GEKKO BUSINESS MANAGEMENT. PRINGLE COMPUTER SYSTEMS : : TELEPHONE 0044 (0) Page 1 of 9

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1 GEKKO BUSINESS MANAGEMENT SYSTEM HR MODULE Page 1 of 9

2 WHAT IS GEKKO? GEKKO is a Windows application that is integrated with the Microsoft Office suite, allowing network PC s or remote users to access, update, share and manage the day to day operations of your company. With over 15 years experience of developing systems in almost every type of industry, PCS have combined all their knowledge into one business management system : GEKKO designed to handle everything required from a small business to a large multi-national corporation. With its simple design but powerful tools, GEKKO has a proven record of being rapidly integrated into any Company Operation. The GEKKO application has been developed into a number of smaller interlinking system modules. This allows for the End User to pick and mix which elements they require for their current organisation, but at the same time allowing them to add additional sections when the time is right for them as their company grows. Page 2 of 9

3 HUMAN RESOURCES We have designed this software to help you identify and then manage all the possible Staff issues that you may have to face when running your business. Just being aware of the options available will help you control the mountain of requirements necessary to manage your staff as effectively as possible. A simple regular review will also help highlight if there are gaps in the necessary formalities. This can be as simple as knowing who is required to take training to undertake their role, whether it is First Aid, through to monitoring sickness/absence, onto recording of interviews that may need to be referenced later. Log and record Staff Personal Details (Home and Contact Emergency Details) Training requirements linked to roles and history of training. Tracks when staff failed to attend. Record absence and holiday incorporating the Bradford Factor. Images staff role sheets, ID Photo tags, ID Photo security passes. Appraisal and performance documents (Personal Development Plan (PDR) and Current Individual operational targets (Key Performance Indicators (KPI)) Disciplinary letters and notes. Vehicle and machinery licenses and expiry. (e.g. Forklift Truck) Manage staff maternity and pregnancy. Identifying paternity leave and recording maternity risk assessments. Record individual qualifications and roles within the Company (First Aiders / Fire Marshalls etc) Track working time directives recording standard working time and overtime. Recruitment procedures and job descriptions. Interview notes and references. Group Staff by Teams / Sectors / Departments / Regions / Part Time/ Shift / Full Time. Ensure data protection compliance with date stamped data. Ensure health and safety compliance recording risk assessments, logging accidents and ensuring health and safety certificates are valid and present. A number of PCS clients have adapted this module to manage and control training requirements, Health and Safety policies, office building regulations and even internal social events. System Security Layered security allows access to staff details dependent on individual s position within company to preserve confidentiality. Team Leaders can only see their Individual Member Details Individuals can only view limited areas within the HR Module; Working Hours, Attendance or which ever sections you choose to assign to your staff. Page 3 of 9

4 Role Management Reports Due to the Health and Safety at Work Act 1974, a crucial part of HR legal compliance, is to ensure that all your staff have completed the relevant training to perform their roles within your organisation. Within GEKKO training requirements can be assigned to roles. GEKKO identifies staff members associated to this role and informs the HR department of when the staff member s accreditation is due. First Aider must complete a First Aid at Work accredited training. Fork Lift Truck for operators of this machinery. Asbestos Awareness for those needing to deal with this hazardous chemical. Organisations can now ensure new staff members have passed the correct organisational awareness courses regarding company brands procedures and policies. GEKKO keeps a full record of the training carried out : What the course was When the training occurred When the accreditation expires Whether the staff member attended or missed the training opportunity. GEKKO also helps organisations to identify skill coverage and gaps, keeping a full record of staff training history. Page 4 of 9

5 Training Matrix Reports Powerful reporting options that automatically create detailed Microsoft Excel Training Matrixes, highlighting staff that require their skill sets to be improved. Friendly Colour Coded Index Red Essential Training to Book Or Refreshed Yellow Option Training required but not Necessary for their current roles Green Completed Training Page 5 of 9

6 Bradford Factor Sickness And Attendance Within GEKKO we have built into our sickness and absence section an automatic Bradford Factor calculation. This automatically calculates a staff members Bradford Point score allowing you to manage your disciplinary for absence and sickness at your discretion. The Bradford Factor calculates a score called the Bradford point for a staff member. This factor aims to reduce the level of short term absence. The Bradford Factor uses the equation: B = (S x S) x D B = The Bradford Point Score. S = The total number of incidences of absence within a given period. D = The total number of days absence over the same given period. The standard given period of the Bradford point system is 52 weeks however GEKKO HR allows you to customise this to your requirement. Page 6 of 9

7 What makes GEKKO different from other Business Management Systems? A number of mainstream Business Management Systems, tell you how to work, they even tell you what you should call things. GEKKO is designed around you and your business, and allows you to customise everything allowing you and your team to work in the environment that they all know and understand. As standard, the system comes with the following extra operational features: Powerful Reporting Tools Create and upload your own Microsoft Word Templates Assign Templates to individual records, or merge large sets of data. Customise your export routines into Microsoft Excel Import Your Existing Data Import modules that come standard with GEKKO, allow you to retrieve and upload your existing data from various sources. o Existing Access Databases o Microsoft Outlook Centralise all your office contacts. o Existing Microsoft Excel Spreadsheets. PCS can even pre-upload your system with Contact Details from any business sector. Customise Your System Rename all aspects of the system, everything from Menu Headings to Individual Field Names. Give individual users different access to every part of the system, including any menus they can see, reducing any confusion on where they need to go. Create your own drop down list options, which you can add and change as you go along. Page 7 of 9

8 GEKKO PRICES : FOR 2011 Please note that the system will handle an unlimited number of staff details, but access to these records are managed by the authorised Users. GEKKO MODULES STANDARD PRICE CRM ( BASE PACKAGE ) This module is a core component of GEKKO and must be purchased before adding any other packages. 1-3 Users 1-5 Users Additional Individual Licenses Licenses are only required for access for the GEKKO application and not on how many staff records can be stored Human Resources Events Manager Contact Packs Preload CRM module with customer contact Details from any business sector Per 1000 Contacts All prices exclude VAT Other Modules are also available for GEKKO at : Page 8 of 9

9 ADDITIONAL SERVICES Service Details Duration Cost Installation Setting SQL Server Within Current Company Network Setting Storage Locations For Client Documents ½ Day Free Included with System Price Review How Your Company Operates On Site Meeting, reviewing how the customer needs the system to work for them. PCS would create a number of demo video s highlighting how the processes can be achieved within the system. These clips can then be used to help train staff within the company. ½ Day Support Free System Updates (When new features are added, client will automatically, receive database update) Phone Support WEB Support Access to Video Links And Walk through Examples Client can create their own clips links and upload to their account These clips can only be viewed by their users only 1 Year Users Users Users Users - >20 1 st Year Free Power User Training 1 Day Training with System Admin Users, Creating and Managing Users Managing Drop Menus, Creating Word Templates Creating Outlook Listings, Importing data Extracting Data, Best Practices End-User Training ½ Day If required WEB support should cover most things Overview of system, Add, Finding Records Running Reports, Creating Word Templates Creating Outlook Listings, Importing data Extracting Data, Best Practices Contact History Best Practice Routines Page 9 of 9