receivables – link employees to customers to enable automatic deductions on advances or loans made through payroll to be posted to the respective customer account. Provision of an automatic link for processing sales people commissions through payroll.
• Allocations – enables allocation of payroll expenses to multiple business units e.g. departments, donors, etc. where salary for a given employee is to be met by several cost centres/financiers.
• Multi-Currency – enables processing payroll in multiple currencies
• Automatic Pro-rata payroll computation
• Eliminates manual journal vouchers for posting of salary costs to the general ledger reducing time that this would take and eliminate data entry errors
• Better planning and control of payroll costs
• Statutory reports will facilitate prompt income tax returns
• Improve analysis of payroll costs
• Secure audit trail to track changes within payroll

Training
You can create training plans linked to appraisals, scheduling of courses, evaluation of trainees, and automatic update of employee profiles. You can maintain a database of training service providers with information on courses they offer, costs, as well as room capacities. You can score trainers, automatically raise training purchase orders for scheduled courses, and track planned versus actual costs of training. Training history per employee is maintained. It's also possible to monitor training attendance per employee and carry out a Training Impact Assessment.

Career Progression
A history of promotions (or demotions) is kept for each employee and reports can be derived from this data.

Acting Allowance
Requests for employees with the necessary qualifications, skills, and experience to serve in a senior position in an acting capacity can be raised and approved in the system. The acting period, acting position, and acting allowance amount or rate can be specified. The feature is linked to payroll to process acting allowance payment to the employee and applicable tax liability. Reports on employees serving in acting capacity can be obtained.

Medical
A database of medical and insurance service providers can be maintained. You can register the different types of cover provided by an insurer as well as specify cover applicable to an employee or a group of employees. Medical claims for employee and dependants can be entered and approved online. Posting medical claims automatically updates the General Ledger. A history of medical claims per employee is maintained and you can track actual utilisation against insurance coverage per insurance policy. Amounts claimed under ex-gratia as well as actual amounts awarded can be tracked.

Accident Registration and Workman Compensation Processing
Work related accident records can be registered with unique record numbers. The employee involved in the accident is indicated along with age, type of injury, severity level, cause of the accident, date and time when the accident occurred, and the witnesses present. A detailed description of the accident, including the findings, recommendations, action taken, remarks, and compensation if applicable is also captured. This feature is linked to the General Ledger automating processing of accident related compensation payments.

Grievance Handling and Disciplinary Process Management
All types of grievances or disciplinary cases can be registered. Findings, recommendations, and resolutions can also be captured along with respective dates and by whom. You can use reports to analyse grievances or disciplinary cases by different parameters including type, period, and employee or organisation unit and take appropriate action.

Employee Termination
You can set up an unlimited number of causes of termination. You can capture expected termination date for employees serving notice period and track pending terminations. Termination recommendations and approval can be done. Terminated employees are automatically removed from payroll. Blacklisting of employees upon termination to block re-employment is possible.

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