Employee Self Service Dashboard

An easy-to-use Employee Dashboard is made available to all Employees of the HRSimplified GENUS platform, allowing them to complete all basic HR processes like submitting leave requests, submitting Expense claims, and Overtime Claims, while being able to view valuable information about their Employment.

Employee Leave Applications

The Employee Dashboard or (ESS – Employee Self Service) contains action buttons to allow the employee to submit a leave claim in seconds. Also allowing the Employee to use his mobile device and to attach supporting items like a Sicknote.

Expense and Overtime claims

Like the leave applications, the Employee Dashboard allows the Employee to submit an overtime request, or an Expense claim request while attaching the motivational documents. The request is instantly sent to the manager for approval.

Notifications for all

With applications being submitted by many staff, it is important to keep the manager and the employees up to date about the processing of the leave and claim requests, the HRSimplified GENUS system sends out notification emails at all steps in the submission and approval processes to keep all parties up to date on progress.

Leave balance views

The Employee Dashboard allows the Employee to see a real-time value of their leave balance for each of the different Leave types. As soon as leave has been processed the balance is immediately updated.

Leave reversals made easy

With the Employee Leave module, the Employee can browse a calendar and select a leave application and request for it to be retracted or canceled, once approved by the manager the leave balances are rolled back.

Accept HR Notes from the HR department

The Employee can now have a view of the HR notes that are added to their HR file. The HR Department can decide what notes are shared with the Employee to view on their Employee Self Service.

Shared Company Documents

With a Mini Intranet style setup HRSimplified GENUS allows the Employee to access and download all kinds of documents that the company has placed in the Company Shared documents section. This can include access to HR policies, Documents needed for their day-to-day responsibilities, or general communications like Newsletters

Reporting COVID cases in the Business

With the increase in the responsibility of the company to manage and track COVID infections and to protect their staff, the Dashboard includes a quick submission form to allow an Employee to report a possible or suspected infection to inform management.

View Assets allocated to them by Company

Employees regularly receive assets from the company to perform their day-to-day activities, it is sometimes extremely difficult to track who has assets and to ensure they are allocated correctly. With HRSimplified GENUS the system gives the Employee a view as to what assets are expected of them to take care of.

Staff Consumable Stock orders

In the line of their duty, an employee sometimes requires consumables from the company, this could include a notebook, a pen, or even branded apparel. The System allows the Employee to pick what is required and to submit an order to the Procurement team to supply the stock. An approval process keeps track of the orders.

Manage own Skills, Education and Work History

For an Employee to be able to apply for internal vacancies the Employee is invited to populate their Skills, Qualification, and Work history to ensure that their profile is up to date. As this is done the HR profile of the Employee is updated and future vacancies are matched to the Employees profile for promotion.

The manager can approve Staff’s leave and claim requests

Even a manager has an Employee Self Service Dashboard for his applications, but this dashboard also includes awaiting approval requests from Employees that report to them.

Manager can submit leave on Employee’s behalf

Not all Employees always having access to the Employee Self Service since they don’t have access or are not able to access the system at that time. The Manager can submit a leave request on behalf of the Employee to ensure leave is captured and approved. The system follows the same process as it would if the Employee has submitted the leave themselves. This includes notification emails to all parties involved.

Managers can add HR Notes directly to employees HR files

In any organisation it is very important to keep HR notes on file for an employee, this will include notes regarding overperformance as well as underperformance or failures to complete a job.

Normally this would be sent via email to the HR department to file in the Employee file, with HRSimplified the Manager can enter the notes directly onto the Employee profile at any time from anywhere.

Simple hierarchy structure to allow approvals

HRSimplified has an extremely simple reporting structure that allows an employee to be assigned to their manager in the system, the system then automatically builds up the hierarchy for itself.

Online Employee file

The most important part of all HR departments is their files or Employee record. HRSimplified has a unique concept of a Digital Employee record that stores extensive data about an employee and allows the business to store data against an employee file. The record contains everything from data to document attachments and functional user access and config settings. When deleting an employee, the data is stored on the system for a further 5 years before it is removed.

Emergency Contact Details

With HRSimplified GENUS the Employee profile includes 2 next of kin or emergency contacts to the added to the system per employee to ensure you have all the details required when someone needs to be informed or contacted.

HR Planner

In all HR departments planning and scheduling for the year is extremely important. The system has a yearly (or longer) planner included that allows the HR department to create events on an HR calendar that will invite all employees assigned to the invite. This could consist of single employees, teams or Departments, or any combination of the above. This could include things like Team builds, Yearend functions, Appraisals, or performance reviews.

Employee Document and Sharing

During employment, the company collects employee documents all the time. This could include Personal Identity documents, certifications, Resumes, and even legal documents that are stored in the Employee file. With HRSimplified a document section allows the HR Department to upload and store documents on each employee’s profile while allowing the system to share document types with the employee via a simple sharing interface. No need to print copies, or duplicate where documents are stored. The system also allows for the separate storage of Employee Contracts to keep a chronological record of all signed contracts with the employee during their employment history.

HR Insights (or People Analytics)

Being an HRIS system with a lot of valuable Employee and HR process data, it is possible to represent the data to the HR department in a way that makes sense. HRInsights is the Analytics section in HRSimplified GENUS that is available to all customers that use the HRIS component. The System uses production data from the system as it is used to calculate and present valuable insights to the HR Executive teams. The HR Insights can be used in Exco meetings to give a quick overview of valuable KPIs for the HR and People departments.

Employee Movement reports

With Employee Equity reports requesting information about employee movements, including promotions and other changes to their employment, HRSimplified GENUS offers the user a feature where Employee Movement is automatically generated by the system when changes are made by the HR department to the Employee Job profile. All changes are stored into the Work History tab, indicating movements in the company (Promotions) and also exposed via an Employment Movement report in the reporting section.

Employee Employment Equity Reporting

With all the data being stored in HRSimplified GENUS on the Employee profile the system is capable of autogenerating the EA2 or Employment Equality reporting requirement for regulatory reporting.

This includes Occupational Level and Occupational category, with additional data like BEE, and Tax status to enrich the reporting even further.

Employee Disability reporting

On each employee profile, it is possible to capture and store a standard set of Disability indicators. The data is then exposed in the HRInsights section as KPIs but also in a set of reports to allow the business to see their employee disability numbers.

Leave Liability reporting

Because the HRSimplified GENUS platform has all Employee data, leave allocation as well as remuneration it is possible to calculate the Leave Liability for each person and department in real-time. When an employee resigns is it important to know what the leave liability pay-out will be for that employee. It is important to manage the leave liability in any business to ensure that the liability is kept as low as possible, this is why it has been added as a KPI to the HRInsights section.

Retrenchment Liability reporting

Just like Leave liability, it is also important to know what the retrenchment pay-outs would be for employees if the business is forced to close a department down. The HRSimplified GENUS system automatically calculates the Retrenchment liability per employee and department, in real-time, for better management of the company finances. It is also exposed in the HRInsights as s KPI.

Sharing Company Document

It is important to have a mechanism to share documents and forms with employees. This could include newsletters or even more important documents like Company Templates, Policy documents, or documents they need in the day-to-day running of the business. In the Company Section of the system, an open Document sharing feature allows you to upload documents under different classifications and this will then be available to staff to access and download.

Company Structure setup

All companies have different geographical structures, even if they have one office, they will have multiple departments. With HRSimplified it is possible to set up multiple branches and departments and allocate them to each other, allowing any number of combinations to set up the company structure.

Organisational Teams

Sometimes just having departments and branches is not enough to efficiently separate employees for reporting and other reasons. In HRSimplified GENUS the system allows for organisational teams to be created and employees allocated to the teams to enrich the reporting capabilities.

Location based Check-in’s

When using the HRSimplified GENUS mobile application, the Check in and Check out actions record the Location of the activity. This is made available on dashboards with map views to allow better management of the remote or out of office staff.

Bulk Check-in for Fieldworkers

When a team of workers on busy in the field, or at a construction site, the ability to check them in for rollcall on the Time and Attendance system is important to attend and in most cases affects payroll. With HRSimplified GENUS a simple screen listing the Employees that report to a manager is presented with a switch for checked in or checked out, with a single update action to check the entire team in. In just a few seconds the field workers or team can now be checked in and out.

Timesheet generation with Approval

As Employees check in and out, the system allows the employees to enter a description of the task, indicate if it’s billable, and select a preassigned task from a list to allocate the time to. This inserts the records into the Timesheet section that allows the employee to selectively send timesheet items to their manager for approval. Once approved the system automates the generation of timesheets for reporting or billing

Shift set up for the business

Shifts can be set up, and employees assigned to a shift. Once a shift is created, it can be made a recurring shift, over a longer period while choosing to include the Employees assigned to it, but also to include or exclude weekends. Once time is tracked by employees, the shift is monitored for activity, and reporting is allowed.

Missing leave request report if absent from the shift

If an employee is assigned to a shift, and no check-in has been detected by the system, and no leave application is found for the same day, a report can be generated to list missing leave requests for days that don’t have check-in time stamps.

Employee Activity checker

The system allows a user to view the current state of an employee if they are checked in or checked out. If the Employee is checked in an in-office indicator is displayed, and if the employee is checked out an Out of office indicator is displayed. This is very useful for a receptionist that needs to know if someone is in or out, but also for a manager to see if their employees are active or inactive.

Project management

Create projects, assign employees, and issue them tasks to book their time on.  Allowing you to see burn down charts and overspend on the project budgets and making it simple and easy for employees that need to book time with a intuitive Agile Task board that allows drag and drop updates.

Assigning Assets to Employees

With the systems asset management module it is possible to load all company assets and assign them to employees. The Employee can see what assets are allocated to them on the Employee Self Service dashboard.

Unallocated Assets

A quick view of unallocated assets is available, creating an “in stock” view of required assets, helping the company manage the unnecessary spend on new assets when there are still units available.

Track Expiring Assets

When loading the assets, an expiry field is available for assets that have a duration, e.g. licensing agreements, contracts, subscriptions, and more. With a simple view of all expiring assets, it is now easy to keep track of when these assets expire to ensure they are renewed. This also allows better control and reporting on OPEX costs.

Company Consumable Stock listing

Many companies have consumable stock or other staff orders that they manage. It might be a new toner for the printer or a branded jacket for a sales representative. Managing the Staff order process and formalising the orders are now managed inside the system. Ensuring the correct person approves and monitors the staff orders to reduce losses.

Employee Consumable Order management

On the Employee Self Service dashboard, the Employee can select from the Company Requisition items list what they need, and submit the request with a motivation. The Asset Manager role in the system can then approve the order and supply the stock to the Employee. Allowing the entire process to be audited and reportable.

Add new Staff requisitions as Asset automatically

With larger requisitions like Laptops or PC’s there is a need to create a new Asset in the Asset list to be assigned to the Employee. Once a Requisition or Staff order is fulfilled the Asset Manager can select to add the new item to the asset list. They simply capture the details for the item and the asset is created.

Listing of Vacancies

With an open position in the company, and recruitment being such an expensive and complicated process, the system allows the user to create open vacancies (jobs) and add the required skills, work history, and qualifications. Including responsivities and other details to create a job profile. Internal and/or external candidates can see the vacancies and apply through the system.

Internal and External interface for Application to vacancies

Vacancies can be set to be displayed external and/or internal, allowing candidates from inside the organization with the right skill sets to apply, but also external candidates that have registered on the HRSimplified Recruitment portal. In effect producing a “Job board” feature for all company vacancies automatically as the positions are listed.

Management of candidate applications for open positions

Since recruitment is such a process-driven activity, it is important to always act fair and consistent. The System manages a workflow that takes applications (and candidates) through a process from application to pre-interview questions, to booking an interview, making an offer, and appointment.

Organisational notifications

It is important to keep all Employees updated about their requests for leave and claims. The System sends emails to all the employees that have submitted leave or claims, including the managers that are required to approve the paperless leave and claim processes.

The system also includes a build-in Push notification framework that notifies the employee of all leave and claim requests in the system, this is helpful if they do not have access to their emails at the time.

Organisational Communication emails

Bulk notifications, or company-wide communications, are very important. The system allows the HR department to send out company communications to all the staff, or only selective employees, via a bulk email feature. This allows the HR department to effectively communicate with employees in specific departments as and when needed.

On platform chat

The System has a built-in chat feature allowing any employee in the business to chat with any other employees in the same company. This could be very useful for the employee to manager chats and supports remote working employees. The chat allows the sending of multimedia attachments and is easy to use.

AI-Generated Job Descriptions

No more tedious drafting! Simply select the job title you need, and our AI will craft a comprehensive job description tailored to that role. Customize as needed and set the standard for future hires.

AI-Crafted Employee Letters

Whether it’s a warning, disciplinary action, or an appraisal, just provide a brief description of the event. Our AI Assistant will generate a professionally worded letter, ready for employee acceptance and signature within the system. Streamline your HR processes and ensure consistent, clear communication every time.