The process of onboarding is crucial and measures to retain employees are being given increased focus. A measure taken to retain employees is to provide a good and substantial onboarding experience. Retention of employees begins at day one, it is also your ‘first impression’ of the organisation… Don’t you want to give new employees a good first impression?
Benefits of a good onboarding process in place:
- Increased productivity and motivation from day one
- Eliminates the feeling of being ‘lost’ as a new person
- The employee has an idea of what the organisation is about, who they need to report to and who are the employees at management level
In KALES, successful candidates who have accepted an offer will be inducted into the organization via the process of Onboarding. Tasks that are carried out during this stage are grouped under Perform Applicant Onboarding activity. These tasks include any details relating to medical tests, reference data and joining formalities.
Why is KALES better than other systems? KALES self-service aspect of onboarding is paperless and ensures integration and structure in induction. Candidates are able to see what forms need to be submitted, what documents are mandatory/non-mandatory and what percentage of tasks are pending. During the export to HRMS process (Process of candidate to employee), all the information that a candidate has entered under the ‘Personal Information’ section is copied to HRMS and available for further editing and viewing by the employee.
This is where the employee will upload relevant qualification/education documents and download templates for forms that need to be submitted for their job.
Under this section, the employee can download the agreements/policies and provide their acceptance by clicking the ‘I Agree’ button.
This section is only applicable for an employee that needs to complete specific training for the job as part of their onboarding process. The status of the training would be displayed next to the training course eg. Not Completed or Completed or In Progress
The onboarding portal also helps employees understand where their work location is, who their supervisor is and who is part of their team. This way they can identify key employees before commencing on their first day.
As seen in our previous blogs, KALES is delivered via a smooth and impressive UI. A prominent feature is Employee Self Service (ESS).
The ability for employees to use the ‘self-service’ feature is vital for the everyday operational activities of an organisation.
Why is employee self-service a good feature? It:
- promotes efficiency and effectiveness
- assists employee’s in completing everyday tasks
- prevents managers from time wasting on lengthy and tedious tasks
- is a paperless system
Employee Self Service enables employees to manage end to end activities such as core HR, Time and Attendance, Payroll, Talent Management and Recruitment. With KALES, managers may also complete management tasks through Manager Self Service.
In the home page of ESS, there are card based designs for each employee. This can be customised so that only the relevant information is shown to the employee. The most commonly used cards in ESS are:
My Pay: This is where employees have the ability to view their current and past payslips. *XXX* is used for security reasons. Once an employee has viewed their payslip they have the option to either email it or print it.
My Timesheet: This is where employees view their work schedule over the week or the month and also clock in (input) their hours worked.
My Hire Requisitions: This is where employees can place a quick request for a job. In addition, they may also manage requests and accept/reject candidates.
My Leave: This is where employees may request leave, view their past requests and also edit a current request. There is also a function whereby an employee may place a quick request for leave and only fill in basic required information such as end, start date and the reason in a prompt manner.
My Expenses: Here an employee can place a request for an expense, view their past requests and edit a current request. Similarly to leave, you can also place a quick request for an expense.
My performance: Here employees can view their performance appraisal dates for the year and also complete their performance feedback with a regular journal which is a contemporary method for appraisal, as opposed to a bi annual method.
Reviewing these employee self-service features prompts the questions, does your HR system provide this? Does it promote efficiency and effectiveness?
Ask us at KALTech for more information or detail on how we can tailor a solution for your organisation to also benefit from these value added features.
As a HR graduate, I did not know what sector of HR I wanted to work in. HR has such a broad scope but I knew that I wanted a job with responsibilities and not to be stuck under one hat so to speak. Throughout my course, I did many interesting and different subjects such as Strategic Human Resources, Training and Development and Industrial Relations. It was an interesting concept learning HR through the textbook knowing one day that I would be a HR practitioner in the real world. I was anxious and motivated to work as soon as I graduated. After long anticipation, I got an opportunity at KALTech Group as a HCM Consultant in the graduate program.
As KALTech is a HR software implementation company, it has shown me a ‘behind the scenes’ view of HR processes. In addition, I am exposed to multiple facets of HR and HR processes. I now have a greater understanding of how payroll is configured and the processes involved. I have a better understanding of how an employee can request training or be assigned training and how an employee accrues leave or applies for leave. It has been a huge learning curve and KALES has given me the key to my growth and further development. KALES is a division of KALTech which focusses on overall Employment Solutions.
At university, textbooks were my learning reference whereas now I get to see that learning in a practical way. An example was when I received my first payslip. The textbook explained that a HR Manager is also in charge of a component called payroll. Payroll ensures that employees get paid for the work they do. I have now seen that there is a process behind payroll and the payslip is just the end result. The person in charge of payroll must keep master data updated so that each employee is paid correctly, tax and other deductions need to be calculated accurately and of course, paid. Each employee has a different salary structure and this needs to be factored into the processing steps as well.
As I mentioned earlier, I did not know what HR position I wanted to be involved in. However, being a HCM Consultant at KALTech for KALES has provided me an insightful understanding of HR. Instead of being stuck in one sector of HR, I am now seeing HR from different streams.
I was not exposed to many HR software solutions, however, with my involvement in KALES, it has certainly enthused me. KALES is a cloud solution that manages all HR processes entailing Core HR, Time and Attendance, Payroll, Talent Management and Recruitment. The system is smart and futuristic too as it also has a zero user interface concept called ‘Mail It’. Users do not need to log into the system with Mail It. They can request information such as leave balance by emailing a designated email id. The system knows how to efficiently communicate recurrent information. It is the future of HR in my opinion.
HCM Product Map
The system is intuitive and very easy to use. It has been designed in a way that makes HR processes simple and logical. There is also a very smart and magical function called a ‘Wizard’. It helps managers/admins perform lengthy tasks in a logical and sequential way. For example, when creating a new employee, the wizard will set up tabs open for this process such as employee file creation, assignment information, compensation information, maintain documents and bank details.
Lastly, wouldn’t it be great to be able to apply for leave, clock in a timesheet and view your payslip all on your mobile? Well with KALES, it is already possible! We have a mobile app which enables users to do the activities they usually do on their computers, conveniently on their mobiles! KALES understands that people are busy in a fast paced environment and efficiency is key.
Some of my personal highlights at KALTech so far are:
– Performing my first demo to a client – seeing all the hard work I invested to perform the demo and have the knowledge and communication skills to run through the KALES system to the CEO, CFO and other board members.
– Being the first candidate in the graduate program – it has been a huge learning curve. I have been provided with an adequate platform for learning opportunities and personal development .
– Flew interstate to deliver a demo to a prospective client.
I am now an enthusiastic and excited HR Consultant and with the knowledge I gained over the past few months, I am keen to work more on innovative HR systems discussing and providing robust HR solutions to clients.
SuccessFactors Employee Central (SFSF – EC) is a great solution to Align your people on the right path, Optimise the right people to make them efficient and to Accelerate your business to run better.
One of the features I found astounding in EC is the ability to view direct and indirect reports via the Organisational Structure. This custom view is exportable. You can view by either “Hierarchy or by Team”.
EC has a quick link for Managers and the HR team to view the employees information (e.g. Employee Development Plan) by clicking the information icon from the organisational chart (available with the appropriate permissions).
EC’s Organisation Structure can be built by simply using the “user directory template” (screen shot below) and populating the employee’s information, their position, department, reporting/direct managers etc. EC has a seamless way of importing and exporting employee master data by using the same template below.
Every user has a different taste on how their dashboard should look. In EC, users can simply customise their own dashboard by dragging and dropping screens.
One of the features that I would like to highlight is the seamless way of processing a Leave Application. SFSF – ESS/MSS has an easy access via the Employee File with a built in mobility feature so that managers can approve leave requests on the go.
Once the leave request has been submitted by the employee, it will trigger an email to the manager and also reflect in the manager’s dashboard with a status of ‘pending for approval’.
These are just few of the features, (amongst others), that I was impressed with. In summary, SFSF-EC is a holistic solution with built in simplicity, seamless access and is user friendly too. Contact KALTech to customise a solution for your employees at firstname.lastname@example.org
KALTech SAP/Successfactors Consultant
HCM Projects has it’s challenges and rewards. Some might say more challenges, but they are long forgotten with the sweetness of success. This project was not far from this truth. With all the challenges over the last 11 months, the sweetness was tasted with a successful and non-eventful go-live. There was mixed emotions, nervousness, excitement and frayed nerves but all this was surpassed with the confidence of ‘being ready’. Having successfully completed the Business cutover, we entered the go-live weekend in a strong position. In the first week of go live; we had minimal incidents which were related to security and user training issues. The robustness of approach, as well as the effectiveness of our design, build and testing activities were proven.
As we were in the PGLS mode to support the business, we had to remain focused and have a methodical approach to guiding them for a successful transition in dealing with the external vendor on defect resolution in the months and years ahead.
In the end, all the long hours we’ve invested in this project had been more than worthwhile and it gave me a sense of accomplishment by having assisted all parties (x-functional team) for go live success.
I’m excited and as this success clearly reflects a wonderful team effort! With a smooth go-live, all the late nights, long hours, pressures, frustrations disappeared and the contentment of success was very overwhelming for the team and the business alike.
May this quote inspire and motivate you for greater success;
“The credit belongs to the person who is actually in the arena, whose face is marred by dust and sweat and blood; who strives valiantly; who errs, who comes short again and again, because there is no effort without error and shortcoming; but who does actually strive to do the deeds; who knows great enthusiasms, the great devotions; who spends themselves in a worthy cause; who at the best knows in the end the triumph of high achievement”