Requirements - Human Resource Management (HR)

Overview

The Human Resource Management System will be used to manage the employment information of employees and retirees. Depending on the complexity of the organization, the system may include the following:

• An applicant tracking module for managing the recruiting process and EEO compliance
• A benefits administration module for managing employee participation in company sponsored savings, health care and retirement programs
• A position control module for managing the allocation of labor local currency and headcount
• A career development module for managing employee training and career planning items.

(Note: this information is US oriented most major software providers will provide versions conforming to local statutory requirements)

Personnel Functions

• Specify future effectivity date when entering new employee information
• Use social security number as the employee number with forced match
• Create an employment history record for each position held and access each record online in sequential or reverse sequential order
• Assign multiple positions per employee
• Online data entry, inquiry and maintenance of all applicant and employee data elements
• Increment salaries by percentage, dollar amount, or combination thereof for a position, department or all departments
• Attach alert notation on employee master record calling attention for need to reference a notations file on that employee
• Assign multiple pay rates to an employee
• Track industrial/work related accident data
• Access online annualised salary data for retired, furloughed and terminated employees.

Applicant Tracking

• Perform skill searches online against internal and external candidates to fill specific positions
• Track open requisitions by job code, department, pay class or any combination of these data elements
• Purge applicants from data base who have applied for a position that has since been filled after appropriate reports have been produced.

Benefits Administration

• Unlimited plans and options within each plan
• Future date benefit enrollment that automatically become active at that date
• Recalculate coverages, costs, vesting and other dependencies when any components of a benefit or employee status changes
• Unlimited deductions per employee
• Prioritise the sequence in which benefit premiums will be deducted from an employee's gross pay (e.g., legal deductions first) in case employee's pay is insufficient to cover all premiums
• Maintain arrears balance for each benefit in case in case employee's pay is insufficient to cover all premiums
• Access all benefit adjustment online for a user specified period of time
• Track costs for each benefit against employee's flexible benefits spending account, based on marital status, number of dependents and deductible amount selected
• Support Cafeteria Plans whereby the company provides a set amount for each employee which the employee can allocate at his/her discretion. Any premium amounts above the selected provided amount will be deducted from the employees paycheck
• Automatically compute coverages and premium amounts based upon adjusted base pay including a fixed premium ceiling
• Track hours worked and compensation of each employee for ESOP reporting to Plan administrator
• Compute true credited service including applicable prior employment for benefits plan participation and vesting
• Automatically calculate and report imputed income
• Calculate social security and plan benefits projections for early, normal and late retirement dates for each employee
• Accommodate employee option of receiving dollar value in lieu of specific benefits.

Position Control

• Allow multiple jobs per position
• Allow multiple position per employee
• Allow full or partial encumbrance of position funds
• Inhibit hiring of individual with offer over salary median for position without override approval of Compensation Manager
• Track positions authorized for each department
• Track position status changes (title changes, terminations, etc.) by department, including reason (e.g., for turnover)
• Ensure that the sum of all positions for a department does not exceed department labor local currency available
• Freeze positions by department or across departments
• Reconcile position encumbrances and actual labor expenditures from the personnel and payroll systems.

HR Reports

• Alpha Roster – Employee roster including name, title, employee number, supervisor, location, department, phone, pay grade and class and hire date
• Employee by Department – Employee listing by department including employee name, number, title, hire date, pay class and grade, supervisor, pay rate, and giving totals for each pay class including salaries
• Employment Activity Report – All employment status activity (hires, promotions, demotions, transfers, terminations, etc.) in the past three months
• Terminated Employees Address Report – Lists the home addresses for all terminated employees
• Address Report – Lists the home addresses for all active employees
• LOA Report – Lists all employees whose status is not active or terminated
• Absence Report – Lists employees with absence tracking events (Monday, Friday, before or after holiday) and the respective reason code by department
• Legal Reports – Generate legally mandated EEO and OSHA reports.

Applicant Tracking Reports

• Open Requisitions – Monthly summary of all positions still open, indicating department, location, job code, title, immediate supervisor, days open, number of applicants
• Declinations Report – Monthly summary of all individuals turned down, indicating name, EEO code, position/job title, reject reason, and recruiter
• New Hire Report – Monthly summary of all new hires for months specified
• Recruiter Productivity – Monthly summary of recruiting activity for each recruiter, including activity for each recruiter, including recruiter name, positions assigned, number of applicants, number of interviews, sources used, number of placements, and outstanding requisitions
• Applicant Qualifications – Applicants with skill or previous based on specified selection criteria
• Positions Available – Lists available positions by department and FTE
• Frozen Positions – Lists vacant frozen positions by department and FTE.

Benefits Administration Reports

• Job Range Report – Ondemand report showing all available job titles with the respective job code, pay grade, salary range, midminimum and maximum pay and quartiles
• Job Evaluation Report – Monthly report indicating all individuals whose title has been changed including name, department, supervisor, current title and salary, prior title and salary
• New Hire Over Midpoint – Ondemand report indicating all new hires with starting salaries over midpoint for job code assigned including name, department, supervisor, title and salary, and dollar and percentage over midpoint, with accumulators for month and yeartodate
• Salary Adjustments – Ondemand report indicating all employees who received salary increases within specified date range for job code assigned, including name, department, supervisor, title, salary, dollar amount, and variance from midpoint; sorted by department, by supervisor, by position and percent with dollar and percent impact for each group
• Employee, By Grade – Monthly report summarizing numbers of employees in each grade by job code and percent of total employees. Report should also reflect average salary of each classification and percent change over last six months
• Wage Increase Analysis – Monthly report delineating all employees receiving pay increases during report period. Details contained on report include title, pay grade, status code, new wage, months at old wage, increase dollar amount and percent, and date of last increase. Departmental averages are calculated for months at old wage and increase percentage
• Salary Status Listing – Monthly report showing job code, position, grade, pay class, employee name, number, hire date, supervisor, last evaluation date, reason and code, next review date, and current pay, sorted by department
• Salary Range Placement – Monthly report summarizing placement of salaries with respect to pay grade quartiles. Headcount within each quartile and over maximum for grade should also reflect percentage of population, total salary represented by population within quartile and percentage of total salaries included on report. Report should also indicate monthly summary for user defined number of months for trend analysis
• Hourly Salary Grade Report – Monthly report sorted by position indicating all employees of particular position, their respective pay class, pay grade, name, employee number, hire date, department and supervisor, pay rate and effective date, and annualized pay. Subtotals are calculated for each position and reflect average hourly and annualized rate
• Benefit Directory – Monthly list of each benefit with corresponding employee and employer contribution
• Insurance Reports – Monthly reports for each carrier showing name, social security number, sex, date of birth, hire date, enrollment date, insurance plan, change date, coverage end date and pay class with employee and employer contributions
• 401(k) Roster (US Only) – Monthly report showing all employees in the 401(k) plan with their contribution levels and plan options. Also included are totals for employees active in the plan, those who have dropped and the number eligible
• Status Change Report – Ondemand report printed on standard forms for specified employee listing his/her employee and compensation status (e.g., department, leave of absence status, salary) and containing space for supervisor updates
• Employee Verification Report – Ondemand report for each employee listing his/her benefits and benefits costs broken down by employee and employer amounts, and containing space for employee updates of appropriate data fields
• 401(k) Withdrawals/Distributions (US Only) – Ondemand report summarizing all withdrawals and distributions made during each fiscal period an quarter.

Position Control Reports

• Headcount Report – Number of employees at month beginning, transfersout, turnover due to resignations and terminations, number of new hires, transfersin and net employee count at monthend, for each pay class
• •Headcount Budget Report – Active employee headcount by pay class by department and reflecting performance to budget with variance percentages calculated. Output should be both numeric and graphic
• Employee Summary – Employees by pay class for each department
• Employee by Shift – Employees assigned to each shift broken down by male and female within pay class with subtotals for each shift and total for all shifts
• Part-time Employees – Employees who are designated parttime (greater than 31 hours but less than 40 hours per week) by job code and by department
• Leave Of Absence (LOA) Report – Employees on leave of absence by department, showing name, position, date LOA began and expected return date
• Personnel Movement – Position changes by department with subtotals for recruiting efforts, promotion, transfers, open requisitions, resignation and terminations. Also indicate total turnover and percentages
• Turnover Report – Name, job title, location, termination date, transfers in and out, and new hires broken down by EEO code
• Turnover Analysis – Stability ratio and skill conversation ratio for each pay class
• Turnover Trend Reports – Turnover by month, by pay categories and length of service. Output should be both numeric and graphic
• Salary Projection Worksheets – Current year performance, prior year budget by position, base compensation and providing space for managers to project awards of merit, promotion, adjustments, exceptions and totals
• EEO Report – Employees by job category within ethnic code
• Affirmative Action Report – Hires, terminations, and transfers by job category and ethnicity, reflecting numbers of males and females for each
• Position Analysis – Statistical comparison of positions by department and across departments
• Encumbrance Analysis – Total labor budget, encumbered labor local currency and total unencumbered budget for each position by department .

Career Development Reports

• Employee Career Planning – Summary accomplishments of career development plans effective for last counselling session as well as new plans established
• Skill Qualification Program Reports – Summary of training session accomplishments by department, broken down by position and shifts indicating level of performance being monitored, results of theoretical and practical testing, number qualified (passed) and totals
• Course Schedule – Summary of all inhouse training sessions scheduled
• Course Rosters – Lists all inhouse training courses indicating planned attendance (e.g., employee name, number, location, supervisor).

Personnel Interfaces

• Position Control – Receive valid positions, FTEs and salary ranges by department
• Applicant Tracking – Receive appropriate applicant and recruiting data to set up new employee
• Payroll – Receive wages earned for all active employees during the calendar year
• Payroll – Post pay related data (name, address, positions, pay type, frequency, benefits, deductions, etc.)
• Position Control – Post position and encumbrance data (title changes, hires, salary changes, terminations, actual FTE, etc.) upon approval of status changes.

Applicant Tracking Interfaces

• Position Control – Receive available positions and related data
• Word Processing – Post name, address, position, disposition codes to produce appropriate letter on demand
• Personnel – Post appropriate applicant and recruiting data to set up new employee
• Position Control – Post FTE and budget encumbrance data upon approval of the requisition of the open position.

Benefits Administration Interfaces (Localised)

• ESOP – Daily update via batch program to ESOP data base of changes to an employee's name, location, pay class, department or status
• Payroll – Post changes in individual employee benefits and premiums based on changes in plan costs
• Payroll – Receive employee and employer premium payments
• COBRA – Name, location, termination date, insurance plans, sex, date of birth, and address are passed for any terminated employee
• Personnel – Employee hire date, classification and change in status data.

Position Control Interfaces

• Personnel – Post valid positions, FTEs and salary ranges by department
• Personnel – Receive position and encumbrance data (title changes, hires, salary changes, terminations, actual FTE, etc.)
• Applicant Tracking – Post available positions and related data
• Applicant Tracking – Receive FTE and budget encumbrance data upon approval of the requisition of the open position
• Payroll – Receives labor expenditures for reconciliation of position and encumbrance data (title changes, hires, salary changes, terminations, actual FTE, etc.).

Career Development Interfaces

• Word Processing – Post name, address, position, and training data to generate reminder notices, confirmation letters and cancellation notices
• Personnel – Post and receive updated skill, evaluation and performance information.

Key Fields

• Position Data (from the position control system)
• Applicant Data (from applicant tracking system)
• Benefits Data (from benefits administration system)
• Hire Data
• Hire date
• Base pay
• Percent to midpoint salary
• Manager incentive
• Relocation bonus
• Start bonus
• Signon bonus
• ESOP
• Stock options
• Automobile allowance
• Salary savings
• Source (e.g., search agency)
• Source fee
• Relocation allowance
• Advertising costs
• Travel costs
• Other userdefined costs
• Employee Data
• Other name (maiden, married)
• Employee number
• Social security number
• Birth date
• Marital status
• Country of citizenship
• Proof of citizenship
• Visa type and number
• Health code
• Spouse name
• Dependants
• Dependant relationship to employee
• Emergency contact name and phone number
• Employment Data
• Department
• Location
• Work phone/extension
• Supervisor
• Hours
• Shift
• Home department
• Home division
• Home company
• Termination date
• Termination reason
• Rehire date
• Leave of absence date
• Leave of absence return date
• Next review date
• Last review date
• Type (Full time, Part Time, Temporary, etc.)
• Vacation leave (hours and dollar amount accrued, taken, balance)
• Personal leave (hours and dollar amount accrued, taken, balance)
• Sick leave (hours and dollar amount accrued, taken, balance)
• Employment History
• Position start date
• Position stop date
• Job code
• Job title
• Status change reason
• Pay code
• Comments
• Payroll Data (from the payroll system)
• Pay differentials
• Overtime eligibility
• Vacation and sick leave accrual
• Benefits
• Deductions
• Pay frequency (weekly, biweekly, etc.)
• Pay type (hourly, Salary, etc.)
• Pay rate (hourly and annual)
• Direct deposit account
• Sick Leave Management Data
• Number of days absent
• Reason
• Monday/Friday events
• Before and after holiday events
• Singleday frequency
• OSHA Data
• Accident/Incident
• Type
• Data
• Work days effected
• Diagnosis.

Applicant Tracking Key Fields

• Position Data
• Requisition number
• Requisition date
• Position number (and associated position control data)
• New position/old position indicator
• Within/outside budget indicator
• Number of positions open for this job code
• Department
• Budget account number
• Number of days open
• Advertising resources
• Applicant Data
• Applicant name
• Address
• Work phone
• Home phone
• Functional categories (up to 25)
• Rating code (cursory evaluation of credentials)
• Current salary
• Status date
• Gender
• Ethnicity
• Handicap code
• Veteran
• Referral name
• School name
• Education/degree (up to three)
• Date of degree
• Degree institution
• Job skill codes (up to 10)
• Languages (skill level, read/write/speak)
• Prior employment (previous five positions)
• Position applying for
• Internal candidate indicator
• Evaluation Data
• Status
• Recruiter name
• Date accepted into pool
• Date accepted as candidate
• Test results
• Interview date, time and location
• Letters sent (request for more information, turn down)
• Summary of evaluation
• Date of offer/turndown letter.

Benefits Administration Key Fields

• Benefit Data
• Eligibility date
• Enrollment date
• Plan elected
• Plan date
• Coverage end-date
• Data and type of document sent to provider
• Coverage
• Premium
• Vesting
• Dependants
• Beneficiaries
• Employee and dependent coverage
• Employee contribution amount
• Cost to employer for individual benefit
• Total paid to date by employee
• Total paid to date by employer
• 401(k) Data
• Eligibility date
• Participation date
• Date of last change
• Suspension date
• Hours of service
• Options selected
• Percentages per option
• Investment amount
• Withdrawal/distribution date
• Withdrawal/distribution amounts
• Forfeitures
• Coverage and Premium Calculation Types and Frequencies
• Actual hours
• Fixed amount
• Hourly amount
• Percentage of gross earnings
• Percentage of net earnings
• Deductions to a dollar limit
• Deductions for a specific period of time
• Applicable to pretax gross
• Applicable to posttax earnings
• Schedules
• Onetime
• Every period
• Once a month
• Quarterly
• Semiannually
• Annually
• Adjustment Data
• Effective date
• Grade
• Amount
• Percent
• Pay quartile
• Reason
• Review ranking
• Supervisor
• Benefit/Deduction Types
• Tax assessment
• Garnishment
• Alimony
• Child support
• Wage assignment
• Basic group insurance
• Longterm disability insurance
• Charitable contributions
• Additional life insurance
• Health maintenance organization
• Savings plans
• ESOP History Data
• Total compensation
• Hours
• Vesting date
• Expiration date
• Termination date
• Number of shares
• Price per share
• Cash portion
• Employer contribution amount
• local currency
• Shares
• Withdrawals/distributions
• Amount
• Date
• Forfeitures
• COBRA Data
• Name
• Employee name
• Termination date
• Qualifying event date
• Qualifying event type
• Initial notification date
• Extension period
• Premium payment due date
• Benefits program selected
• Dates of invoices for premiums
• Dates of payments of premiums
• Payment received
• Payment forwarded to carrier
• Date and amount of claims(s)
• Date claims(s) forwarded to carrier.

Position Control Key Fields

• Position number
• Job code
• Federal job category
• Federal job subcategory
• Job title
• Job function/description
• Position description (at least 10 lines of free form text)
• Permanent/temporary designation
• Position hours
• Fulltime equivalent
• EEO Code
• Location
• Hourly/Salary code
• Pay grade, level, class, frequency
• Annual salary range (minimum, mid, maximum)
• Worker's compensation code
• Budget account code
• Department
• Division
• Company.

Career Development Key Fields

• Employee Data
• Job code preferences (up to four)
• Preferred location
• Date of last career planning session
• Date of last performance review
• Performance status/level
• Next review date
• Counseling actions
• Performance probation end date
• Training Data
• Skill type
• Training received
• Provider
• Date completed
• Ranking
• Training Program Data
• Course schedules
• Course number
• Course program description
• Class rosters
• Course attendance
• Instructor
• Continuing education units
• Related skill
• Tuition Assistance Data
• Name of institution
• Degree or certificate pursued
• Date degree or certificate awarded
• Tuition plan
• Eligibility date
• Tuition paid
• Credit hours yeartodate
• Credit hours lifetodate
• Employer contribution yeartodate
• Employer contribution lifetodate.