Human Resource& Payroll System

ARUTI HUMAN RESOURCE &PAYROLL MANAGEMENT SYSTEM

An ideal business tool for managing organization'smost valuable assets “Human Capital”.

ruti Human Resource and Payroll System is an integrated, flexible and affordable system ideal for managingthe organizations most valuable assets “Human Capital”A

Employee Self Service Module makes it easy for allemployees to participate in the process of HRmanagement and thus reducing the workload fromthe HR department.Amazing Assessment & Appraisal features includingBalanced Score Card and 360-degree evaluationmethod.Aruti Mail Box enables the HR Manager to send:memos, appraisal rewards, payslip, directly fromthe system. Also allows for Email Integration.Facility to import/export dataScalable to suit growing HR needsOver 200 standard reports plus a unique built inreport writerSystem Audit Trail and error log review features24/7 online support

Employee Bio Data Management Leave and Absence Management

Employee Disciplinary Cases Management

Employee & Manager Self Service

Performance & Appraisal Management

Job and Establishment Management

Medical Claims and Bills Management

Training Needs Analysis

Payroll, Loan and Savings Management

MAIN MODULES

Complete Human resource solution thatProvides you with everything in one package;Human Resource, Payroll and Time & LeaveModule with seamless integration betweenmodules.User friendly interface and quick learning curveLow cost module based solution that caters forsmall, mid-size and large organizationsMulti-Company, Multi-Country, Multi-Branch,Multi-Currency, multi-language solutionAllows integration with ERPs, FinancialSolutions, Electronic Banking Systems, ActiveDirectory, Ms Share Point and 3rd party systemsAruti HR meets all the statutory requirementincluding statutory reports of more than 30countries in Africa

Why Aruti Human Resource & Payroll Management System?

Recruitment Management

Personal Information: Birth Information: Date,Country of Birth, County, Birth Certificate Number;Work Permit Details: Permit Number, Issue Country,Place of Issue, Issue Date, Expiry Date;Employee Dates: Appointment Date, Suspension fromand to dates, Probation start and end dates, End ofContract Date, Retirement Date, Reinstatement Date;

Other Information: Complexion, Blood Group, EyeColour, Nationality, Ethnicity, Religion, Marital Status,Language, Height, Weight, Allergies, MedicalDisabilities, Sports/Hobbies

EMPLOYEE BIO DATAMANAGEMENT

ruti Employee Bio Data Management module is atool for recording and tracking everything youAneed from employee personal information.

Employee can view/edit his data based on user rolerights. Easy information sorting and search helps in quickand accurate information. Information recorded andtracked include but not limited to:

Employee Detail: This includes Employee code,Name, Employment Type, ID number, Gender, shift,Address, Contacts, Statutory Information,Memberships

Employee Allocation: Branch, Department, JobGroup, Grade level, Salary Scale, Cost Centre

Fig. 1: Employee Master

ruti Leave and Time Management module is built tomanage employee's leave and attendance atAworkplace. It goes further by automating this

process by allowing employee direct involvement throughEmployee Self Service interface where employees can applyfor leaves and check for leave balances

Features:Define unlimited number of leave/absence types,according to each country's statutory requirementor company policyDefine Public Holidays and set Holiday Exceptionsfor all or individual employeesDefines different approver levels and allows oneperson to have multiple approvers

Apply and Approve leaves in a seamless integratedworkflow through employees and managers' selfservice

LEAVE AND ABSENCE MANAGEMENT

Email integration enables email flow on processes likeLeave Applications, Approvals and Rejections.Issue full day(s) leaves or even a fraction of a day leave;say half day leave or 2 hours leave.Integration with the Time and Attendance Machineshardware.Manage leave cycles with easyForecast leaves and determine that cost componentattributed by leave days well in advance

Fig. 2: Leave Planner View

ruti Recruitment Management module is anapplication tracking system that helps staffingAagencies and recruitment department track job

opening, resume, and contacts more quickly andefficiently. Organizations cut recruitment costs bymanaging vacancy announcements and job applicationsvia an internet interface. Job applicants simply have toapply for the jobs in an online internet interface withoutthe need to submit paper applications

Features:Vacancy Master: Allows you to create vacancy that will beopen for job Application. You can create internal vacancy(open vacancy for existing employees) and externalvacancy (for external applicants).

Vacancy Information: Vacancy Title, Branch,Department, Job, Job Group, Employment Title,Job Opening Date, Job Closing Date, InterviewStart Date, Interview Closing Date, Grade Group,Pay Type, Pay Range, Number of Positions, Years ofExperience, Duties and Responsibilities,Qualifications, Remarks.

Interview Information: Interview Type (oral,practical, written), Interviewee details(Name, department, Contacts, Employee /Non-employee)

Recruitment Cost: Cost Category, Agency,Costing, Budget, Description

Application Master: This module showsApplicants details that were imported from the weblink to the system with all information concerning:Applicant Addresses, Contracts, Qualifications,Skills, Job History and References. Aruti also allowsyou to enter applicant details to the system directlyat the moment you receive hard copy from theapplicant.

Short List Applicants: Set short listing criteriaaccording to the vacancy requirements.

Batch Scheduling: Allows you to schedule aninterview in group or batch form by setting thelocation for interview and type of interview thespecific group will do.

Interview Scheduling: Allows you to do interviewScheduling for those Applicants that fall in BatchScheduling by informing them when and where theinterview will take place.

Export / Import Data: Upload and Download thedata to and from the web link.

Auto Import Data: Set Data uploading processfrom the web link to be done automatically after theclosing date has reached.

Data Bank: Automatically builds a Data Bank forJob Applicants for your future use.

Automatic Notifications: Send automaticnotifications to applicants at every recruitmentstage

RECRUITMENT MANAGEMENT

Fig.3 Vacancy MasterFig.4 On Line Job Application

erformance and Appraisal Management is aflexible way to manage performance ofPindividuals. 360-Degree Evaluation Method

and Balance Scorecards are both measurementsystems built on integrated data and help anorganization view the business performance.

Features:Easily conduct performance evaluation throughan online employees and manager's self service

Perform both 90, 180 or 360 degrees'assessmentsSupports all Performance Evaluation Methodsincluding Balanced Score Card and BehaviouralObservation ScalePre-define your appraisals criteria and Aruti willdo the rest for you.

PERFORMANCE AND APPRAISAL MANAGEMENT

Allows for Employee and their respectivemanagers to:

Define Objectives which are then linked toorganizational goals, set Key PerformanceIndicators, Targets and Actions required to meet theobjectivesDiscuss and set development plan and career goalsduring the evaluation process.Define Training needs for career developments andJob capabilitiesBased on Performance results for each employee,the system then allows you to appraise employeesaccordingly by automatically issuing themrecommendable letters, warning letters, salary

Fig.5: Balance Score Card Evaluation

Fig 6: Competence Evaluation

ruti Training and Need Analysis provides a way toadminister and track employee training andAdevelopment effort. This tool is directly linked

with the performance and goals of your organization aswell as the career and succession planning for yourorganization.

Features:Aruti on Job Training and Training NeedsAnalysis allows you to:

Define Skill Gap PrioritiesSet Business needs prioritiesDefine Key Result Areas for respective trainingSet Training ObjectivesLink the training plan to your organization goalsDevelop your workforce through efficient trainingplanning which is linked with organizational goals

Manage training costs more efficiently bylinking the process to your financial systemsSchedule training and enrol employees

accordingly while being alerts about possibleschedule conflicts with other issues like leaveand employee holidays.Measure the impact of training by performingtraining impact evaluationsReceive training feedbacks through efficientend of course evaluations questionnairesAutomatically update employee skills andqualifications based on the scores they get atthe end of successful training

ARUTI TRAINING NEED ANALYSIS

Aruti

his module tracks employee disciplinary casesand resolution steps taken to resolve theTcase/conflict within an organisation. Sends

automatic notification for case status and seamlesslyupdates the rest of the system with actions takenexample (termination, suspension) Aruti Employeeand Managers Self Service is a fully web basedsolution that takes over pressure from the HRdepartment by allowing employees and their linemanagers to participate into the day to day processesof the Human Resources related activities.

E m p l o y e e D i s c i p l i n a r y C a s e sManagement defines:Disciplinary Offences: Offence category (forexample, Serious Misconduct or Very SeriousMisconduct) Offence name, Severity, Description

Disciplinary Penalties: example: Suspension,Dismissal, Verbal Warning, Written warning

Disciplinary Status: example: Received, Notification,Hearing, Dismissal, Appeal

Charges and Proceedings: Lists all disciplinarytransactions including: the date they occurred,severity, person involved and incident.

Disciplinary Committee: Details of the disciplinarycommittee

EMPLOYEE DISCIPLINARYCASES MANAGEMENT

ruti Medical Bills and Claims Management allowyour organizations to enter into direct contractsAwith Medical Services Providers for the purpose

of proving medical cover/benefits to your workforce.Completely manages policy, claims and reimbursement.It enables the HR:

To track employees medical service providers, theirbills, status and claimManage sick sheets;

Track incidence of employee injuriesTrack Medical ExpensesAutomatically link the medical expense to payroll ifrequired.

MEDICAL BILLS AND CLAIMS MANAGEMENT

web based interface that allows all employeesand their managers to interact with the mainAsystem and perform all activities privileged to

them. With strong product security, employees andmanagers can only interact with areas privileged to themand not otherwise.

Aruti Employees Self Service enablesemployees to:

Manage their profile, benefits, addresses,dependents, beneficiaries and references.Apply for internally advertised jobsApply for leave and monitor leave approval statusConduct Self Performance EvaluationReceive information on Training enrolments,

Conduct end of course training evaluations as well

Aruti Managers Self Service enablesManagers/Supervisors to:

View profiles of employees reporting tothemIssue Sick sheet and process medical claimsas well as recoding injuriesConduct both Performance Evaluations foremployees under their supervisionConduct Training impact evaluation afteremployee returns from trainingsApprove/disapprove leaves applicationsAssign Assets to employeesA p p r o v e / d i s a p p r o v e e m p l o y e e ' sloan/advance payments applications.

EMPLOYEE AND MANAGER SELF SERVICE

Fig 7: Employee Self Service -Leave Application

Payroll Budget & Budget Timesheet Modules have been designed to address the requirements of different job functions.

This module allows an organization to do an estimated plan

(monthly, quarterly, semi-annually, yearly etc.) for the Company’s

Future on how it shall expect to spend on employee’s expenditures.

Get to know in advance how much your organization will spend in employees’ salaries.

Create a financial plan and see if the current funds can accommodate the salary changes

you are planning to make.

Plan budget Plan budget for each employee.

Plan budget for different departments, sections etc.

Seamless integration of the budget module with the payroll module which means you can

get the real time activity balance amount.

Get notified of the decreasing funds of every activity.

This module enables staff to capture time spent on projects/tasks, to be evaluated by

their supervisors and used in different organization needs.

Keep track of the employee’s hours worked and sort by project and activities.

Collect and summarize monthly estimated Hours of each project.

Integrated seamlessly with holidays & leave booked within the system.

Speed payment of salary and other employee benefits.

AllAllows multiple time periods to reflect the different needs of the organization.

Enter time easily, anywhere and anytime, with detail comments.

Establish multiple approvals by manager, project manager etc.

Enforce shift hours & overtimes.

Facilitate approvals with email event workflow.

Reports on timesheet status.

Comparison of planned and actual number of hours.

Timesheet:

ruti Payroll, Loan and Saving ManagementSystem is designed to efficiently process staffAearnings and deductions in accordance to

statutory regulations in specific regions /countries. Itgenerates user-defined reports as well as mandatorystatutory reports.

Features:User definable processing and payment periods;Weekly, Fortnightly, Monthly, Yearly or user specifiedperiod.

Bank Processing: The system supports userdefinable banking institutions.Payroll Transactions: Allows user to defineunlimited number of transactions of earningsand deductions with option of setting simpleformulasLoans and Savings Processing: Supportsunlimited number of Company, Co-operatives,etc. The user may put any loan/savings on holdTax Tables: provide user-friendly, user definabletax table which give option to defined or modifystatutory tax table slabs.

PAYROLL, LOANS AND SAVINGS MANAGEMENT

Vendor Processing: System supports multiple thirdparty organizations that provide for staff welfare.Different Vendor based formula calculations can beconfigured as per Vendor unique needs.Multi-Currency: Supports multi-currency paycomputation, with conversion between currenciesoccurring automatically as per user definition.Batch Processing: Supports batch transactionsposting, importation and processing.Payroll Journals, Payroll ReportsData Import and Export: This feature allowstransactions to be imported and exported into thesystem from other applications.Data integrity checks: the system has facilities forchecking the accuracy and completeness ofemployee data.Audit Trail: The Audit Trail will generate reports on

Fig 8: Employee Transactions

Fig 9. Tax slab

Payroll ReportsPayroll SummaryEmployee Bank Register ListSalary SlipBank Payment ListBank SummaryEarnings Deduction SpreadsheetPayroll VarianceLoan Advance SavingJournal Voucher LedgerCoinage Analysis ReportAudit Trail Loan/Advance ReportSaving Audit Trail ReportE&D Detailed ReportLoan Approver FormEmployee Salary ChangeGratuity ReportActivity Done ReportActivity Timesheet ReportE&D Detailed Period Wise ReportEnd of Service ReportPay Per Activity ReportCost Centre Report Branch WiseDepartment Report Branch WisePayment Journal Voucher ReportLong Serving Award ReportSalary Reconciliation ReportTermination Package ReportE&D Detailed Report with Bank A/cEmployee Salary On Hold Report

Statutory ReportsPension Fund ReportNSSF FormTax ReportP9A ReportP10 ReportPAYE P11 ReportNHIF ReportITax Form ReportHELB Report

REPORTS

Employee ReportsEmployee Head CountEmployee Skills ReportEmployee Beneficiary ReportEmployee Qualification ReportEmployee Referee ReportEmployee Age Analysis ReportEmployee Distribution ReportEmployee Monthly PhysicalEmployee Relation ReportJob Employment History ReportEmployee Asset Register ReportEmployee Movement ReportEmployee Listing ReportEmployee Retirement ReportEmployee Qualification RangeEmployee Salary GradeManning Levels ReportEnd of Contract ReportEnd of Probation ReportEmployee Duration ReportJob Report

Discipline ReportsDiscipline Case SummaryExternal Disciplinary CasesDiscipline Cases DetailsDiscipline Case Status

Leave ReportsLeave Absence SummaryLeave Balance ListLeave Issue Audit Trail ReportLeave Balance Audit Trail ReportEmployee Leave FormLeave Approver ReportLeave Statement ReportLeave Planner ReportLeave Form Approval StatusReportLeave Issued Report

Training ReportsTraining Cost ReportTraining List ReportTraining Budget ReportTraining Analysis ReportTraining Void Cancel ReportTraining Needs Priority FormTraining Planning Report

Assessment ReportsEmployee Assessment FormAssessment Score ReportAppraisal Summary ReportPerformance Appraisal ReportBSC Planning ReportPerformance Evaluation Report

Medical ReportsMedical Claim ReportMedical Bill Summary ReportMonthly Payment ReportEmployee Medical Cover SummaryEmployee Medical Cover Detail

Asset Declaration ReportsAsset Declaration ReportAsset Declaration Category Wise