Prduct verview Safe emplyee management Safe EMS prduct verview Intrductin t Safe Safe Cmputing Ltd has ver 40 years experience f the HR and payrll market place. Safe s HR and payrll sftware slutin knwn as Safe EMS delivers pwerful and reliable up-t-the minute infrmatin t all levels f the rganisatin. Easy t use and intuitive, Safe EMS will allw yu t redefine the level f service yu ffer t yur business. Delivery can be in huse r via a range f services cvering hsted slutin delivery, payrll bureau fr the UK and Ireland and fully managed payrll utsurcing. Whatever ptin yu chse Safe EMS is backed up by a high level f supprt frm ur implementatin and prject management staff resulting in a smth transitin frm yur current slutin. Onging supprt frm industry prfessinals alng with full legislative cmpliance cmplete the picture. The fllwing is an idea f the level f functinality within each mdule but is by n means exhaustive: Mdule Safe EMS HR Integrated t Payrll r stand alne Functinality As yu wuld expect frm any HR slutin tday, full and cmprehensive infrmatin can be recrded abut yur emplyees. Within EMS this includes: names, addresses, date f birth (DOB), next f kin, emergency cntacts, business telephne, business mbile and business email addresses, memberships, skills, languages, qualificatins, previus jbs, emplyee checks etc. This list is nt cnclusive, als all infrmatin held can be reprted upn. Fr current staff and leavers. appraisal management emplyees can be measured against cre cmpetency matrices that are inherited frm the jb. demnstratrs can be entered t prvide managers with details f hw emplyees 1
Prduct verview Safe emplyee management can be assessed t see if they have reached the required cmpetency level ratings can be reprted upn acrss emplyees. due dates and fllw ups can be triggered via ur cmprehensive wrkflw engine. appraisal data can viewed via ur web ffering grievance and disciplinary management with fllw up dates and the ability t lg actins and dcuments. due dates and fllw ups can be triggered using ur cmprehensive wrkflw engine equal pprtunities ethnicity religin natinality age gender right t Wrk accident management details f ccurrence date and time. due dates and fllw ups can be triggered using ur cmprehensive wrkflw engine salary management table driven t allw fr mass updates unlimited salary histry fr full analysis autmatic date effective back pay calculatin career management and develpment ptinal cntract histry can be held prviding yu with as much r as little infrmatin as yu wish t maintain. career develpment successin planning etc. 2
Prduct verview Safe emplyee management fleet management vehicles can be allcated t emplyees and mnitred fr P11d purpses. mileage mnitring fuel cntributins registratin details, rad licence, service and MOT lgging. Sale details, hire purchase agreement infrmatin. emergency cntacts, next f kin and dependent infrmatin prperty register memberships cmpetency and skills management health and safety emplyee checks ability match wizard analysis grups Outlk integratin dcument email and wrd mail merge Safe EMS Payrll Integrated t HR r stand alne Safe EMS Payrll can be integrate t HR r stand alne, in huse r hsted. Fully UK and Irish legislatin is taken care f by Safe. multi cmpany and multi pay grup and multi cntract functinality pay prfiles allwing yu t set up standard payment mdels fr grups f emplyees. net t grss facility UK, Irish, and Isle f Man (IOM) legislatin autmated retrspective NI calculatins In the event that the incrrect NI categry cde has been entered int the system EMS will recalculate this. 3
Prduct verview Safe emplyee management P45 checker Yu n lnger have t check P45 details against tax tables expenses and benefits cmprehensive expense and benefits prcessing with mid r late perid payment thrugh t BACs. unlimited payments and deductins. pensin deductin prcessing unlimited pensin cmpanies and schemes can be maintained. Calculatins based n Cash r percentage. On-line pensin reprting effective dating and future events is fundamental t the design f EMS and allws yu t input data in the system well in advance f when it is required. back pay retrspective pay includes histrical start and stp dates fr permanent payments retrspective salary increases and decreases, inclusive f midmnth changes. run separately frm the main calculatin s that the results may be reviewed r cmbined with the main calc. split net pay int multiple bank accunts payment f third party payments disbursements autmated starter and leaver prcesses ability t run multiple sessins r supplementary 4
Prduct verview Safe emplyee management pay runs per pay perid. n-line payslips via the MyView emplyee Kisk r email f payslips. links t general ledger. integrates with Safe financials standard extract files P11d Mdule (ptinal) HMRC integratin fr in year and end f year n line technlgy t link t HMRC in bx and ut bx functinality full visibility and cntrl f data multiple currencies multiple cntracts audit jb scheduler wrkflw alerts new starter and leaver wizards emplyee calendars persnalised Imagery frmula pay rates expenses and benefits prcessing shift patterns reinstatements directrs annual and perid calculatins Full P11d prductin mdel available. Absence Management ccupatinal schemes Safe manage legislatin in terms f legislative cmpliance with statutry maternity pay (SMP), statutry sick pay (SSP), statutry adptin pay (SAP) and statutry paternity pay (SPP). As part f the standard slutin we als ffer the ability fr users t create and manage a range f ccupatinal schemes such as 5
Prduct verview Safe emplyee management ccupatinal sick pay (OSP) and ccupatinal health pay (OHP), as well as ccupatinal maternity pay (OMP). absence calendars fr viewing individual and departmental infrmatin individual entry r batch entry f data. Hlidays, sickness, paid and unpaid absence can be entered via MyView emplyee kisk if taken Training Administratin Mdule (ptinal) The Safe EMS training administratin system is fully integrated with the Safe EMS HR sftware and can help t minimise the administrative verhead assciated with scheduling curses, allcating resurces and bking delegates. Users can identify training needs, administer the curses and events, manage training prviders and venues thrugh t allcating key resurces such as rms and equipment. Individual and bulk bkings are available as well as being able t allcate curse prgrams t yur delegates. Waiting lists and curse pre-requisites are als checked. Integratin with Micrsft Wrd and Outlk means that pre and pst curse dcuments can be sent t the right delegate at the right time, such as jining instructins, cancellatins and curse certificates. If yu take the emplyee self service mdule yur emplyees can view curses available n-line and generate training requests. Infrmatin such as training needs, appraisals, bjectives and skills are immediately available n any 6
Prduct verview Safe emplyee management individual, grup r department, enabling line managers t identify the availability f relevant curses and place a training request whilst cnducting an appraisal. Recruitment Mdule (ptinal) EMS recruitment mdule is a cmprehensive management system fr all yur recruitment needs. The mdule is simple t use and enables users t manage the recruitment prcesses frm end t end, effrtlessly, taking the headache ut f the day t day administratin. Users can quickly set-up vacancies and prcess the candidates efficiently thrugh the recruitment prcess helping yu t standardise each stage f the recruitment prcess. Tasks such as letter r email prductin, interview invites, reference tracking and cntract generatin are quickly and easily set up. The successful candidate is then passed seamlessly acrss t EMS HR as an emplyee ready fr the rest f the EMS suite. Bth external and internal applicants can be recrded alng with equal pprtunity mnitring. The EMS recruitment system als includes skills matching and applicant assessments, ensuring yu find the right peple fr the jb. An additinal add n t the recruitment mdule is the candidate prtal where peple using the web can view vacancies within yur cmpany and apply fr psitins. These applicatins can seamlessly be updated int the recruitment mdule thus saving administratin time as the need t enter the applicants data manually is n lnger necessary. MyView MyView allws bth line managers and emplyees 7
Prduct verview Safe emplyee management Emplyee and Manager Kisk (ptinal) access t key HR and payrll data via the web r intranet using a web brwser. By branding the self service mdule with yur wn crprate clurs, lg s, fnts and imagery yur emplyees have a slutin with a familiar lk and feel helping t increase the usability f the system frm the utset. Security within MyView allws managers t interact with their wn staff. Changes f persnal details, hlidays, absence, training requests and many ther functins may be authrised by a team. Emplyees are able t see their wn payslips, change persnal data, request training, absence r hlidays and mre. Any changes are autmatically passed thrugh t the apprpriate line manager fr authrisatin. Key features - emplyee cnfigurable hmepage phne bk manage sickness, hlidays view appraisals manage persnal and banking details manage next f kin, emergency cntact and dctr details view and print current and previus payslips vacancy ntice bard and applicatin prcess training curse library and training request prcess ptin t attach ther cmpany specific dcuments r links Key features - manager manage, view, authrise emplyee persnal details manage, view, authrise emplyee absences manage, view and authrise emplyee training requests manage, view and authrise emplyee jb 8
Prduct verview Safe emplyee management applicatins submit vacancy requests submit new applicants submit new starters submit leaver details team calendar view appraisal and assciated dcuments manage authrisatins via an authrisatin kisk flexible team authrisatin structure t allw fr multiple peple t authrise requests Flexible Benefits and Ttal Reward Statements (ptinal) Key EMS Features acrss all cre mdules a ttal reward statement can shw the emplyee all the benefits f wrking fr a business. Micrsft SQL Server dcument management dcument management is embedded within EMS allwing yu t generate Wrd dcuments frm user defined templates which can then be merged using the data in EMS. Any type f dcument r file can als be stred alngside the emplyees recrd in additin t thse generated within EMS. dcuments are cntext sensitive t the subject that yu are lcated in i.e. if yu are in the accident screen, yu will nly see dcuments relating t accidents dcuments can either be stred as blbs and physical dcuments ffice integratin Wrd Outlk integratin ical appintments batch facility 9
Prduct verview Safe emplyee management helps t speed data entry ease f cmparisn between similar sets f data mass update wizard wrkflw simple t use but cmprehensive wrkflw engine user cnfigurable calendar and data change triggers ability t set up multiple authrisatin levels escalatin capability autmatic prductin f emails and wrd dcument attachments jb scheduler t cntrl the sending f emails and trigger wrkflws grup authrisatin capability flexible reprting ffering a range f capabilities dependent upn the needs f the individual, this can vary frm simple listing tls t cmplex business intelligence infrmatin. Cgns Imprmptu reprting multiple standard reprts crss multiple tax years pwerful management infrmatin Excel pivt tables, a number f pivt tables with pen database cnnectivity (ODBC) database access have be set up that allw data analysis t be perfrmed, a pwerful and instant tl yet security is maintained. business intelligence - reprting dashbard reprting recrd card reprting drill thrugh reprting graphical reprting reprt reminder and scheduler 10
Prduct verview Safe emplyee management rganisatinal structures cmpany structure can be set up fr cmpany, regin, team and sectin. bth cdes and descriptins at all levels security restrictin f infrmatin accrding t prfile f user read nly, amend, insert and delete access can be set per user Service Delivery Optins In Huse Safe EMS can be run in-huse whereby Safe will be happy t specify hardware details based n the size f yur rganisatin and ptential grwth ver three t five years. Sftware as a Service EMS as a service, hsted n a sftware as a service (SaaS) basis and delivered t yu via the web n ur ISO 27001 data centre, accessible 24 hurs a day. Key features: UK and Irish Payrll legislatin as standard statutry and ccupatinal absence schemes unlimited pay runs in a perid fr n extra cst hurly, weekly and mnthly cnfiguratin ptins HMRC n-line fr in-year and end f year prcessing pensins and absence administratin management new starter wizards and checklists leaver prcessing wizards and checklists variable data management tls such as time sheets and expenses dcument management 11
Prduct verview Safe emplyee management persnal accunt management and custmer supprt service system Wide Tls integrated Cgns reprting Micrsft integratin - delivered with MS ffice n the desktp Micrsft SQL server based task and wrkflw autmatin cnfigurable t yur key requirements ptinal tls integrated HR, recruitment and training P11D mdules r utsurced prductin service MyView Self Service e-payslips ttal reward statements and flex benefits functinality Fully managed payrll bureau Flexible t suit yur rganisatins requirements. 12