UNIT-e Human Resources

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1 UNIT-e Human Resources overview Business Overview Getting The Most From Your ICT Spend Student Records and Tracking Vocational Qualification Management and Tracking Strategic Support Services Operational Support Services Finance Management Business Tools UNIT-e Human Resources

2 The human resource solution designed for education and training providers Why UNIT-e Human Resources from Capita Further and Higher Education? It is widely considered that your staff are your most valuable asset. All education and training providers need people who are the best in their field, whether they are expert lecturers or efficient support staff. Effective staff management, from initial vacancy and appointment management, to the monitoring of staff development, is imperative to maintaining a strong and effective workforce. UNIT-e HR provides a powerful and flexible, yet simple-to-use solution to maintain every aspect of personnel management. In addition to the functionality required by the HR team, Capita s UNIT-e HR offering provides web-based functionality for individual staff to update their records, request leave or just search for the basic contact details of other staff members. It is also possible to provide functionality so that internet-based applications can be made to vacant posts. Whilst human resource management is an essential part of any business, education and training providers have their own specific requirements that are not standard in off-the-shelf HR packages. Capita Further and Higher Education has ensured that our UNIT-e solution is fully integrated with our timetabling and register solutions and is capable of producing the latest staffing returns, therefore making UNIT-e HR the first choice for all education and training institutions.

3 UNIT-e Human Resources Maintain your staff and appointment details with the fully integrated UNIT-e HR management solution The UNIT-e Human Resources solution maintains all staff related data and offers powerful management facilities to meet both provider and statutory defined requirements for reporting and analysis. As an integral part of the extensive UNIT-e solution, personnel information maintained in UNIT-e HR is made available for integration within timetabling, registers and many other functions. Core HR, Staff, Post and Appointment Web Holiday System Web View and Update Personal Details and Staff Search Holidays, Absences and Incidents Vacancies and Recruitment Development and Welfare Web Recruitment Appraisals Staff Contracts Statutory Staffing Returns Salaries Payroll CSV Link

4 UNIT-e Human Resources - functionality Core HR, Staff, Post and Appointment The core functionality of Capita FHE s HR suite is made available to the user through a set of configurable * screens within UNIT-e s Information Interface environment. It has the functionality to enable staff position and appointment records to be created and maintained. Full staff personal and biographic details can be maintained (e.g. addresses, contact telephone details and photographs). Along with education specific attributes such as planned timetable utilisation and CRB checks. Web View/Update Personal Details and Staff Search Using a secure staff login process, staff can amend their own details. Each field displayed on the web page has its own separate control allowing the organisation to decide what data can be amended. An optional workflow approval system is also available, such that a designated supervisor can be required to authorise any amendment requests. Additionally, all staff can search and use an online report giving details such as members of a department and car registration. This search also provides a basic organisation structure chart complete with staff photographs, which can be especially valuable in larger organisation. Vacancies and Recruitment This can become a very time consuming task but it is an essential process within all organisations. The application assists you during this process by providing a facility to monitor vacant posts and post them to a web-site. Applications can then be submitted by the candidates and tracked throughout the appointment process. Web Recruitment In this electronic age, it is now an essential requirement of modern HR systems that applications can be received over the internet. UNIT-e HR provides functionality allowing a member of the public to create an online user account and then apply for a specific post. Data on unsuccessful candidates can be stored for a designated period of time (usually no more than 12 months) so that they can be sent notifications of further vacancies as they become available. Staff Contracts This critical payment tracking functionality is designed to cope with both full-time staff and the more complex issues involving part-time staff. The processing of payment claims can be undertaken via three methods: By Claim in which the staff member completes a claim form, including details of hourly rates, overtime and expenses. This is then authorised and deducted from contract hours By Register in which the staff member completes their registers in UNIT-e s attendance software and a payroll claim is then automatically generated By Exception contracted hours for a payment period is provided and a schedule of payments is then produced. Salaries The module can deal with a structured grade and salary scale point system as used by most colleges. Grades are applied against the position and scale points are entered against the staff appointment, which then applies the appropriate salary for that staff appointment. It is also possible to enter bank details against the staff member (account numbers and sort codes are encrypted). Payroll Link A generic link has been developed using a comma separated value (CSV) file format, to provide data for third-party payroll systems. This is a configurable link that will handle the standard pay details, including pension calculations (from the Staff Contracts application) or changes to staff personal details (e.g. name, address). Statutory Staffing Returns The UNIT-e HR solution will provide routines to support the staffing return for FE in England - the SIR (Staff Individualised Return) collected by Life Long Learning UK (LLUK). Once the proposed new Scottish staff return is finalised, that too will be supported. * User configurability requires the Advanced or Professional edition of Information Interface

5 Appraisals This application provides the key functionality for handling the basic probationary and annual interviews and many different types of appraisal and performance reviews. The solution provides routines to control the workflow of the appraisals process; the information recorded and tracked includes appraisal dates, career aspirations, comments and performance assessments. Development and Welfare This application provides the functionality to record a comprehensive set of staff development and welfare details. This includes appropriate forms to record qualifications, experience, professional memberships and any training received. The application also provides functionality to record disability and next of kin details. In addition, other details such as eye-test checkups, specific health problems and VDU workstation assessments can all be recorded. Holidays, Absences and Incidents This functionality records and maintains any form of agreed leave entitlement and absence from work. The configuration allows different leave types to be created (e.g. compassionate, family), holiday entitlements are recorded and leave requests are offset against the entitlement. The remaining absence or holiday allowance can easily be viewed for each staff member. Web Holiday System This functionality allows staff to access their personnel records and submit holiday requests. This module includes a workflow approval process whereby a designated supervisor is required to authorise the holiday request. The system provides an notification service to inform the supervisor that leave has been requested and, once approved, generates an response stating that the leave has been confirmed or rejected. Human resource reporting implementing Report Generator Capita has worked alongside FE and training providers to understand and develop a suite of standard reports that meet general needs; these can all be amended to meet particular local needs. As institutions use a range of payroll and CPD solutions, UNIT-e HR also provides flexible data extraction capabilities allowing interfacing with third party solutions. UNIT-e Ease of use and flexibility Interoperability Web enabled and secure Integration Reporting Requirements Track record and expertise of Capita FHE Benefits Fully configurable and customisable purpose-built screens that can be tailored to fit training providers processes and branding. Mouse or keyboard control for operators. Easy to navigate and manipulate data. Efficient, saves time. Ability to use either of the two industry standard databases Oracle or SQL Server. Provides the most powerful and open architecture enabling unparalleled interoperability. Future-proofing your investment. Security of your information is important for both your competitive advantage and compliance with the Data Protection Act. UNIT-e provides complete security over your information whilst enabling web access as appropriate. A unified management information system that eliminates data duplication, sharing data within the UNIT-e Suite and providing power tools for the import and export of data to third party systems. UNIT-e HR is compliant with the data collection and reporting requirements of Life Long Learning UK (LLUK). With over 20 years experience, Capita FHE is acknowledged as the market leader in the development of fully integrated training and education record systems, as embodied in UNIT-e HR. By partnering with Capita, you are backed by the strength and depth of a large corporation.

6 Capita Further and Higher Education provides: Best-of-breed software solutions Management Consultancy - we draw on extensive expertise within the company to influence the effectiveness of education and training management MIS Consultancy - we have a wealth of experience in promoting the effective use of MIS Project Management - any size project, any duration, any scale and any aspect of your business Business Services - a comprehensive portfolio of services including IT infrastructure, desktop management and disaster recovery Portals - we can help you reduce information overload through tailored portals Training - a national programme of training is available to support the use of Capita FHE software Support - comprehensive service with expert advice, training, consultation and technical support Fully managed hosted services. About Capita Further and Higher Education 5 Mercian Close Watermoor Cirencester Gloucestershire GL7 1LT t: f: Capita Further and Higher Education is the leading supplier of information systems and services to the education sector. The company provides a range of software and services to over 180 colleges, universities and training providers in England, Scotland and Wales to meet their information management and administrative needs.

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