Part Time and Casual Staff Module for SDMS V HRPersonnel for Windows

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SDMS V HRPersonnel for Windows - Part Time, Casual and Bank Staff Module

Over the years, businesses have had to look at alternative employee pools and offer flexibility to attract and retain new staff. Part-time employment has become an important and growing component of the labour market and it is important to ensure that the right mix of staff is recruited for each business. This creates significant cost and resource overheads for Personnel departments in managing appointment and contracts, recording hours worked and processing pay.

The Part Time and Casual Staff Module of HRPersonnel provides a range of functions to help manage and minimise these overheads. Based on extensive work over many years with some SDMS customers; the Part Time & Casual Staff Optional Module of SDMS V HRPersonnel provides an essential tool for cost effective management of part time staff. Combined with the features available in the Recruitment & Selection Optional Module, recruitment and appointment of Part Time & Casual staff can be easily and effectively managed.

Features Summary

Benefits - Reduce Cost - Reduce Time - Implement Policy

Whether it is maintaining a “pool” of part time staff, recruiting them and appointing them and issuing contracts of employment or the monthly tasks of approval claims for hours worked, this module will cut the costs of part time staff management and ensure that you are fully compliant with the latest legislation and best practice.

Recruiting a Part Time Network or Pool

The Part Time module provides a database of both Part Time Employees and full time staff who also offer part time work. However combined with the Recruitment and Selection Optional Module, potential part time candidates can be recorded with their specialisms.

Following initial interest from a candidate to be employed as part time staff, basic contact details of name, address, telephone numbers, email etc. can be entered together with specialism’s, qualifications and competencies. The Make Part Time button can then be used to transfer them into the Part Time Staff Module.

Candidate Record

Part Time and Casual Staff Candidate Record

A search tool is provided to help identify part time staff that can satisfy specific requirements in terms of specialism’s offered and availability.

Once the Candidate is available in the Part Time Module, further details such as Availability, Specialisms and Profile information can be recorded.

Staff Availability

Using the Availablity screen, when the part time and casual staff are available to work in terms of day of the week (morning, afternoon, twilight, evening and nights) can be recorded together with any general notes about the individuals availability e.g. every other week.

Days Unavailability Screen

Dates Unavailability Screen

Also, specific dates or periods of non-availability can be logged on the Date Unavailability tab together with the reason for unavailability. These Dates can also be viewed on the Staff Details screen if they are an employee.

Availability can also be recorded alongside the rest of the Application form data using the SDMS V EasyRecruit.Net On Line Application Form.

Specialisms

Once a candidate has been made Part Time; the specialism of the person can be recorded on the Specialisms tab, including the Subject, Age Group and Skill Level. Qualifications, Competencies and Experience can also be recorded here.

User Defined Profile

The User Defined Profile screen allows you to record additional information about Part Time staff that may not be available elsewhere in the system. The Labels and Codes with descriptions can be customised in the Utilities to represent your own fields.

Candidate Specialisms

Candidate User Defined Profile Screen

Appointment

Part Time Staff can be appointed within the module and any data entered automatically transferred to the HRPersonnel Staff record.

If the candidate has been successful, the Appoint button can be used to make them an Employee any data entered automatically transferred to the HRPersonnel Staff record and a contract can be assigned.

Contract Details can be specified by work details or variable hours, hourly rate, scale, agreed amounts. Contracts can be maintained with automatic mail merge production of contracts documents.

Part Time and Casual Staff Employee Record

HRPersonnel Staff Record

Once the Candidate has been appointed using the Appoint button, all the functions of the general personnel system are available for Part Time Staff management, e.g. training and employee development, holiday booking and sickness and absence management.

Contracts of Employment and Hours Worked

When appointed as part time or casual staff, full details of the part time contract such as contract type, period of contract, notice period arrangements, holidays, sick pay entitlements and pension arrangements etc. can be recorded.

In addition, details of hours worked can also be recorded including dates and times, duration, type of work, department worked for, pay amount or grade. Work patterns can then be generated from the working hours entered, or for more complex working hours and shifts, these can be created using the Shift Pattern Templates.

Contracts of employment can be issued in the module via standard mail merge and Word templates.

Part Time Jobs Contractual Screen

Monthly Part Time Work Log and Pay

The monthly process of checking, approving, calculating and processing part time pay claims to payroll is a major demand on time and effort in most organisations. With the HRPersonnel Part Time and Casual Staff Module, the time and effort in doing this is substantially reduced.

Details of hours worked in that month and claim details can be auto loaded from part time contract details and amended if required.

Once the payments have been approved by ticking the checkboxes against each record of the hours worked, the system automatically calculates the Duration and Total Approved Payments for the period selected.

Part Time Work Log

Payroll Export and Pay Processing

With monthly claims checked, part time claims can be approved for payment and passed to payroll via Excel™ or printed off. These can be exported from SDMS using the Payroll Export Module.

Word Templates and Workflow

Letters of appointment, part time contracts and many other standard letter writing and office tasks in part time and casual staff recruitment and management are provided with this module. It is integrated with MS Word™ for producing standard letters, mail merge and spreadsheets using its standard Mail Merging features.

Reporting and Data Analysis

As with all other Personnel Modules this module comes with easy to use, extensive and flexible Standard Reports.

The comprehensive range of standard reports provided, gives detailed analysis of part time staff availability, hours delivered, department, part time and casual staff pay summaries, safeguarding checks and equal opportunities analysis. All reports can be customised with export to Word™ and Excel™.

Easy-Recruit.Net Job Application Tool

The EasyRecruit.Net Job Application Tool provides the ability to post Vacancies On Line and for candidates to apply online via an easy to use On Line Application form. For part time vacancies, the ability for candidates to record their Availability On Line is available; including Days of the Week, sessions of the day e.g. Morning, Afternoon, Evening etc. and also specific date periods that they are unavailable.

e-HRP.Net Web Access

e-HRP.Net Web Access Module provides a seamless and fully dynamic intranet and web access system for SDMS V HRPersonnel for Windows. Easy to use browser access is available to part time employees, managers and administrators, allowing them to complete tasks such as applying for training, approving training or completion of absence forms on line.