HR Chronicle

HR Chronicle is a Leading Payroll & HR Management Solution of the Middle East Region. It consists of 3 components, namely:

• HR Chronicle Enterprise Edition (runs as a web site) (A)
• Employee Self Service (Web-based Application, (runs as a website) (B)
• Mobile App (for ios and android only can run if you opt for employee self service) (C)

A. HR Chronicle - Features –

GENERAL FEATURES –

• MULTIPLE COMPANY MANAGEMENT – Maintain Multiple Companies with the Application to do independent management
• MULTIPLE CURRENCY SUPPORT – Multi-Currency Support, Employees can be paid in multiple currencies and with exchange rate table maintained in the system.
• ONLINE PAYMENTS — Ability to generate on the fly, electronic file formats, for doing salary payments through online banking channels, can generate SIF formats and other formats required by leading banks in the region. More banking providers can be added, on request, at no additional cost.
• BANKING AUTOMATION / WPS COMPLIANT (UAE / GCC) – Ability to do WPS compliant payments and maintain necessary compliance in the system, while doing online payments for all GCC Countries or any compliance needed for any country.  Generate SIF Files or any other files needed for WPS or NON WPS Payments

HR INFORMATION —

• Manage basic HR related information for the employees such as
  • Personal Information, Bank Information
  • Dependents Information
  • Emergency Addresses
  • Passport / Visa / Labour Card details & expiry dates
  • Bank account details and more...
  • Scanned Documents for all document types
  • Add more document types with expiry dates
  • Generate Organization Chart in a graph in different formats
  • Onboard and Exit Checklists
  • Get expiry alerts by Email for better compliance of VISAs, Work Permits, Passports, reminders are sent 4 times at different time intervals, can be configured.
• LETTER GENERATION – Powerful template driven letter generation system, lets you generate letters automatically such, Yearly Rewards Statement, Salary Certificates, Appraisal Letters, Bank Letters, Embassy Letters, you can define your own letters to be generated.
• USER SECURITY – Completely Multiuser with powerful menu control features, which can be used to hide features from users or a group of users, can define own security groups and set menu restrictions with a powerful menu controller.
• CONTROLLED APPROVALS FOR ALL EMPLOYEE RELATED DATA – You can easily set approvals for all employee related data, so you can control what data actually takes effect, by cross verifying data that is entered.
• ASSET MANAGEMENT Keep record of assets allocated like Laptops, Vehicles, Mobile phones, SIMs, etc. and also keep track of returns and transfers of such company assets.
• MANAGE MULTIPLE LOCATIONS / DEPARTMENTS / SUB-DEPARTMENTS / DESIGNATION / COST CENTERS
• DESIGNATION & HIERARCHY — Classification of employee information based on company locations, departments, sub-departments, cost centers and designations according to the organizational hierarchy.
• RETROSPECTIVE SALARY APPRAISALS – Ability to process retrospective salary appraisals, with ease and accuracy, at the click of a mouse.
• END OF SERVICE BENEFITS CALCULATION – Powerful end of service benefits engine lets you define multiple scenarios, with ease, you can define policies related to different levels of termination i.e.
• Any assets allocated to be reclaimed before processing
• Terminated
• Resigned
• To PAY Notice Period / Not to PAY
• To PAY Redundancy pay i.e. 3 months or 2 month salary, which is configurable
• Gives complete working of how HR Chronicle arrived at the figure in easy to use excel format which normally HR uses to verify values

PAYROLL MANAGEMENT –

• POWERFUL CONFIGURATION – You can define policies for different set of employees e.g. “Sales” Department can have annual leave entitlement of 30 days, their payroll can be calculated on calendar days, where as “Management” can have 45 days, calculated on business days.  Set dynamic formulae as per the law and company policies to calculate salary, leave allowances and end of service benefits, accruals, deductions and more…
• ALLOWANCE MANAGEMENT— Flexible allowance eligibility parameters let you select from your own set of benefits the plans that are applicable to specific employees. You can create an unlimited number of allowance plans like HRA, TA etc., for employees, using multiple criteria like accrual and carryover rules, maximum carryover amounts for individual plans, and assign user-defined codes to each benefit.
• DEDUCTION MANAGEMENT— Manage deductions in salary payments by easily defining criteria for elements like Loans & Advances, Fines, Unpaid Days, etc. You can be flexible with the deductions when it comes to postponing the deduction amount on a case-to-case basis.  Automatic recovery of deductions while doing payroll runs.
• AUTOMATIC ALLOWANCE / DEDUCTION MANAGEMENT— Ability to define certain rules to generate Allowances and Deduction Automatically each month, on the basis of nationality or department or cost center and various other parameters, for instance you can calculate Social Insurance using these features, for various GCC countries.
• PENSION MANAGEMENT— You can also configure pension to use with the system easily where applicable, it will automatically calculate the employer and employee contribution and generate the reports and GL Finance.
• AIRFARE MANAGEMENT— air fare provided, that is calculated automatically by HR Chronicle, as per the sectors defined.
• EXPENSE MANAGEMENT— you can also choose which expenses related to Payroll would go under Staff expenses and which ones would be charged to the Company expenses.  Expenses can be applied through Self Service and automatically processed in payroll.
• OVERTIME MANAGEMENT – Ability to setup various overtime rates i.e. 1.25 or 2.0 and or hourly overtime rate.
• RETROSPECTIVE SALARY APPRAISALS – Ability to process retrospective salary appraisals, with ease and accuracy, at the click of a mouse.
• EMAIL PASSWORD PROTECTED PDF PAYSLIPS – Facility to send password protected PDF Pay slips, through email, ability to send all employees or a specific group of employees.

LEAVE MANAGEMENT –

• CALENDAR MANAGEMENT— Define the company calendar with number of week days, holidays and off days.
• LEAVE MANAGEMENT — Manage an unlimited number of leave types for employees, including, annual leave, sick time, casual leave, religious leave, fully paid, partially paid, and many such parameters.

You choose who is entitled to leave based on:

• Probation status
• Gender (maternity is applicable only to females and paternity is applicable to males)
• Different Groups (you can create groups based on different criteria and define eligibility)

TIME & ATTENDANCE –

• We can either import your Time & Attendance data from an existing machine directly, or using excel or csv file, you can do the following with our Time & Attendance functionality:
• Define Roster -  Employee Work Calendar including Holidays and workdays
• Identify late comers, early goers
• Identify people on leave, if no leaves are entered in HR Chronicle i.e. unplanned leave
• Calculate Overtime hours based on policy definition
• To pull data automatically your time and attendance machine should use an MS-SQL Server Database

FINANCE RECONCILIATION or GL POSTING CAPABILITIES

• AUTO FILE GENERATION – You can auto generate the files at the end of each payroll cycle in any particular format, i.e. CSV, XML, TXT, EXCEL just give us the format, that file can then be loaded to your existing Finance System to do Automatic GL Posting with a single file import into your finance system.
• GL CODES MANAGEMENT – You can define GL codes based on allowances, deductions, cost center, expense types or based on individual employees or a combination of both, so you can easily map the codes to your finance system, once done you can generate you GL files and export from HR Chronicle and import into your finance system.
• COST CENTER SPLIT %age WISE PER EMPLOYEE – Ability to split cost centers percentage wise for each employee, can assign 1 employee to multiple cost centers
• AUTOMATED RECONCILIATION WITH ACCOUNTING SYSTEM — Update your entries, in any accounting system, automatically, all our components have a unique ledger codes, which can be mapped to any standard accounting system, for automated posting, at the end of each payroll cycle.  Automation can also be done on special request and if the details are provided for cross talking with the application.

POWERFUL REPORTING – Various reports are available in the system, which are generated in Excel for ease of reusing the relevant data.  The reports are not limited to below; the system has a collection of 90+ reports.

• Employee Work History, Salary, Allowances, Deductions
• Automated Salary Transaction Letters to Banks
• Costing Reports
• Accrual Reports
• Monthly Payroll Transactions
• Employee Information Reports
• Full Employee Service History

ANALYTICS

Generate Graphs based reports with various data points like location, department and designation, based on:

• Head Count (viewed by nationality, gender, location, department, designation, marital status, groups, grades)
• Compensation
• Leave
• Attendance

INTEGRATION WITH 3RD PARTY SYSTEMS

If you want to import employee information from an existing HR System and use HR Chronicle only for localized payroll, then we have standard import functionality, which you can use to import employee information, employee benefit data on a monthly basis by way of a single import, so you don’t have to do the data entry twice.

We understand your each deployment is unique in its requirements and dependencies, we can integrate our solutions with just about any standard or legacy platform available today and we have successfully integrated with the following platforms:

• Peoplesoft
• SAP HCM
• Oracle HCM

B. HR Chronicle Employee Self Service Module (ESS)

EMPLOYEE SELF SERVICE PORTAL PROVIDES YOUR ORGANIZATION A WEB-BASED PLATFORM TO FACILITATE FRONT-DESK PROCESSING FOR EMPLOYEE REQUESTS

Each Employee will have a unique LOGIN-ID, which can be used to apply for various HR-Requests on the Self Service Portal, with Email Notifications for each service. Managers, can approve / reject / requests and have access to data in real time to take quick decisions.

Requests for:

• Leave Request
  • Employees can apply for leave, based on eligibility criteria, they can select which approver has to be approve, if more than one approver, view the status of request on ESS
• Air Tickets
  • Employees can request for Air Ticket for Travel to Home or Business Travel, an email can be triggered to the travel agent of choice, on final approval
• Letters
  • Employees can request letters like salary certificates, NOC for VISAs, etc, once approved HR has to generate the letter and sign and stamp it for collection by employee
• Expenses
  • Employees can request expenses to be reimbursed in payroll, an expense can be requested by project to keep a track of project expenses, if needed, in multiple currencies, which is converted to base currency at the time of payment.
• Time Sheets
  • Employees can record time spent against each project
• Performance Evaluation
  • Performance evaluation or appraisals, are a very lengthy and cumbersome and a very important process for any organization.  We have defined our evaluation process to be adapted to your policy very easily, you can generate evaluations automatically after setting the goals, performance areas, objectives at the click of a mouse.  Managers can rate their employees and save the data for ready reference to be used later.  You can also have monthly, quarterly, half-yearly or annual evaluations.  Its all dynamic and can be configured easily.
• HR Helpdesk
  • Employees can communicate with staff confidentially, into the system by raising queries related to payroll or others a ticket number is generated and the entries are in the system for future reference
• Employees Documents viewer
  • Documents uploaded from HR Chronicle can be viewed by employees, additionally employees can upload their documents, once approved by the HR they will be stored against their file.
• Intuitive Employee dashboard
  • View expiring documents and more…
  • Upload HR policies and forms, employees can download
  • View and print Pay slips
  • View leave balance and history
  • Birthdays
  • Emergency Contact Info

EMPLOYEE INFORMATION UPDATE

Employees can also update their information once approved it will be effected on the system, so HR need not enter information employee can enter information like:

• Bank Account Details
• Employee Dependent Details i.e. Spouse, Child, etc
• Emergency Contacts

APPROVAL WORK-FLOW

• Absolute control of how you want the approvals to be set up for all self-service services.
• A maximum of 5 level approval Matrix for all self-service requests with email notification at each approval level for easy tracking of requests.
• Set different approvals for different group of people within the organization for flexibility
• Different set of approvals for different services can also be defined
• You can even define a different approval structure for individual leave types i.e. for Sick leave there can be a different set of approvers and for Annual Leave a different set of approvers

In Self Service Managers can see all information for the team, approve requests for their team members for various services, and i.e. leave expenses, time sheets, and appraisal forms.

Employee can confidentially communicate to HR or Managers, about related issues through the HR Help desk

C. MOBILE APP

If you are using Self Service you also get a mobile app free to use, the mobile app runs on iOS and Android Platforms

Following are the features:

EMPLOYEES

• Apply for Leaves
• Apply for Expenses
• Apply for Loans
• View Documents and Download Them
• View Payroll and Download pay slips
• View Leave Calendar

APPROVERS

• Approve Leave
• Approve Expenses
• Approve Loans