hroffice self-service

Transcription

1 Datasheet Kit

2 hroffice self-service HROffice Self-Service (ESS) gives employees immediate access to their personal HR, benefits, and payroll information via the web. The simplicity of ESS drastically reduces the call volume to the human resources department so HR can focus on more strategic issues. ESS empowers employees to resolve issues and address questions such as: What will it cost to add my daughter to my insurance plan? I moved. How do I update my address? Can I get a copy of my paycheck? How many vacation days do I have left? May I take next Friday off? ESS provides employees with access to a wealth of information: My Self allows employees to view and update their personal information (name, address, etc.), and emergency contact information. My Last Paycheck* makes it simple for employees to view their current paycheck online. My Paycheck History lets employees easily run a paycheck history report. My Paycheck Calculators provide employees with access to free industry paycheck calculators by setting up links in My Paycheck Calculator. My Direct Deposit makes it easy for employees to edit, add, or delete direct deposit information. My Taxes gives employees the ability to specify federal, state and local withholding information. My Benefits is where employees participate in new hire and online open enrollment. Upon HR approval, enrollment elections are applied to employee records and employees automatically receive an detailing their choices. Employees can also view a benefits summary, plan comparisons and plan documents, beneficiaries, 401(k) loans, stock options, and more. My Time Off provides employees with a summary of their attendance balances and leave taken. Employees can submit leave requests from this page. My Company contains the employee directory, employee detail with pictures, and organization charts. My Company can include links and documents to company-related information such as announcements, HR policy manuals, newsletters, special events, employee manuals, expense reports and more. My Family is where employees can view and update their dependent information as well as enter life events. My Team allows managers to easily see who will be in or out of work at any given time via a calendar view. *My Last Paycheck requires Payroll Connect advanced link.

3 hroffice self-service (cont.) Accurate and paperless online benefits enrollment The amount of paperwork generated in traditional benefits enrollment is staggering. ESS allows you to conduct open enrollment online, thus eliminating the cumbersome and inaccurate paper process. Online leave requests ensure leave is taken and accounted for Using ESS, employees can easily determine their vacation availability (for any given point-in-time) and request leave online. With online leave: Managers receive an from their employees when they request time off. If the manager happens to be out of the office or unable to acknowledge the request, the will automatically be forwarded to another decision maker in their absence. A calendar view lets managers easily see who will be in or out of work at any given time. This makes it easy for managers to approve/reject leave requests accordingly. Once time off requests are approved HROffice will be updated to reflect the leave taken. If you are using Payroll Connect, you can update payroll as well.* *not all payroll connects transfer leave information. Innovative employee communication HROffice s Employee Correspondence Wizard (ECW) opens up lines of communication between HR and employees. The ECW provides HR administrators with a tool to quickly and efficiently communicate with individuals or groups of employees via s and letters in the form of a mail/ process. All correspondence can be automatically noted in an employee s record for easy reference. Open enrollment is a process where workflow can be tracked accurately with ECW. For example, an HR manager may send out an to all employees who haven t begun open enrollment by a certain date. This correspondence will then be saved in the employee s record. If the employee doesn t complete enrollment for some reason, the HR manager can refer back to the employee s correspondence history and point out that they had received a reminder. Easy to install and extremely secure Security is of vital importance to ESS and privacy of the information stored in the database is maintained at all times. ESS is based on the latest in Microsoft technologies and deploys Verify Me technology and invitation-based access with special consideration for kiosks. HROffice Self-Service system requirements: HROffice Self-Service is built upon the Microsoft.NET platform. Server HROffice 6.0 or higher Microsoft Windows 2000 or 2003 Server with the latest updates Microsoft Internet Information Serves (IIS) 5.0 or higher (included with Windows 2000 Server). Ascentis does not recommend that IIS be installed on a server that is a Domain Controller. Microsoft Internet Explorer 5.01 or higher Microsoft.NET Framework version 1.1 or higher. Please note, version 1.1 is included with and installed by HROffice Self- Service 6.5 and earlier. Microsoft.NET Framework 2.0 is included with and installed by HROffice Self-Service 7.0. Microsoft Data Access Components (MDAC) 2.7 (version 2.7 is included with and installed by HROffice Self-Service) Client Internet Explorer version 6.x or higher Netscape Navigator version 6.x Mozilla Firefox (latest version)

4 carrier connect The ability to receive information electronically is mandated With the passing of the 1996 HIPAA Act all medical, dental, and vision insurance providers are required to have the ability to receive enrollment data electronically. Simply put, this means companies should have the option of sending employee enrollment data in an electronic format (carrier connectivity) to their insurance providers. How does HROffice Carrier Connect work? True carrier connectivity is a complex process and produces more than just a basic text file or Microsoft Excel file. HROffice Carrier Connect outputs eligibility data in the government regulated ANSI 834 standard format for health plans and extended custom formats for non-health plans. The information is then accurately, securely, and electronically communicated from HROffice to both HIPAA and non-hipaa insurance providers via a clearinghouse service. Currently the Ascentis Carrier Connect Clearinghouse has established relationships with most the of the nation s leading insurance carriers. To achieve a truly paperless open enrollment, employees can make benefits elections online using HROffice Self-Service. Then HROffice Carrier Connect can transmit that data to carriers electronically. No forms... fewer chances for error! Carrier Connect catches Despite the best of efforts, mistakes are made as insurance providers enter benefits data from handwritten, photocopied, and faxed employee benefits enrollment forms. Read how HROffice customers used HROffice Carrier Connect to discover their insurance carriers databases were seriously out-of-date. A 171-employee organization reconciled with their vision insurance carrier and discovered five employees who should have been covered were missing, nine employees who shouldn t have been covered were active, and one employee had an incorrect SSN. The SSN wasn t just off by one digit; it was somebody else s SSN! This is a 8.8% error rate. A 72-employee organization was being billed by their vision carrier for 79 employees. Seven employees who had been terminated in the past few months had not been dropped from the vision plan. This is a 9.7% error rate. An insurance broker entered 50 employees from Company A s dental plan onto Company B s plan. Company B had been paying for 50 extra employees for quite awhile before the mistake was caught. This is a 100% error rate.

5 payroll connect With HROffice Payroll Connect, HR departments are granted greater payroll independence and can easily connect to one of the many industry leading payroll solutions on the market without replacing their HRMS system. Seamless integration with any payroll solution Built upon an innovative XML framework, Payroll Connect provides bi-directional payroll connectivity, and seamlessly integrates HROffice with numerous payroll solutions. Check the Ascentis Web site for an updated and comprehensive list of payroll integrations at com/support/paycon_availablelinks.asp Establish a process for your team Payroll Connect simplifies the payroll process with a single-point of data entry which eliminates redundancy, double entry, and inaccurate information. When a new employee is hired, or changes are made to an existing employee record, Payroll Connect transfers the updated information from HROffice to the designated payroll solution. Conversely, during implementation of Payroll Connect, employee data can be transferred from the payroll solution into HROffice. This saves hours of data entry and ensures data accuracy. HROffice data HROffice Payroll Connect compares the HROffice database to the payroll database to ensure synchronization and accuracy. Payroll data Two-way link keeps HR data synchronized between HROffice and payroll Payroll Connect is unique in that when it is run, it compares the HROffice database against the payroll solution s database to ensure that both systems are synchronized and working from the same core employee and benefits data. This ensures consistency and data accuracy.* New hire, benefits, bonuses, attendance and personal leave type information also can be transferred between the systems.** Payroll Connect promotes HR control and payroll peace of mind Role-based security allows only specified HROffice users access to Payroll Connect. These specified users can review differences between databases and approve changes. This robust security reduces errors while increasing administrative efficiency and avoiding costly errors in payroll data. *Applies to standard and advanced links. **Not all payroll connect links support the transfer of the fields listed above.

6 alerts HROffice Alerts remembers so you don t have to HROffice Alerts makes sure the right people get the right information at the right time, all the time. Alerts proactively monitors an organization s HR and benefits information to keep you ahead of your employees needs. HROffice Alerts comes with a library of automated Alerts. To use one of the Alerts in the library, there is no need for complex programming. You can simply select the Alert you want to use, specify who you want to notify, and turn it on. Popular Alerts include birthday listings, anniversary listings, performance review reminders, COBRA reminders, new hire eligibility, benefits eligibility, and many more. You can also create your own custom alerts. Visit the HROffice Alerts section of the Ascentis Web site at to see an inclusive list of available Alerts. HROffice Alerts help manage overwhelming workloads and strict deadlines Uncompleted to-do lists. Lengthy task bars. Overwhelming project reports. Missed meeting notices. Late appointment reminders. The list goes on. HR professionals are assigned an immense amount of responsibility that include numerous and strict deadlines. In HR, your job directly affects your employees well-being. What if one of your employees adds a dependent to their benefits but the insurance provider isn t notified? What happens when they re forced to pay for their child s medical bills out-of-pocket? What if you accidentally forget to notify payroll of a change in compensation for an employee? What if you forget to terminate an employee and they don t receive their COBRA information? Not only will your organization be at risk for a lawsuit, you ll have unnecessarily been paying your ex-employee s insurance premiums. HROffice Alerts pays for itself through efficient time management An example of how HROffice Alerts simplifies the HR manager s workload involves reminding managers about performance reviews. How long does it take to produce a list for each manager of direct reports with performance reviews due every month? Let s say each list takes 20 minutes to compile. If you are a company with 250 employees and 18 managers, it will take six hours to prepare this basic report almost an entire work day. Annually, HR managers could spend 72 hours on this task. Alerts can automatically notify the appropriate managers of upcoming employee review dates so you don t have to. The alert can even include an attachment of the appropriate review form. If you apply this same sort of calculation to the entire library of alerts, payback is guaranteed on your investment.

7 applicant manager Efficiently manage the new-hire process through information consolidation What happens when a job opportunity posts on job boards, in newspapers, and through other resources? The HR department gets bombarded with hundreds of cover letters, resumes and phone calls. HROffice s Applicant Manager streamlines the new hire process and makes it easy to manage contending candidates. Applicant Manager centralizes and stores the applicant information you want to track. Enter names, addresses, phone numbers, addresses, and applicant IDs Capture interview comments and references with customizable notes Attach applicant resumes, cover letters and application to their files Store previous employers and skills Manage positions applied for, application dates and hiring managers Track recruiting events, and EEO information The Applicant Manager s customization Wizard can be used to to create custom fields for specialized data tracking requirements. You decide what information you want saved and reported on, and Applicant Manager will store it for you! Built-in report Wizard makes it easy to create reports Applicant Manager s built-in report Wizard makes it easy to create a variety of reports, and allows the HR manager to select the information necessary to analyze. Reports can be customized with options such as sorting and subtotaling. Advanced reporting options, such as criteria matching, are also available. For example, a report can be generated that provides a list of all applicants who applied within the past month and are also familiar with Microsoft Word. Reports can then be exported to Microsoft Excel with the click of a button. Automate communication with candidates The Applicant Correspondence Wizard (ACW) can be used to communicate with applicants via or written correspondence. The ACW supports the distribution of offer letters, rejection letters, appointment confirmations, and more all the while keeping the information tracked. Instant transfer of data in HROffice Once a candidate has accepted the job offer, speed up the new hire process with the Hire Wizard. The Hire Wizard transfers applicant information into HROffice s Employee Manager. New employee data can be transferred to the HROffice database even before the employee begins working! Then use the Employee Correspondence Wizard to send new hires a welcome note and invite them to make their benefits elections online through Employee Self- Service.

8 enrollment form maker Easily generate provider enrollment forms The Enrollment Form Maker (EFM) tool automatically captures and prints employee data from HROffice onto provider enrollment forms. This optional module provides an additional level of benefits enrollment automation, making the process faster and greatly reducing the possibility for error. The EFM tool works by dynamically extracting employee census and demographic information directly from HROffice to populate enrollment forms.* Through HROffice, EFM accesses a centralized data source that eliminates the need to fill out identical fields for different forms. A single, automated data source also greatly reduces the possibility of spelling and typing errors because of illegibility on hand-written forms. Pre-filled forms can then be distributed to employees virtually complete, needing only for them to, for example, indicate their benefit elections and sign the document. EFM forms are standard Microsoft Word mail merge templates that can be easily customized. Multiple forms can be designed for various carriers, plans, states and zip codes. Enjoy greater automation by combining the power of the EFM and HROffice Self Service modules EFM is optimally effective for speed and error reduction when combined with HROffice Self-Service. Because Self-Service collects and stores accurate benefit elections directly from employees, this information can be dynamically merged with EFM for automatic printout to carrier enrollment forms. This synergistic process provides exponential time savings and accuracy by: Greater utilization of the automation capabilities built into HROffice. Ensuring accuracy of data provided by greatly reducing or even eliminating the hand-written component of enrollment forms. Offering HR an automated, one-step solution as incoming data from Self-Service is merged onto enrollment forms and printed through EFM. Providing accurate and efficient communications of employee elections and eligibility issues to carriers. *The EFM tool may not populate all fields on an enrollment form. EFM only prints out fields currently available in HROffice, including data federal regulations require insurance carriers to support (HIPAA Administrative Simplification and the ANSI X12N 834 Enrollment File Specification).

9 hosted solutions HROfficeASP offers the power and simplicity of HROffice as a secure and reliable outsourced application. HROfficeASP s managed, internet-based infrastructure makes it easy for organizations to reduce their total cost of ownership by avoiding the traditional maintenance and upgrade issues of onsite hardware and licensed software. Freedom from traditional systems support HROfficeASP offers an enterprise application without the large, up-front costs normally incurred with a traditional in-house HRMS solution. HROfficeASP eliminates the need to purchase and maintain expensive hardware and software applications such as Microsoft SQL Server or Windows Server HROfficeASP runs on Microsoft Windows Server 2003, using IIS 6.0 which offers improved security, strong authentication protocols (such as 802.1x and PEAP), and the common language runtime. These features support a secure computing environment, ensuring sensitive data is protected. With HROfficeASP, regular maintenance releases and upgrades are included in monthly fees and require no onsite IT support or installation. Automatic upgrades ensure users are always running the most current version of HROffice. Used world-wide by banks for protecting online transactions, Windows Server 2003 uses 128-bit secure socket layer (SSL) encryption for further transaction security deployed on all HROfficeASP accounts. Users get up and running quickly with HROfficeASP Basic Setup, which includes seats in our Introductory Training and Payroll Connect Jumpstart packages. Secure, reliable, anywhere-access to HR data HROfficeASP is built on Microsoft s enterprise-class Microsoft SQL Server. Designed for use in the most strenuous of business environments, MS SQL Server provides robust security and reliability using the latest in file and network encryption. HROfficeASP data is protected at a secure offsite datacenter under the watchful eyes and managed services expertise of Vericenter. An industry leader in enterprise hosting and infrastructure outsourcing, Vericenter provides extensive onsite security and environmental controls including access/intrusion controls, video surveillance, 24x7 security guards and operations personnel. (More information about Vericenter is available upon inquiry.) Ascentis offers two HROfficeASP packages to fit your organization s needs: HROfficeASP Standard includes: HR and Benefits Management, Payroll Connect, Applicant Manager, Employee Correspondence Wizard, Attendance, COBRA, Compensation, File Attachments, Customization, Reporting, Org Charting, QuickStart Data Import. HROfficeASP Premier: Includes all features and functionality provided in HROfficeASP Standard package plus HROffice Self-Service, Online Open Enrollment, and My Paycheck.* *Available for specific payroll solutions.

10 advanced reporting services You ve automated your HR processes, now it s time to report on them. HROffice Advanced Reporting Services and the powerful functionality of Crystal Reports allow you to perform true workplace analysis on the wealth of employee information you have stored in HROffice. Let Ascentis Advanced Reporting Services experts install your reporting dictionaries, deliver customized report templates, and train your HR team. Features of Advanced Reporting Services Multi-company, exception, advanced point-in-time reporting, and much more. Pre formatted templates for your employee, benefits, and customized data. Quick and easy reporting on data that is repeatedly needed for analysis. A customizable and intuitive interface for easy reporting criteria selection. Easy creation of presentation quality custom reports with full color graphics, pictures, logos, and more. Simple extraction of employee data for merges into pre-printed forms such as I-9, W-2, benefits enrollment forms, and more. Training and Support Advanced Reporting Services experts help you get up and running in no time with comprehensive training and professional services. Thorough personalized Internet training ensures that new and experienced Crystal Reports users get the most out of the product and includes: Crystal Reports Dictionaries customized to your HROffice database. Report templates developed specifically for your needs. Or, you can choose from a list of existing pre-formatted reports. Eight hours of personalized internet training designed to make certain all users maximize the value of the reporting tools provided. One year of support for Crystal Reports and the Crystal Dictionaries.

11 professional services Ascentis Professional Services is a unique service program that focuses on the three key areas of Ascentis technology: implementation, customization and data manipulation. Ascentis experts can help your team extract the ultimate benefits from HROffice in the following areas: Implementation Installation Data import Training Self-service implementation Payroll link initiation Customization Alerts setup Custom alerts creation Benefits configuration Attendance program structure Data manipulation Data conversion Choose from one of our popular packages or work with us to customize implementation to fit your needs. Onsite Implementation: Ascentis technicians will guide your team onsite through the installation process, data import, and customized setup. We ll construct the framework for your company s benefits and attendance plans as well as configure HROffice Self-Service, HROffice Payroll Connect, and HROffice Alerts. QuickStart Bundle: Ascentis technicians can work with you over the Internet as we share your desktop and help you import data and configure your benefits and attendance plans. This five-hour training session will have HROffice up and running for your company by the end of the day. Please note, a high speed Internet connection is required. Custom Offsite: Ascentis technicians will create a customized plan to get HROffice up and running for your organization as quickly as possible. The difference? You pick the place. A lot of our customers join us at Ascentis headquarters in Bellevue, Washington. For more information, contact Ascentis Professional Services at x. 180 or proserv@ascentis.com.

12 hroffice university In-depth training ensures excellence in software utilization and expected deliverables HROffice University is designed to provide HROffice users with extensive product knowledge training to best optimize their HROffice solution. Students delve deeply into the software and learn from peers while doing so. Courses feature hands-on tasks and real-world scenarios. All Classes are led by an Ascentis expert and are taught in an interactive classroom style. All training courses can be taught online or in person. HROffice University: Course Selection Online classes (visit the Ascentis Web site for dates and times: Introduction to HROffice (2-hours, fee includes up to three concurrent users) This is our HROffice meet and greet! Students are introduced to HROffice s Setup Manager and Employee Manager. Students learn the in s and out s of these applications as customers spend most of their time there when using HROffice. HROffice Advanced Training (2-hours, includes up to three concurrent users) Ideal for those already familiar with HROffice, the Advanced Training class builds on the basics. This class dives deeply into functionality and configuration that includes benefit plan setup, customization Wizards, the Employee Correspondence Wizard, reporting tools, and much more. Jumpstart Training (6 hours) Overview and navigation Introduction to employee information Importing data with the QuickStart Import Utility Employee correspondence Introduction to benefit plans and attendance Customization and reporting Online enrollment through employee self-service Approvals policy Special Jumpstart (4 hours) Focuses on in-depth security, benefit plan and termination Wizard HROffice Self-Service Jumpstart Training Administration (6 hours) Online enrollment through self-service Employee correspondence Approvals policy Deployment strategy Ascentis Regional Training Workshops HROffice University hosts regional training workshops throughout the year. Take advantage of the cost savings and educational benefits of face-to-face interaction with the Ascentis Professional Services Team. Topics covered in the Regional Training Workshops include: The Setup Manager COBRA/HIPAA OSHA tracking Applicant Manager Benefits and enrollment Payroll Connect Customization Wizard Employee Correspondence Reporting The Report Wizard Custom reporting Data importing Alerts HROffice Self-Service, and much more!

13 support and maintenance Ascentis offers complete support services to its customers through the Ascentis Customer Support and Maintenance program. This annual subscription program entitles customers to many benefits. Expert Technical Support If you need help with HROffice, an expert is just a phone call or away. Professional support engineers are available from 7 a.m. to 5 p.m. (PST) Monday through Friday. Support and Maintenance includes one year of unlimited telephone and support for all users. Support is provided via an 800-number or through and includes assistance during initial installation and setup as well as for the ongoing use of HROffice. Free Software Releases A new version of HROffice is released two to three times a year based on customer feedback and new government regulations. These new releases deliver enhanced features and functionality. Ascentis Customer Support and Maintenance keeps your software up to date. When a major release is available for download, you will be notified immediately and are entitled to download it for free. HROffice add-on modules are not included. Free Software Enhancements Periodically Ascentis delivers software enhancements for HROffice. The software enhancements are driven by customer feedback, changes in technology, and revised government regulations. Support and Maintenance enables you to download and install software enhancements from the Ascentis Web site free of charge. Live Web Support Tired of trying to explain the question in detail? Sit back and let us take a look! The Ascentis support team is equipped with tools for live Web support, which allows our support engineers, with your permission, to remotely view and control HROffice running on your computer. Ascentis experts can be on site within minutes.

14 system requirements Component Client Workstation Server Operating system Database Windows XP or 2000 None Windows bit or 2003 Server 32-bit Ships with MSDE; for added functionality and administrative tools, Microsoft SQL Server 2000 or later can be purchased separately. Carrier Connect service requires Microsoft SQL Server. Processor Memory Intel Pentium 166 MHz or faster 64 MB or more recommended Minimum memory 64MB Ram; 128 MB or more recommended Monitor CD-ROM drive Other Super VGA (1024 x 768 recommended) Required Internet connection for product updates and HROffice Self-Service; 100 Mbps network card for network installations (10 Mbps minimum) Microsoft Word 2000 or higher is required if using the letters and capability of the Employee Correspondence Wizard and COBRA notices Microsoft Excel 2000 or higher is suggested for exporting reports Microsoft Visio 2000 or higher is required if using the Organization Chart feature Free disk space Minimum of 100 MB standalone, 10 MB for Client-Server 100 MB Total amount of disk space for application data depends on the number of active, terminated, and retired employees, and size of file attachments. Typical requirements are 100 KB per employee. Pointing device Printer A Windows compatible mouse Windows compatible printer (optional) Please note: The system requirements outlined above relate only to HROffice and its deployment or use. Setup, configuration, and management of third-party products that may be run in conjunction with HROffice (i.e. Fireware, Terminal Services, or hosting and antivirus solutions) will need to be addressed directly with the vendor selling and supporting those third-party products (i.e. Microsoft, Dell, etc.).