HR Records (Available on Selected Plans)

HR Records  (Available on Selected Plans)

The HR Records module helps manage all employee-related data, providing a central database for employee records, contracts, training, dependents, performance, and more. It offers tools for managing HR operations, tracking employee history, and generating reports.

Features Overview:

• Dashboard: View staff ratios by department, age, job type, and changes in staff over time.

• Manage job descriptions, onboarding processes, training, contracts, dependents, and layoffs.

• HR Reports: Track staff layoff data, salary changes, and personnel qualifications.

• Employee self-service: Employees can view their profile, contracts, trainings, and payslips.

1. Dashboard Overview

The dashboard provides a high-level view of your HR operations, including:

• Staff ratio by department, jobs, and age groups.

• Changes in staff by seniority over time.

• Staff status by month.

• Employee birthdays of the month.

Use the dashboard to monitor key metrics such as employee distribution, staff turnover, and upcoming birthdays.

2. Job Description Management

Job descriptions help structure the roles and responsibilities of employees in the organization. The module allows you to manage and categorize job descriptions.

Steps to Manage Job Descriptions:

1. Navigate to HR Records > Job Descriptions.

2. Click New Job Description to create a new description or edit an existing one.

3. Define job titles, roles, responsibilities, and associated departments.

4. Save the job description to keep it available for HR use.

3. Organizational Chart Management

Create and manage your company’s organizational chart, representing the structure of departments and reporting lines.

Steps to Manage Organizational Chart:

1. Go to HR Records > Organizational Chart.

2. Add employees to the chart, specifying their position and reporting manager.

3. Update the chart to reflect any staff changes over time.

4. Onboarding Management

The onboarding feature helps manage the process of integrating new employees into the company. It ensures that all steps, from document submission to training, are completed.

Steps to Manage Onboarding:

1. Navigate to HR Records > Onboarding.

2. Create Onboarding Templates for different departments or job types.

3. Assign onboarding tasks to HR staff and track the completion of each step.

4. Ensure that new employees complete all onboarding requirements.

5. HR Records Management

The core of the module is maintaining HR records for employees. These records include personal details, performance history, and other relevant employee information.

Steps to Manage HR Records:

1. Go to HR Records > HR Records.

2. Select an employee to view or update their record.

3. Edit details such as contact information, job title, department, and employment history.

4. Attach relevant documents (contracts, performance reviews, etc.).

6. Training Management

Manage employee training, including creating training schedules and tracking completion. You can assign specific training sessions to employees and record their progress.

Steps to Manage Training:

1. Navigate to HR Records > Training.

2. Add new training sessions, specifying the training type, duration, and objectives.

3. Assign employees to the training and track their attendance and completion.

4. Attach related training documents, such as certificates or assessments.

7. Contracts Management

Track and manage employee contracts, including start and end dates, contract types, and any amendments.

Steps to Manage Contracts:

1. Navigate to HR Records > Contracts.

2. Create or edit contracts, using templates if necessary.

3. Specify contract details such as type, salary, allowances, and terms.

4. Use the electronic signing feature for remote contract approval.

5. Export contracts in PDF format if needed.

8. Dependents Management

Record and manage details of employees' dependents, such as family members or beneficiaries, for purposes such as health insurance or allowances.

Steps to Manage Dependents:

1. Go to HR Records > Dependents.

2. Add new dependent information (name, relation, birth date, etc.).

3. Attach relevant documentation, such as birth certificates.

9. Layoff Management

Handle layoffs with the proper documentation and processes to ensure compliance with HR policies.

Steps to Manage Layoffs:

1. Navigate to HR Records > Layoffs.

2. Create a Layoff Checklist to ensure all necessary steps are completed.

3. Document the reason for the layoff, severance details, and last working date.

4. Use reports to track layoffs across the company and manage severance payments.

10. HR Reports

The module provides a variety of HR reports to track employee data and identify trends in hiring, layoffs, and salary changes.

Key HR Reports:

• Layoff Reports: View data on staff layoffs and severance details.

• Salary Changes: Track changes in employee salaries over time.

• Staff Changes by Seniority: Analyze staff turnover based on seniority level.

• Personnel Qualifications by Department: Monitor the educational and skill qualifications of employees by department.

11. Settings and Management Options

Customize the module settings to fit your organization’s HR needs. This includes managing contract templates, training types, and salary structures.

Key Settings:

• Contract Type Management: Define various contract types (e.g., full-time, part-time, temporary).

• Salary Type Management: Create salary bands and allowance structures.

• Training Management: Define types of training and assign them to employees.

• Contract Template Management: Use templates for easy contract creation and electronic signatures.

12. Employee Self-Service (My Profile)

The self-service feature allows employees to view their own records, including personal details, training history, contracts, payslips, and assigned assets.

Key Features of Employee Self-Service:

• My Contracts: View active and past contracts, along with signed copies.

• My Trainings: Track completed and upcoming training sessions.

• My Payslips: View payslips (requires integration with HR Payroll module).

• My Assets: View assigned company assets (requires integration with Fixed Equipment Management module).

13. Integration with Other Modules

The HR Records module integrates seamlessly with other modules in DigifyCRM for comprehensive HR management.

Key Integrations:

• Recruitment Management: Link job descriptions and onboarding with recruitment processes.

• Timesheets and Leave Management: Track employee attendance and leave records.

• HR Payroll: Integrate with payroll to manage payslips and salary changes.

• Fixed Equipment Management: Track assets assigned to employees.

• OKRs (Objectives and Key Results): Align employee performance with company goals.

• Inventory and Purchase Management: Manage inventory and purchases related to employee equipment.