Innovative HCM Solutions

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1 Innovative HCM Solutions Human Resources. Payroll. Time & Attendance. HR Analytics. Bureau Payroll. Managed Services 1

2 About Us... COA Solutions Ltd is a privately held company that, for over 20 years, has been dedicated to providing business management and information systems to the UK midmarket service sector. Our award winning Human Capital Management (HCM) Software solutions include HR Professional, OpenPeople, ehrm and People Analytics. Over 90 experienced HCM staff are on hand to work with customers on any aspects of their HR, Payroll, Time & Attendance or Managed Service projects. Our goal is to identify the best fit solution for each customers business requirements, with solutions designed specifically for both public and private sector and for organisations with 50 to 40,000 employees. With over 800 customers in the UK and abroad, exceeding our customer expectations has made us the supplier of choice. Contents Our Company Integrated Solutions Human Resources Software Payroll Software Time & Attendance Software Managed Services HR Analytics Contact Us 2

3 Awards and Accreditations We continuously strive for excellence in both product and service delivery with a strong focus on customer satisfaction. By investing heavily in research and development we ensure products are driven forward in line with sector and technology requirements and demands. Our HCM software has received numerous nominations, awards and accreditations. We have been shortlisted for both Best Enterprise HR Solution and Best Mid-range HR Software and have won the Integrated HR & Payroll Software categories at the highly acclaimed Business Software Satisfaction Awards. Our Smart Business Suite is accredited by the HMRC for their Payroll and Pensioner Payroll standards. We are also registered to the international quality standard, ISO9001:2000. To retain this registration COA Solutions is independently audited every 6 months. The most recent audit inspection was passed again, with zero non-conformances. Aberdeen Gateshead Poynton Northampton Aylesbury Ipswich Harpenden Cobham Bridgwater Geographical Coverage Based in the UK, we are focused on serving the needs of our customers wherever they may be located. With centres of expertise for HR in Hertfordshire and Payroll in Aberdeen we have a network of offices across the country. We also work with a number of carefully chosen partners who extend our geographical coverage for the benefit of our customers. 3

4 Integrated Solutions... We provide a fully integrated suite of software modules that provide all of the functionality required to run the people aspects of your organisation. Our HCM solutions include HR, Time & Attendance, Talent Management, e-recruitment, full reporting analytics and Payroll, delivered on site or through a Managed Service. Our innovative solutions provide single data entry, rich functionality and ease of use. Customers benefit from our HCM process driven Self-service portal and a powerful Workflow engine which help speed up processes and minimise costs. Our analytics and reporting tools enable you to understand and improve the drivers of employee performance, enabling you to add value to the organisation and help drive your business forward. As the largest UK supplier of business systems to the UK mid-market, we understand the huge benefits that can be gained from fully integrated systems. This includes smoother product delivery, more consistent support and an enhanced user experience. The components of our fully integrated Human Capital Management suite consist of the following: Payroll Fast and accurate payroll processing is essential in any organisation. Our software provides full payroll parameterisation, maintenance of employee payroll details and payroll production. A large number of companies/payrolls can be maintained on each system. All employee details and current period variations can be entered online, via batch input from other systems or via bulk update. Separate functionality can help you with the processing of P11Ds and employee expense management. Our Payroll software is feature-rich, fully accredited by HMRC, covers all statutory and year-end processing requirements and provides full audit trails. Human Resources Our Human Resources software gives HR departments the tools they need to effectively and efficiently manage their organisation s workforce and helps the HR team to function as a more strategic, value enhancing part of your business. Security is a key element in the design and implementation of the system. Our solutions cover the complete spectrum of HR functions, including Personnel, Training, Recruitment, Succession Planning, Talent Management, e-recruitment, Self-service and.net Workflow. An in-built report writer enables you to create your own reports easily without impacting on the resources of the IT department. All modules can be used separately or combined to form a fully integrated HCM solution. COA Solutions Smart Business Suite 4

5 Time & Attendance The accurate recording of an employee s time and movement is essential for decision making within all organisations. Our Time & Attendance software allows you to easily monitor employee attendance, absence, lateness, work being carried out, jobs being worked on and employee movements. Attendance information is provided for payroll processing, ensuring both accuracy of input and costing. Key areas covered include Time & Attendance recording, employee costing and flexi time. The system is parameterised, giving a wide range of flexibility and can accommodate varying levels of access and security. Standard reports are available throughout the system, together with the ability to produce ad-hoc reports through the integrated report writer. Managed Service Historically, the delivery of human resources software to businesses as a managed service has only been available to the largest corporations. However, faced with a shortage of skilled in-house IT staff shrinking budgets, many organisations are unable to harness the business benefits that IT can offer. It can be difficult to ensure staff are all fully skilled with the latest technological and application knowledge and even where these things are not issues, companies can be impacted when staff become sick or absent. Our analytical solutions enable senior executives to monitor, analyse and improve the effect of staff on corporate performance. All of our solutions provide quick and simple access to HR and Payroll information. People Analytics, a powerful analytical tool that enables managers to better understand employee performance, empowers you to monitor and control the financial implications of your behaviour on your organisation. Delivery and Support Purchasing a system from us involves a lot more than just software. With an impressive track record built up over many years, we can provide you with the services and support to help implement your new system as quickly and as easily as possible, encouraging optimum use throughout the organisation and helping deliver an excellent return on investment over the life of the system. Our consultants are characterised by their professionalism, length of service & extensive knowledge of the systems they implement and support. COA Solutions has a reputation for going the extra mile, which is reflected in our high levels of customer retention and loyalty. Our commitment to customers is long term and based on a philosophy of co-operation and mutual partnership. COA Solutions On Demand enables customers to focus on their core business and dedicate their time to adding value to the organisation rather than spending it on administration and processing. HR Analytics In people-centric organisations, where employees typically account for over 50% of all costs, it is essential for management to understand and improve the drivers of employee performance. 5

6 Human Resources Software The call for HR to deliver tangible business value is increasing. The drive to improve employee productivity and reduce costs has resulted in greater importance being placed on choosing the right HR software system. Our Human Resource Solutions will improve performance and help streamline efficiencies. Our capabilities One size does not fit all and it is essential you choose the solution that best fits your needs. Our systems provide a complete spectrum of HR functions, including Personnel, Training, Recruitment, Succession Planning, Talent Management, e-recruitment, Self-service,.NET Workflow and Payroll. Our solutions are modular so can be used separately or combined to form a fully integrated solution and are ideally suited to organisations seeking Investors in People accreditation. Our HR Software Solutions focus on the following areas; Personnel Our Personnel software is designed to help save time, money and increase the effectiveness and efficiency of the HR department - allowing HR to develop as a truly strategic, value enhancing department. Training An invaluable aid for organisations accredited or working towards Investors in People. Our Training module provides everything necessary to effectively manage your training processes, maintain your talent pool and drive staff development initiatives..net HR Workflow HR Workflows are critical in driving greater efficiency within organisations. Our workflows will eradicate the need for many highly labour intensive HR activities. This will reduce costs, improve productivity, provide faster processing times and by using electronic forms, take organisations a step closer to a paperless office. Flexibility HR Professional allows you to define your own tables, fields, screens, calculations and validations, so you can adapt the system as business processes and strategies change without the need for re-programming. COA Solution s systems give HR departments the tools they need to effectively and efficiently manage their company s most valuable resource - its people, and helps the HR team to function as a more strategic, valueenhancning part of the business Recruitment Developed for HR departments with a dedicated recruitment function or for companies handling either seasonal or large scale e-recruitment campaigns. Our Recruitment software will help streamline your recruitment process from creating vacancies to issuing contracts for successful candidates. Self-service (e-hr) Our Self-service options allow forward thinking HR departments to go beyond traditional HR practices and provides managers and staff with a single point of access to vital HR information. Our HCM process driven portal is the most convenient and cost effective way to share information and decentralise HR practices. 6

7 Integrated Payroll Software Fast and accurate payroll processing is essential in any organisation. The accuracy and reliability of your payroll systems are key for any organisation to operate successfully. Our Payroll module provides a fully functional payroll processing and management system which can be integrated with our any of our HCM solutions allowing single data entry. Our capabilities Our Payroll solution is a flexible, user friendly solution that supports all UK payroll procedures including audit, archive, expenses, absences, BACSTEL and Internet filing, fully meeting the demands of modern payroll runs. A large number of companies/payrolls can be maintained on each system. All employee details and current period variations can be entered online, via batch input from other systems or via bulk update. Designed, developed and implemented for a wide range of organisations of differing size and complexity, our Payroll systems maximize both efficiency and effectiveness. Addressing the complexities of each particular industry, our software allows full control of every aspect of your business. The system can also be customised to accommodate your specific needs and varying levels of access and security. A full range of enquiry and reporting options are provided giving the user easy access to employee and management information. Payroll processing can also be performed for individuals, groups or all employees over a range of frequencies. Key features include: All statutory requirements Averaging calculations Full audit trails Global updates History recording and reporting Inland Revenue accreditation Multi company/multi frequency Occupational Sick Pay Online Payslips Partial run facility Unlimited rates User definable timesheet input screens Year end processing User definable pay elements and accumulators HR & Payroll Product Training Our dedicated training professionals deliver a comprehensive curriculum to ensure optimum usage of your HR & Payroll systems. We also provide bespoke courses, on and off site, designed to meet your individual requirements. Our training team have extensive hands-on experience and an exceptional ability to relate courses to real life business situations, showing customers how to utilise our HR and Payroll software to best effect. Completing our recommended training paths ensures that users understand the full functionality of the system from day one. In turn, this ensures your organisation maximises their investment and gains full benefit from the software. 7

8 Time & Attendance Software Accurate recording of employees time and movement is essential for decision making within any organisation. The ability to closely monitor absence and lateness, send accurate data for processing by payroll and ensuring you are meeting all working time directives are key to improving the efficiency of your staff. Our Time & Attendance software will help streamline your operations. Our Time & Attendance system allows you to easily monitor employee attendance, absence, lateness, work being carried out, jobs being worked on and employee movements. Attendance information is provided for payroll processing. Absence codes can be linked to payroll for automatic payment of SSP, OSP and holiday pay. Time & Attendance recording, employee costing, flexi time, absence and holiday planning, tracking and reporting are all easily achieved and can be administered and viewed at individual, group or global level. Standard reports are available throughout the system, together with the ability to produce ad-hoc reports through the integrated report writer. Evacuation report Our software includes fire evacuation reporting so registers can be created in the case of emergency. Leave planning and entitlement Our Time & Attendance software streamlines the entire leave planning process and offers you total visibility of leave company wide. Payroll interface Attendance information can be automatically included in our payroll processing, ensuring both accuracy of input and costing. Supervisor access All of our HCM solutions can accommodate varying levels of access and security, allowing supervisor and administrator views. User definable work patterns and rosters Our software includes comprehensive and user definable working patterns, rosters and shifts. Working time directive report Changes to the working time directive mean it is imperative that organisations accurately record employees attendances. Our systems are fully compatible with all working hours regulations. Key features include: Absence & lateness management Identify poor employee attendance and timekeeping and monitor trends within your business to reduce waste and improve productivity. Employee calendar All absence codes are user definable and can be individually colour coded on employee calendars for ease of use, quick analyses and management overviews. 8

9 Managed Services COA Solutions On Demand enables HR to focus on their core business and dedicate their time to adding value to the organisation rather than spending it on administration and processing. Extending the traditional HR software to include a fully hosted service also has a positive impact on reducing overheads such as space, storage and power, which, when combined with employee salaries make up a large percentage of the ongoing cost of solution ownership. By choosing a managed service option you can be sure that your system is maintained and supported by the experts the authors themselves, giving you confidence and peace of mind in the reliability of the service you receive. Our Managed Services are extremely scalable and allow you, your team and your organisation to reduce risk and concentrate on your core business. Our services are built on the backbone of over 20 years experience within the HR and Payroll industry and our software solutions manage over 4% of the UK s working population. We offer a blend of services aligned to your business requirements, scaling from pure payslip printing and application hosting through to Fully Managed and Payroll Services. Our pick and mix approach allows you to select the elements of technical, hosting and Payroll Services that best suit your requirements. Our solutions fall into three areas depending on the level of service required: Managed service Where the software and data is held centrally within a secure environment on the customer s site which is then remotely managed by COA Solutions. Hosted service Where the software and customer s data is held within a COA Solutions secure remote data centre. With this option, the customer does not need to provide any related server hardware, operating software or operational resource to support the solution. Bureau service Where the software and customer s data is held within a COA Solutions secure remote data centre and data processing and management reporting is handled by COA Solutions with agreed input and outputs provided. COA Solutions On Demand Managed Service Hosted Service Bureau Service 9

10 HR Analytics In people-centric organisations, where people costs typically exceed over 50% of all costs, it is essential for management to understand and improve the drivers of employee performance. Organisations that struggle with high absenteeism, staff retention and recruitment issues suffer both decreasing performance and increasing costs. Our HR Analytics solution, People Analytics, is a unique application, designed by HR professionals. People Analytics enables senior executives to monitor, analyse and improve employee performance and measure the financial impact that it has on your organisation. Accessed through a secure, fully interactive, browser-based web interface People Analytics provides visibility and clarity of your organisation s people performance and a detailed insight into actual business activity. Streamline workforce & Succession Planning People Analytics will help HR departments to understand optimum staffing levels. Legal compliance and liability protection People Analytics highlights where there are problems in all areas, including recruitment, retention, compensation and promotion of diversity. It can also provide the information required by the 2006 Companies Act. Through the benefit of pre-defined metrics, information is summarised in an HR Scorecard. This creates, manages and delivers your organisation s key performance indicators [KPIs]. People Analytics provides metrics and measurements for everything from absence to wealth created per full time equivalent. This provides high-level visibility of where value is being created within your organisation. Key features include: Successful absence management Identify causes of absence and create strategies to reduce the number of lost days due to absence. Unified view of people information People Analytics collates data from all sources that contain information about people in the organisation. Optimising staff retention Departments will be able to identify factors that cause employees to leave. With this information, HR can create profiles of possible leavers, targeting resources to retain high performers and analyse the impact/cost of losing key personnel. A UK Local authority saved 1.5m through reduced sickness absenteeism, the second highest drop of any local authority in a single year nationwide, by using People Analytics: This is the biggest ever reduction in staff absence we have seen in a similar timeframe and People Analytics is probably the biggest single factor in achieving this. Senior Personnel Advisor Devising successful recruitment strategies Improve the efficiency of your recruitment process. Through People Analytics you will gain an insight in to how effective your recruitment really is. 10

11 Contact Us If you want to improve the efficiency and flexibility of your Human Capital Management Software Solutions and create a more value-added, strategically led department, please contact a member of the COA Solutions HCM team. ASR House Arden Grove Harpenden Hertfordshire AL5 4SJ tel: +44 (0) fax: +44 (0)

12 COA Solutions ASR House Arden Grove Harpenden Hertfordshire AL5 4SJ tel: +44 (0) fax: +44 (0) Human Resources. Payroll. Time & Attendance. HR Analytics. Bureau Payroll. Managed Services 12

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