Extend Sage HRMS with Plugins
Maximize The Power of Sage HRMS
Paperless Automate Integrate
Sage HRMS HR Actions
Applicant/New Hire Interface
Dynamic Forms Checklist for ESS
NY WATP
I-9
W-4
Position Control
Custom Pay Stubs in ESS
Accruals in ESS
Sage HRMS Garnishment Manager
Sage HRMS Time & Labor Import
Interface to EmpowerTax
Sage HRMS Active Directory Conduit
Distributed Information Service
The Pains of Static Paper Forms Processing
Paper forms, routed manually… • 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…• 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) Paperless
HR Is About Data – Make It Paperless!• Sage HRMS HR Actions streamlines the delivery of HR services
over the web– 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
BuildCreate Forms
Any HRMS fields*User defined fields
Questions
Set Default RoutingDetermine Access
OrganizationDatesRole
Establish Conditional Routing Rules
* Benefits fields excluded
A Paperless Employee Lifecycle
Pre-Employment /Onboarding
• Requisition to hire• New hire• Rehire• W-4 Federal*• W-4 State*• I-9*
EmployeeSelf-service
• Personal details• Forwarding address• Sick time• FMLA/LOA request
Manager /HR Self-service
• Pay rate change• Transfer• Promotion• Attendance adjustment• Corrective action• OSHA incident• FMLA/LOA• Retirement • Termination/COBRA
* Requires additional plugin
• Goal Setting• Performance Appraisal
Benefits to Payroll Improves productivity by
• 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:
• 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)
• 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
Dynamic Forms Checklist NY Wage and Theft Prevention I-9 W-4 Position Control
Applicant/New Hire Plugin forSage 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
• Onboardingo Simplifies onboarding processo Displays all of the required new employee forms to completeo If applicable, displays status of new employee forms in the
approval process
• Performance Appraisalo 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 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• 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
• Demonstrable breadth of online transactions, including performance appraisals
Myth – there isn’t much impact in going to online dynamic forms with routing
• Demonstrable ROI
Myth – we always need physical signatures
• Educate that a scanned signature is only needed once
Myth – it can’t handle my business rules
• Emphasize rules are customized without coding, including branching
Myth – automation means I lose control
• Show there is always visibility and control
Myth – it’s really just document management
• 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• Save time• Develop consistent, repeatable processes that yield consistent, repeatable
results
Automate
Time & Labor Import 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
• 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• 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
Integrate
Active Directory Conduit for Sage HRMS
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
Active Directory
HR Database
AD Conduit
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
Paperless Automate Integrate
Sage HRMS HR Actions
Applicant/New Hire Interface
Dynamic Forms Checklist for ESS
NY WATP
I-9
W-4
Position Control
Custom Pay Stubs in ESS
Accruals in ESS
Sage HRMS Garnishment Manager
Sage HRMS Time & Labor Import
Interface to EmpowerTax
Sage HRMS Active Directory Conduit
Distributed Information Service