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