Recruitment and Onboarding Part 2

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.

Training courses:

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.

KALES Consultant

This entry was posted on June 6th, 2017.

Recruitment and Onboarding Part 1

Have you applied for a job and have you just been overwhelmed with copious amounts of paper work? With KALES, recruitment and onboarding is a paperless system.
Recruitment is the process of finding and hiring the best candidate from within or outside of the organisation for a vacancy, in a timely and effective manner. The recruitment process includes defining requirements of a job, allowing applicants to apply for that job, screening and selecting applicants, hiring and inducting the new employee into the organisation.
KALES Recruitment enables a full range of hiring activity – from raising a hire request to onboarding the applicant, with ease of access and power packed features. It comes with in-built UIs and mobility features that enrich the user experience. KALES Recruitment can be easily integrated with external job-sites and social network websites to publish vacancies and receive resumes.

Details and features of recruitment

Request for Hire (RFH)

Captures key specifics on a hiring request. Details include position for which the request is made, department, grade set, grade, number required, required by date and many more. A manager may also place a ‘quick request’ which requires inputting the most relevant information in a timely fashion.


Sourcing Strategy

Here we can see details such as candidate sourcing, alert frequency, selection stages and assessment mode that defines a broad level plan for the RFH that is laid out. Applicants can be either internal or external. Candidate sourcing can be further identified by a sourcing channel, for example, if it’s an external candidate, the sourcing channel can be a career website, job portal or staffing agency. This can be defined in the sourcing strategy.

Applicant Profile

Candidates create their profiles whilst applying for a vacant position. This is created using a unique ID and enables the candidate to input details such as personal information, education, work experience and competencies. Candidates may also sign in with LinkedIn to input all their information.

Screening and Shortlisting

This stage is performed at a RFH level. All profiles can be screened to filter and shortlist those suitable. Profiles received internally or externally can be fetched for screening aimed at a particular RFH. In addition, there are other methods available for screening such as RFH criteria based, keyword search and competency profiling. The user can perform normal screening, incremental screening and override screening.

Applicant Assessment

Applicants are evaluated in all selection stages identified for the RFH. Assessment can be done by individual members or a panel. Applicants will be assessed based on the rating set identified for the particular stage of the RFH. Details captured in assessing applicants are RFH details, stage to assess, assessment based on, rating set details, user rating, RFH competencies assessment and proficiency level assessment.

Applicant Selection and Offer

Applicants are selected based on their performance in the selection stages. An offer can be made to the top performers, based on the ranking. An offer can be made based on the remuneration fitment and other job details such as position, job, grade set and grade. An applicant can accept or reject an offer. Multiple offers can be created and tracked.

Applicant Induction

Selected applicants are finally inducted into the organisation. Key information of the applicant is captured that form the basis for carrying out the joining formalities.
More detail on this will be discussed in my next blog on Onboarding!
KALES Consultant

This entry was posted on June 1st, 2017.


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.
KALES Consultant

This entry was posted on March 22nd, 2017.

Working smart with KALES

As seen in our previous blogs, KALES is delivered via a smooth and impressive UI. Some key innovations which have been developed are highlighted below:
Thumb It: This concept is built into the system and ensures true mobility functionality and experience. The system enables users to scroll and select items that they want to see, thereby reducing effort during administrative activities. For example, employees may view their current and previous payslips directly on the app with all related information displayed on the one screen.
Thumb it
Mail It: You can request your leave balance or payslip without even logging into the system, Yes, that’s right! This is a zero user interface concept. Typical requests and FAQs can be answered by sending an email to a designated email ID, without logging into the system. For example, if an employee wants to know their leave balance, they can type “Leave balance” in the subject line of the email and a response will be emailed back within 20-30 seconds with their current leave balance. The system is also quite intuitive; you could type in “LB” or “Leave Bal” for the same enquiry. The system will even reply back with a help guide highlighting allowed parameters should a request be misspelled or incorrect.
Mail it
Hub It: Users and administrators can build a single window of the most frequently used processes and reports. This is a single cockpit of processes. This feature entails a payroll hub, recruitment hub and a time and attendance hub. All payroll activities can be completed in the payroll hub such as payroll processes, timelines In addition, the payroll configurator facilitates automation of routine processes which reduces administrative effort. This ensures efficiency and effectiveness.
Prompt It: The system is intuitive and can prompt next steps based on past behaviour of the user. This feature is provided through Genie, our intelligent system.
Another interesting and innovative feature is the Wizard Interface. This means that any activity performed by a manager/admin can be arranged in a logical sequence. We have a pre-packaged wizard or conversely, custom wizards can be built by users. In the employee creation wizard (as seen in the image below) all the windows necessary for creating a new employee are open such as: employee file creation, assignment information, additional information, compensation information and bank details.


The most recent innovation is called Empsense. With this feature you can capture the mood of your organisation to better manage your business. Each employee can plug in their moods and this will generate a statistical percentage of how many employees are happy, not happy or just okay.
With more advanced features and options available, talk to KALTech about how KALES could be the solution for your organisation?
KALES Consultant

This entry was posted on October 20th, 2016.

My introduction to the ‘real world’ of HR

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.
Simplify access
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.
KALES Consultant

This entry was posted on August 31st, 2016.

Introducing KALES – The future is here!!!

KALTech Group announces the release of its latest HR, Payroll and Travel Expense business solution catering to the growing demand for simplified effective solutions. KALES (KALTech Employment Solutions) is powered by Ramco HCM and is more than just a software solution. It is a complete business solution offering a hosted solution, partial or fully managed services – reducing your overall cost and improving your profitability.
Traditional players have starved the market of innovation. Limited functionality, expensive enhancements and costs for reports, inquiries, etc. all add up to the total operating costs. KALES is a complete solution covering all HR functions including Expense Management. Now you can focus on your people and not spend time navigating around systems or worrying about future changes. In fact change is inevitable. Our technology is designed keeping this in mind, so that you can focus on your business. We offer Core HR (Workforce Management), Time & Attendance, Payroll (across 35+ countries), Talent Management, Recruitment, Planning and Analytics.
Delivered via a smooth and impressive UI, the solution is easy to understand and operate. The mobile app facilitates greater access to the system and can also act as an employee kiosk for Time Capture. We also offer offline time capture (for those occasions when you lose system connectivity). Some of the key innovations are:

  • Mail It ➜ Interact with the system via email. You can query the system (e.g.: leave balances), create requests (e.g.: Travel Request), Approve or Reject the same. There are about 50 such transactions that can be ‘automated’ via this ZERO UI approach.
  • Thumb It ➜ Accelerate your mobile capture process by have defaults ‘dropped in’ as the system ‘learns’ the most commonly used options.
  • Hub It ➜ Improve efficiency by seeing all relevant data to a function in a single screen. You can run the Recruitment or Payroll or Time functions from a single screen.
  • Empsense ➜ Capture the mood of your organisation for better business management.

KALES is designed for growing companies and is scalable. Some of our unique features are:

  • Complete organic solution from hire to retire designed with refreshing simplicity e.g.: Mail it.
  • Intelligent; understands the user/purpose/situation context enabling actionable insights.
  • Unified HR, Time & Attendance with Global Payroll across 35+ countries and growing.
  • Integrates seamlessly with existing enterprise business applications.
  • Kiosk via Mobile Devices.

We understand that not all companies are the same and we have a powerful rules engine that allows us to configure the solution to meet your specific Award/EBA conditions.
KALTech has delivered BPO services for many large organisations and with this wealth of experience; we can offer customers these 3 options:

  • Hosted ➜ We will host the system and you execute all activities.
  • Partially Managed Service ➜ We host the system and we execute some activities on your behalf while you do others.
  • Fully Managed Service ➜ We host and execute activities as agreed.

We can also provide full support services as part of the service.
So why not contact us and hear how over 400+ customers are benefiting from this solution.

This entry was posted on August 22nd, 2016.