PERSONNEL MANAGEMENT SYSTEM

Personnel management system

This module is designed for the collection, recording, planning, management and analysis of company personnel data. This module is self-contained. The data in the module interact with all modules and functions of the system.

Integrated solutions:

  • HR processes operate in different periods in the same database at the same time
  • Required reporting to public authorities
  • Quick and easy implementation of changing government decisions at user level
  • Notification - reminder system

Key system functions:

Employee information management

  • Ability to aggregate and manage common employee data in real time
  • Possibility to keep records of name, promotion, grade, post, leave rate, NPP and NPPD, appointments, transfers, qualifications, working time, coefficients, benefits, disciplinary sanctions, promotions, etc.
  • Search and filter employees by various attributes: name, surname, personal identification number, table number, department, division, etc.
  • Adjustment of the level of a post assigned to a category of staff member by recording the date of change and saving historical data
  • Possibility to recruit an approved candidate by transferring the candidate's data to the employee card
  • Ability to create all types of employment contract documents and print them using different templates for different companies
  • At the time of recruitment, the possibility of selecting a position from a list, which would be combined with accompanying documents (job descriptions, salary scales, position level)
  • Opportunity to create (recruit) a new employee
  • Possibility to employ a former employee

 Staff lists

  • The staff roster acts as a constantly evolving and historical database that generates various reports based on the available data for a given date or period: number of male and female staff, number of staff on fixed-term and open-ended contracts, full-time/part-time, hourly, project staff, trainees, number of staff in certain posts, number of staff on parental leave
  • Fast and detailed filtering of recordings
  • Sorting records by one or more attributes
  • Exporting record information, reports, lists
  • Ability to analyse staff composition and turnover;

Employment contracts

  • keeping registers of contracts of employment and amendments thereto
  • Ability to enter structured and unstructured information about an employee
  • Option to enter information on training and development
  • Option to enter paid languages and proficiency levels
  • Option to enter data on military records
  • Option to enter data for another job
  • Possibility to link documents related to a change of employment contract
  • Possibility to modify standard contracts and add additional supporting documents
  • See all the information you need on fixed-term changes to employment contracts: list of employees, their job title, name of the department, terms and conditions of the change (to which employees and/or other conditions the employee's change is linked).
  • Use the information collected in the recruitment module to draw up employment contracts and other documents
  • Possibility to assign multiple working conditions (contracts) in different companies
  • Possibility to format and print the employment contract document
  • Organisation structure and establishment plan
  • The ability to create and adjust the organisational structure, linking it ("tying") to a list of posts and specific staff
  • Select the name of the unit to see all the information about the unit - unit functions, regulations, list of posts in the unit - existing posts, unit manager, employees, substitution list, vacancies, etc;
  • Selecting a job title allows you to see all the details of the post: job description, competences, grade/level, number of staff, staff group, availability list, etc.;
  • Selecting the name of a specific employee allows you to see all the available information about the employee (employee profile information, photo, contacts, roles, competences, start date, DVV forms, history of actions taken on the employee (salary and assignment history, travel, training, etc.), etc.
  • Possibility to see the current list of posts for a specific date, based on data entered/updated in the IS
  • Ability to assign actual staff to a post in the establishment plan
  • Print the selected version of the establishment plan by a specific date
  • Possibility to receive information notifications in the event of changes to the establishment plan, e.g. In case of a change in the name of the unit, the manager is informed of the need to amend the unit's regulations, in case of a change in the title of a post or the creation of new posts, the manager is informed of the need to adjust/create new job descriptions, review the competency model

Duties and responsibilities

  • Duties linked to the establishment plan
  • Duties linked to an employment contract
  • Preserves the history of changes in posts over time
  • Posts linked to changes in the structure of departments

Material liability management

  • Possibility to keep records of employees' full material responsibility agreements
  • Option to record contracts not only for PS staff and to link them to the internal DMS.
  • Possibility to assign material responsibilities to the employee, to amend the contract of employment, indicating the date, the grounds and the changed conditions

Dismissal of staff

  • Possibility to terminate the employment contract by stating the date of dismissal, the grounds for dismissal
  • Possibility to make a request for termination of employment in a prescribed form in your personal profile
  • Ability to generate HR documents for termination of employment completed in the IS
  • Automatic notification to the responsible departments of the dismissal of a staff member in the event of a change in the staff member's duties, after parental leave, after returning from parental leave.

Key module reports

Shape and print options:

  • Employment contracts and amendments to employment contracts
  • Lists of children of staff members with their ages.
  • Report on educational qualifications, information on the level of education obtained in all educational establishments, the specialty, the qualification/profession awarded and the position held
  • The need for staff
  • List of candidates
  • Staff certificates
  • Employee cards
  • Analysis of personnel data by company
  • Reports on staff movements (recruitments, dismissals, transfers) by period and date, department, post, grounds for dismissal, etc.
  • Various lists (by speciality, mathematical values, penalties, honours, work history, marital status. Over 60 lists in total)
  • Appointment, transfer, promotion, working time, coefficient histories
  • Staff Orders (recruitment, dismissal, granting/terminating leave, change of post,...)
  • Leave slips, referrals for health checks, etc.
  • Reporting to the KPAT territorial unit
  • lists of posts (established, occupied, vacant)
  • Certificate for social benefits
  • The number of employees during a given period.
  • Training report
  • Vacancy report (LDV-02)
  • Annual staff report No 3 (HEALTH)
  • Statistical returns on research and experimental development in the higher education and government sectors MDV-01
  • Statistical returns for updating statistics on local units Ū-03
  • timesheets

Ability to generate and print seniority reports

  • Lists of posts (established, occupied, vacant)
  • Certificate for social benefits
  • Number of employees during the period
  • Training report
  • Certificate of insurable income (PA-PD)
  • Vacancy report (LDV-02)
  • Annual staff report No 3 (HEALTH)
  • Statistical returns on research and experimental development in the higher education and government sectors MDV-01
  • Statistical returns for updating statistics on local units Ū-03
  • timesheets
  • Seniority reports
  • Lists of posts (established, occupied, vacant)
  • Certificate for social benefits
  • Number of employees during the period
  • Training report
  • Certificate of insurable income (PA-PD).
  • Vacancy report (LDV-02)
  • Annual staff report No 3 (HEALTH)
  • Statistical returns on research and experimental development in the higher education and government sectors MDV-01
  • Statistical returns for updating statistics on local units Ū-03
  • timesheets
  • Planned work schedules
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