HUMAN RESOURCE (More Information)

PSG Payroll™ adopts a dynamic approach to managing staff details. That is, aside from legislative and core payroll fields (i.e. Such as Salary and Award) customers can create their own proprietary staff details fields in real-time. Moreover, when these new fields are added no system upgrades, no additional expenditure, and no system down time is required. Adding and managing staff details are handled seamlessly and transparently in PSG Payroll™. NOTE: That PSG Payroll™ by default is setup with all the required fields to quickly get you up and running. For example, “Ghost Date of Joining” has been created by a few multinational customers which records the date of joining when the staff member first joined the company. For example, the staff member may have joined HQ on June 1st 1983 but then moved to the Austalian branch on May 23rd 1996. The significance here is that the company's Long Service Leave policy is based on their “Ghost Date of Joining” and Annual and Sick Leave is based on the Date of Joining when they moved to Australia. Using dynamic staff detail fields allows our customers to only see the fields that are applicable to them and their region. Additionally, if your company has operations in different countries then details regarding specific legislation can automatically be shown or hidden. For example KiwiSaver superannuation details which are only applicable to New Zealand staff are automatically hidden for Australian staff. This simplifies PSG Payroll™ from a users perspective and enables PSG Payroll™ to closer fit our customers existing business practice as opposed to customers changing their business practices to fit their payroll software. [Top]

In addition to having dynamic staff details, PSG Payroll™ allows intelligence and smart automation to be easily added. For example, a customer can easily add a field, say “Car Colour” and the options can be limited to a fixed list “Blue, Green, Red, Brown, Black”. Using lists with specific options will simplify staff details as well as improving the accuracy of the information being entered. Additionally, fields can be setup to accept open text, dates, passwords, email addresses and so on. Note: All detail fields can have an open text comment field to allow a more verbose explanation. For example, next to salary comments such as “salary reviewed in June 2008 and a 5% increase was given due to outstanding performance” [Top]

PSG Payroll™ supports “smart defaults”, for example when a new staff member is entered PSG Payroll™ will automatically populate the fields with your company specific defaults such as setting the staff reference number to the next one in the series, setting the “Email Pay Slip” option to Yes and so on. In one case the “next reference number” was determined by the location where the staff member was added (i.e. Australia was different to the United Kingdom). [Top]

Maintaining the accuracy of staff details is paramount as these can drive the Award Interpretation rules, Leave Accruals, and Payroll. To ensure accuracy and integrity of the staff details, PSG Payroll™ can be set so that certain details require second and even third level approvals (i.e. salary and hourly rate changes). To facilitate this PSG Payroll™ will highlight the row being changed in red, then to approve the change someone other than the person who made the change simply “ticks” the row and clicks the approve button. Customers can easily select which staff details they want to have 2nd level approved. Usually these are rows that directly impact payroll such as Salary, Staff Super Percentage and Bank Account details. However, some HR policies require that a 3rd level approval is required. For PSG Payroll™ this is not a problem. Additionally, to efficiently communicate to staff (usually HR) that there are staff details waiting to be approved, an automated report is emailed each week day to the appropriate staff highlighting which staff member and what details require approval. [Top]

Smart Notifications are automated email communications that are generated and sent by PSG Payroll™ highlighting changes and events. These events are defined by your business and can be sent to anyone you like. A few live examples follow:

	When a staff member is being terminated, an email is immediately sent to key staff. For example the I.T. Department will need to terminate computer and email access. Finance will need to make any necessary recoveries. HR will need to collect ID cards, and start the recruiting process for a replacement. Also the department head and line managers need to be informed so they can make the appropriate roster changes. If applicable a second email is generated 2 weeks before the staff member is terminated as a reminder.
	When staff apply for Maternity Leave a similar process like the above will need to take place. Additionally, when staff return from Maternity Leave their computer access and pass keys will need to be reactivated and line managers will need to update their rosters.
	Two weeks prior to staff completing their first six months of service an email is sent out to the HR team and line managers advising them of this event. Note: In conjunction PSG Payroll™ also has a custom leave rule in place that for this customer will prohibit staff applying for leave while in their probationary period.
	Two weeks prior to the completion of 10 years of service an email is sent out to relevant staff
	Two weeks prior to the first 10 years an email is sent to relevant staff advising that the staff member will be entitled to a block of Long Service Leave. Additionally, an email is sent for every subsequent 5 years advising that an allocation of Long Service Leave will be granted.

Please contact us if you require more information on Smart Notifications [Top]

When a change is made to certain staff details PSG Payroll™ can automatically email staff the details of the change, who made the change, and when the change is going to take effect. This allows staff to be kept “in the loop” regarding changes to their personal profiles. [Top]

PSG Payroll™ comes standard with all the fields required and the necessary validation to run Payroll, Time Attendance, Rostering and so on. For example when a New Zealand Bank Account is entered, PSG Payroll™ will automatically validate this against the appropriate algorithms so invalid bank accounts cannot be entered. Additionally, when an Australian ATO Tax File Number is entered, PSG Payroll™ will validate this using the ATO validation algorithm. These “standard” validation rules are part of PSG Payroll™ and do not require “Special” or “Additional” implementation resource. However, there are times usually when customer specific staff detail fields are added that custom validation rules may be desirable. PSG Payroll™ allows this to happen quickly and seamlessly without the need for system upgrades or additional expenditure. For example, each year, depending on company performance a profit share amount is distributed to staff. Staff then have an option to specify a percentage, if any, they want to “Salary Sacrifice” to their superannuation fund. By default this is set to zero. But the customer required that only whole numbers could be specified (i.e. no decimal portions). Therefore, a customer specific validation rule was used. [Top]

To aid staff (i.e. HR and Finance) who are responsible for entering and managing staff details PSG Payroll™ provides help pages. However, unlike traditional “help” pages PSG Payroll™’s help page can be quickly edited and modified so customers can add policy help notes. For example, in one case a “Higher Duty Acting Allowance” customer specific detail field is used to track and pay staff who are covering roles where their colleagues may be away for long periods of time (i.e. Maternity Leave). The notes in this case say that “This allowance is paid once the staff member has been acting in that role for 7 weeks and that it is paid per working day” [Top]

All PSG Payroll™ detail fields support an “Effective Date” this allows details to be entered in advance (even years in advance if desired!). Note: That only staff with the sufficient access (i.e. HR and Finance) can see and enter details in advance. General employees and managers can only see the active (i.e. current) detail. Additionally, all detail fields have a fully online audit change log with date stamps and who made the changes. [Top]

Detail fields can be easily grouped and ordered as per the customer’s requirements to simplify their management. That is all “Personal Details” such as next of kin, home phone number and so on are usually kept in one group and all “Payroll Details” such as salary, tax number, home cost code and so on are kept in another group. Note: All details are shown on one page for ease of use and quick visibility. [Top]

Users can enter part of a staff detail and PSG Payroll™ will search for all occurrances just like Google. For example, if “Smith” is entered, all staff with a detail containing “Smith” will be displayed. This could be the Last Name, Name of their street “32 Smith Street”, next of kin “Aunt Smith” and so on. PSG Payroll™ has found that this is the preferred method for admin staff to quickly and easily locate staff specific information. [Top]

Security is paramount to PSG Payroll™. All detail fields can be easily set to be read-only, hidden, or made editable on a role-by-role basis. (i.e. general staff when viewing their Kiosk" can just have editing rights to their personal information such as next of kin and contact details). Additionally, salary information can be made read-only to general staff, hidden to managers and editable to HR and Finance staff. Note: as part of the implementation process PSG Payroll™ will go through each of the fields and set the security appropriately to the customer’s requirements. [Top]

The following HRM tools are currently being developed and are scheduled to be released in stages in the first quarter of 2010 through to the forth quarter of 2010. If you have any questions or would like more information, please contact us [Top]