Transcript Slide 1

Extend Sage HRMS
with Plugins
Maximize The Power of Sage HRMS
Sage HRMS HR Actions
Applicant/New Hire
Interface
Dynamic Forms
Checklist for ESS
NY WATP
I-9
W-4
Position Control
Sage HRMS Time &
Labor Import
Sage HRMS
Garnishment Manager
Sage HRMS Active
Directory Conduit
Interface to
EmpowerTax
Distributed Information
Service
Custom Pay Stubs in ESS
Accruals in ESS
The Pains of Static Paper Forms Processing
Paper forms, routed manually…
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get lost or sit indefinitely on someone's desk
are submitted late or incomplete
miss required approvals
are difficult to track or control
Resulting in…
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Data quality issues
Payroll processing errors
Unhappy employees
Frustrated managers
Significant time spent on data entry
Wasted time filing forms
HR lacks time to focus on more important activities (e.g.,
strategic HR)
HR Is About Data – Make It Paperless!
• Sage HRMS HR Actions streamlines the delivery of HR services
over the web
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Build paperless forms using Sage HRMS fields
Deploy forms over the web
Route for electronic approval
Update Sage HRMS without re-keying any data
Monitor and control the process
Overview of Sage HRMS HR Actions
Build
Use
Administer
Create Forms
Forms On The Web
Monitor
Any HRMS fields*
Employees
Audit
User defined fields
Managers
Questions
Delegates
Universal Initiators
Control
Cancel
Advance
Set Default Routing
Initiate Action
Update Sage HRMS
Determine Access
Organization
Routes
Dates
Email notification
Role
Web review
Establish Conditional Routing
Rules
Research/Report
Online Personnel File
* Benefits fields excluded
A Paperless Employee Lifecycle
Pre-Employment /
Onboarding
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Requisition to hire
New hire
Rehire
W-4 Federal*
W-4 State*
I-9*
Employee
Self-service
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Personal details
Forwarding address
Sick time
FMLA/LOA request
Manager /
HR Self-service
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Pay rate change
Transfer
Promotion
Attendance adjustment
Corrective action
OSHA incident
FMLA/LOA
Retirement
Termination/COBRA
• Goal Setting
• Performance Appraisal
* Requires additional plugin
Benefits to Payroll
 Improves productivity by
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Eliminating data quality issues results in fewer processing errors
Faster processing of transactions (e.g. fewer retro pays)
Visibility into pending transactions with an effective date before the payroll end date
Eliminating the need to file paperwork
 Improved service delivery to management & workforce
Benefits to Management
 Streamlines the approval process
• Access from any web browser
 Improved employee moral
• Reduces issues with employees’ payroll
 Improves productivity
• Managers and workers focused on core job functions rather than HR paperwork
 Visibility into pending actions as they route the approval process
 Easy, yet secure, access to employees’ personnel file and actions
 Significant cost savings
• Payback on HR Actions is typically 4-8 months
Benefits to Employees
 Increased moral
• Reducing errors
• Faster processing
 Increased productivity
• Less time wasted tracking down HR forms and their status
 Reinforces employment brand
• Visual signature matches organization’s brand
 Meets employee expectations
• Using web-based technology to support employees
• GenX/GenY
• Supports multi-language capabilities
Target Markets
 Customers with ESS or SQL or interested in upgrading to SQL
 Customer or prospects that:
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300ee tier & above
Multiple locations
Significant turnover (e.g. fast food, retail)
Limited HR staff
Strategically focused HR organizations
o Values process & documentation (e.g., audit trail)
• Technology “friendly”
• Employees have access to the web
o “Knowledge Worker” organizations
• Organizations “Going Green” or “Paperless”
New Acquisitions – The “New Core”
• Easy to collect and approve data that feeds Sage HRMS
– Involve the workforce (employees, managers, and admins)
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Data entry by HR and payroll is a thing of the past
Online paperless access to personnel files
Secure access via self-service
Reporting
– HR and Payroll reports
– ESS reports
– Employee analytics (URL, Excel, Crystal)
• Sage HRMS with HR Actions and ESS on every new
sale
• Message also resonates with existing customers
Existing HR Clients
• Consider a focused approach
– Use the prospect profile to help identify target clients
– Calculate the potential profit to your organization
• Use the How Much Profit Can You Make with HR Actions (XLS) on
the HR Actions Partner Portal
• Set sales goals based on the size of the group you’ve
identified
– Break down the goals based on your sales process
HR Actions Plugins
 Applicant/New Hire Interface
• Cyber
• Remote – other cloud based ATS
• Basic online application
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Dynamic Forms Checklist
NY Wage and Theft Prevention
I-9
W-4
Position Control
Applicant/New Hire Plugin for
Sage HRMS HR Actions
 Initial information collected in Cyber Recruiter or other cloud based ATS
during recruiting process
• Transfers demographic data, employment history, education, EEO and
similar information to populate new hire onboarding forms in HR
Actions
 Eliminates duplicate entry by HR staff
 Basic online application
• When there is no recruiting process (e.g., quick service food)
Dynamic Forms Checklist
 Create Lists of Forms
• Title
• List
• Condition for visibility
 Examples
• Onboarding
o Simplifies onboarding process
o Displays all of the required new employee forms to complete
o If applicable, displays status of new employee forms in the approval process
• Performance Appraisal
o Gives managers and employees the ability to view all or pending performance reviews
depending on their role.
o Upon completion of the process, the completed review appears in the employee’s personnel
file and is visible to the employee
NY Wage Theft Prevention Act
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Streamlines process of delivering wage notice to employees
Generates state-compliant wage notification letters
Prompts employees to view the notice
Notice is presented in the language the employer normally uses to
communicate employment-related information to the employee
Paperless I-9
 Streamlines completions and routing of Form I-9
 Employees complete Section 1 of Form I-9 online and
electronically sign the form
 Employer completes Section 2 online
 Employer or designated translator can complete
Section 1 on behalf of the employee
 Administrators can update or re-verify previously
generated form
 Easily update the form with status from eVerify
 Relevant document such as copy of passport, driver’s
license or other required documentation from lists A,
B, and C can be attached to the I-9
 Document expiration dates are saved to Sage HRMS to
ensure up-to-date records and compliance
Paperless W-4 Form
 Streamlines onboarding by allowing employees to complete and edit Form
W-4 and related state election forms online
 Online forms looks just like the paper forms
 Employees sign the forms with an electronic signature
 Data from the web-based forms are saved in a custom details screen in
Sage HRMS-only systems and into employee’s tax withholding for Sage
HRMS Payroll
 Information can then transferred to payroll (Xport ADP or Xport Paychex)
Position Control
 Manage and control positions within Sage HRMS without separate
processes or systems
 Leverages standard Sage HRMS HR Actions web-based forms and
processes
 Multiple incumbents can be mapped to a single position
 An employee can be associated with a primary position and an unlimited
number of secondary positions
 Creates an audit trail of all changes to
position control data
How Position Control Works
 The position an employee is assigned to updates in Sage HRMS using the
same form—new hire, status change, or termination—used to update
Sage HRMS with other changes to the employee’s data
 Adding a new position, changing or expiring positions also uses Sage
HRMS HR Actions forms to update the position control table within the
Sage HRMS database
 An employee can be associated with a primary position and an unlimited
number of secondary positions
 Sage HRMS HR Actions approval workflow assures that all changes to the
position control data are properly documented and approved
 Position Control plugin creates an audit trail of all changes to position
control data
HR Actions Opportunity Development
• Begin the conversation
– Ask for copies of the prospect’s forms
• New hire, status change, performance, termination
– Ask what problems they face with their current processes
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Forms submitted with bad data, slowing throughput
HR is the “forms help desk”
Difficulty tracking forms through the routing process
Time to complete the routing
Complicated instructions for form completion/routing
Re-keying data on paper forms
Storing paper forms
Retrieving forms
Data analysis
Demonstrate Value
• Calculate the Return on Investment (ROI)
– Financial
• Do the math
• Look for hard costs (e.g., money spent to overnight forms)
• Look for soft costs (e.g., time spent tracking, fixing errors, entering data, filing
paperwork, etc.)
– Cultural
• Consider their environment and how eliminating paper forms might
impact their culture
– Process Improvement
• Show how the pains you identified while developing the opportunity
will be relieved with HR Actions
Hurdles To Overcome
Myth – it’s only about status change
forms
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Demonstrable breadth of online transactions,
including performance appraisals
Myth – there isn’t much impact in
going to online dynamic forms
with routing
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Demonstrable ROI
Myth – we always need physical
signatures
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Educate that a scanned signature is only needed
once
Myth – it can’t handle my business
rules
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Emphasize rules are customized without coding,
including branching
Myth – automation means I lose
control
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Show there is always visibility and control
Myth – it’s really just document
management
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Emphasize dynamic forms can have documents
attached, but it’s not a document management
system
ESS Widgets for Sage HRMS
 Variety of widgets to help managers, administrators and employees locate
information when using Sage Employee Self Service (ESS)
 Information is provided in a format that is easy to access and understand
 Enhancing the employee’s self-service experience can increase employee
satisfaction and lead to more efficient processes
• Pay Data and History Widget for ESS
• Accruals Widget for ESS
Pay Data and History Widget for ESS
 Displays an alternative presentation of an employee’s pay data excluding
reimbursements from earnings and net pay figures
Automate Repetitive Tasks
• Put an end to Administrivia
• Eliminate errors introduced by manual processing
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Save time
Develop consistent, repeatable processes that yield consistent, repeatable
results
Time & Labor Import
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Import cost center overrides
Manipulate the data in any way
Add required data elements missing from the source data
Translate source codes to match Sage HRMS codes
Meet requirements for OT calculations with specific rules
Allocate overtime to specific cost centers
Meet specific needs to
accrue benefits
Perform complex calculations
Combine various sources of data
into a single time import
Compute made-up wages
for tipped employees
Import expenses
Automatically add missing earnings codes to records
Garnishment Manager for Sage HRMS
 Companion product to Sage HRMS Payroll
 Calculates the appropriate deduction amount for many types of
garnishments
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Child support
IRS levy
State tax levy
Student loan
Federal agency
Creditor garnishments
Garnishment Prioritization
 Automatically gives priority to child support orders
• Follows applicable state or federal rules to prioritize multiple child
support orders
 Non-child support orders prioritized by date
 Prioritization methods supported
• Concurrent
• Priority
• Consumer Credit Protection Act
EmpowerTax™ Interface for Sage HRMS
 Interfaces with tax filing service directly from Sage HRMS payroll
Connect The Dots
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Other systems in the organization may depend on information typically
stored in the HRMS
Manual processes used to keep these systems in sync with HR may not be
reliable or consistent
By linking Sage HRMS with other systems with an open architecture, data
can be shared
Active Directory Conduit for Sage HRMS
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Automatically updates Microsoft Active Directory
Keeps Outlook/Exchange synced
Supplies information based on data in Sage HRMS
Keeps all data stored in LDAP up-to-date and accurate
HR
Database
AD Conduit
Active
Directory
No IT Involvement Necessary
 HR controls employee information sharing
 Deactivates a terminated employee accounts without IT participation
Single authority source
 Retains HRMS database as master for EE data
 Critical events logging to the Windows Application Event Log
 Developed using Microsoft .NET
Distributed Information Services for
Sage HRMS (DIS)
 Exports scheduled or on-demand information to third party software on
remote computers, network directories and third-party web services
 Makes integrations between HRMS data and third party applications
easier
 Examples
• Point of Sale (POS)
• Medical Information
System (MIS)
Maximize The Power of Sage HRMS
Sage HRMS HR Actions
Applicant/New Hire
Interface
Dynamic Forms
Checklist for ESS
NY WATP
I-9
W-4
Position Control
Sage HRMS Time &
Labor Import
Sage HRMS
Garnishment Manager
Sage HRMS Active
Directory Conduit
Interface to
EmpowerTax
Distributed Information
Service
Custom Pay Stubs in ESS
Accruals in ESS