HRM Module

What is HRM?

The Human Resource Management (HRM) module is designed to streamline all aspects of human resource operations, from employee onboarding to payroll processing and performance management. It provides a comprehensive solution for managing your workforce efficiently.

Key Features

Access Path

Company Dashboard → HRM → Module Features

Related Modules

Platform URL

Overview

Employee Management provides comprehensive tools for managing the complete employee lifecycle, from recruitment to retirement, ensuring efficient HR operations.

Features

• Employee Profiles: Complete employee information management
• Onboarding: Streamlined new employee onboarding process
• Document Management: Centralized storage for employee documents
• Organizational Structure: Visual hierarchy and reporting relationships
• Employee Self-Service: Self-service portal for employees

Employee Lifecycle

Creating an Employee Profile

1. Access: HRM → Employee Management → Create Employee
2. Personal Information:
   • Full name and contact details
   • Date of birth and gender
   • Address and emergency contacts
   • National ID and passport information
3. Employment Details:
   • Employee ID and hire date
   • Job title and department
   • Reporting manager
   • Employment type and status
4. Compensation:
   • Base salary and allowances
   • Benefits and deductions
   • Bank account information
5. Documents:
   • Upload required documents
   • Set document expiry dates
   • Configure access permissions

Employee Status

Overview

Payroll Processing automates salary calculation, tax deductions, and payment distribution, ensuring accurate and timely payroll management.

Features

• Salary Calculation: Automated salary computation
• Tax Management: Tax calculation and deduction
• Benefits Processing: Health insurance, retirement plans
• Overtime Calculation: Automatic overtime pay computation
• Pay Statement Generation: Professional payslip creation
• Bank Integration: Direct deposit to bank accounts

Payroll Workflow

1. Data Collection: Gather attendance and time data
2. Calculation: Compute salaries and deductions
3. Review: HR review and approval
4. Processing: Generate payslips and payments
5. Distribution: Send payments to employees
6. Reporting: Generate payroll reports

Payroll Components

Overview

Attendance Tracking enables real-time monitoring of employee attendance, clock in/out times, and attendance patterns. It supports both manual entry and automated clock systems.

Access Path

HRM → Attendance → Attendance List

Key Features

• Clock In/Out: Employees can clock in and out directly from the system
• Real-time Status: View current attendance status for all employees
• Bulk Attendance: Enter attendance for multiple employees at once
• Attendance Import: Import attendance data from CSV files
• Attendance Reports: Generate detailed attendance reports
• IP Restriction: Restrict clock in/out to specific IP addresses

Clock In/Out Process

1. Employee Access: Employee navigates to their profile or attendance page
2. Clock In:
   • Click "Clock In" button
   • System records current time and date
   • Status changes to "Clocked In"
   • Location tracking (if enabled)
3. During Work:
   • Attendance record shows active session
   • Total hours worked calculated in real-time
4. Clock Out:
   • Click "Clock Out" button
   • System records end time
   • Total hours calculated
   • Status changes to "Clocked Out"

Bulk Attendance Entry

For HR administrators to enter attendance for multiple employees:

1. Access: HRM → Attendance → Bulk Attendance
2. Select Date: Choose the date for attendance entry
3. Select Employees: Choose employees or select all
4. Enter Times:
   • Clock In time
   • Clock Out time
   • Status (Present, Absent, Late, etc.)
5. Save: Save bulk attendance records

Attendance Import

Import attendance data from CSV files:

1. Download Template: Get CSV template from Attendance → Import
2. Prepare Data: Fill template with employee attendance data
3. Upload: Upload CSV file through import interface
4. Validate: System validates data before import
5. Import: Confirm and import attendance records

Attendance Status Types

Overview

Leave Management provides comprehensive leave request processing, approval workflows, leave balance tracking, and province-compliant leave policies. It supports various leave types including vacation, sick leave, personal days, and statutory holidays.

Access Path

HRM → Leave → Leave List

Leave Management Workflow

Creating a Leave Request

1. Access: HRM → Leave → Create Leave
2. Select Employee: Choose employee (if HR admin) or auto-selected for employees
3. Leave Type:
   • Select leave type (Vacation, Sick Leave, Personal, etc.)
   • System shows available balance for selected leave type
   • Medical certificate may be required for certain leave types
4. Date Range:
   • Start date
   • End date
   • Half day option (if applicable)
   • System calculates total days automatically
5. Reason & Details:
   • Leave reason (required)
   • Additional comments
   • Attach medical certificate if required
6. Return to Work (RTW) Information:
   • RTW status (if applicable)
   • RTW date
   • Modified work details (if applicable)
7. Submit: Submit leave request for approval

Leave Approval Process

Managers and HR administrators can approve or reject leave requests:

1. Access Pending Leaves: HRM → Leave → Pending Approvals
2. Review Request:
   • View employee details
   • Check leave balance
   • Review dates and reason
   • Check for overlapping leaves
3. Decision:
   • Approve: Leave is approved, balance deducted, notification sent
   • Reject: Leave is rejected, reason provided, notification sent
4. Notification: Employee receives email notification of decision

Leave Types

The system supports various leave types that can be configured:

• Vacation Leave: Annual vacation time
• Sick Leave: Medical leave with or without certificate
• Personal Leave: Personal time off
• Statutory Holidays: Government holidays
• Bereavement Leave: Death in family
• Maternity/Paternity Leave: Parental leave
• Unpaid Leave: Leave without pay

Leave Balance Tracking

The system automatically tracks leave balances:

• Accrual: Leave balances accrue based on leave policies
• Deduction: Balances deducted when leave is approved
• Carry Forward: Unused leave can carry forward (if policy allows)
• Balance Display: Employees can view their leave balances

Leave Policies

Leave policies can be configured by province and employee type:

• Province-Specific: Policies vary by Canadian province
• Eligibility Rules: Define who is eligible for each leave type
• Accrual Rates: Set how leave accrues over time
• Maximum Balances: Set maximum leave balances
• Carry Forward Rules: Define carry forward policies

Return to Work (RTW) Management

For employees returning from medical leave:

• RTW Status: Track return to work status
• Modified Work: Support for modified work arrangements
• Medical Clearance: Upload medical clearance documents
• Functional Abilities: Track functional abilities assessment
• C-394 Forms: Generate C-394 forms for WSIB
• Weekly Follow-ups: Track weekly RTW progress

Overview

Payroll Processing automates salary calculation, tax deductions (CRA-compliant), and payment distribution. The system supports multiple payslip types, automatic compensation, and comprehensive payroll reporting.

Access Path

HRM → Payroll → Payslip

Payroll Generation Process

Follow these steps to generate payroll for employees:

1. Access Payroll: HRM → Payroll → Payslip → Create Payslip
2. Select Period:
   • Select month and year
   • System identifies employees eligible for payroll
   • Checks for existing payslips for the period
3. Employee Validation:
   • System checks if employee has salary configured
   • Validates employee is active (not terminated/resigned)
   • Checks work advice requirement (if applicable)
   • Validates employee joined before period end
4. Automatic Calculation:
   • Basic Salary: Calculated based on payslip type or fixed salary
   • Allowances: Sum of all active allowances
   • Commissions: Commissions for the period
   • Overtime: Overtime pay for the period
   • Other Payments: Additional payments
   • Company Contributions: Employer contributions
5. Deductions Calculation:
   • Loans: Loan deductions for the period
   • Saturation Deductions: Fixed deductions
   • CRA Deductions:
     • CPP (Canada Pension Plan)
     • EI (Employment Insurance)
     • Federal Tax
     • Provincial Tax (based on employee province)
6. Net Pay Calculation:
   • Gross Pay = Basic Salary + Allowances + Commissions + Overtime + Other Payments
   • Total Deductions = Loans + Saturation Deductions + CRA Deductions
   • Net Pay = Gross Pay - Total Deductions
7. Generate Payslips:
   • Click "Create Payslip" for selected period
   • System generates payslips for all eligible employees
   • Payslips are created in "Unpaid" status
8. Review & Approve:
   • Review generated payslips
   • Edit individual payslips if needed
   • Approve payslips for payment
9. Payment Processing:
   • Mark payslips as paid
   • Generate payment reports
   • Send payslips to employees via email

Payslip Types

The system supports different payslip types with different calculation methods:

• Fixed Salary: Monthly fixed amount
• Hourly: Based on hours worked × hourly rate
• Daily: Based on days worked × daily rate
• Weekly: Weekly fixed amount
• Bi-weekly: Bi-weekly fixed amount
• Commission-based: Based on commission earnings

Automatic Compensation

When creating employees with payslip types, automatic compensation can be created:

• Allowances: Automatically created based on payslip type configuration
• Benefits: Health insurance, retirement contributions
• Perks: Transportation, meal allowances

CRA Compliance

The payroll system is CRA-compliant and calculates:

• CPP Deductions: Based on current CPP rates and maximums
• EI Deductions: Based on current EI rates
• Federal Tax: Based on federal tax brackets
• Provincial Tax: Based on province-specific tax brackets
• Tax Rebates: Applicable tax rebates applied
• Tax Thresholds: Minimum income thresholds respected

Work Advice Requirement

Some employees may require work advice before payroll generation:

• Configuration: Set at payslip type or employee level
• Validation: System checks for work advice before generating payslip
• Exception Handling: Employees without work advice are skipped

Payslip Components

Payslip Actions

• View: View payslip details
• Edit: Modify payslip components before payment
• PDF Download: Download payslip as PDF
• Email: Send payslip to employee via email
• Mark as Paid: Mark payslip as paid after payment processing
• Delete: Delete payslip (if not paid)

Overview

Performance Evaluation provides comprehensive tools for tracking employee performance, conducting reviews, managing KPIs, and implementing performance improvement plans.

Access Path

HRM → Performance → Performance Dashboard

Key Features

• Performance Tracking: Track employee performance metrics over time
• KPI Templates: Create and assign KPI templates to employees
• Performance Reviews: Conduct regular performance reviews
• Coaching: Schedule and track coaching sessions
• PIP (Performance Improvement Plan): Create and manage PIPs for underperforming employees
• Performance Dashboard: Visual dashboard with performance metrics

Performance Review Process

1. Create Review: HRM → Performance → Create Review
2. Select Employee: Choose employee for review
3. Assign KPI Template: Select or create KPI template
4. Conduct Review: Complete review with ratings and comments
5. Employee Acknowledgment: Employee reviews and acknowledges
6. Follow-up: Schedule follow-up reviews as needed

Overview

The HRM module provides comprehensive reporting and analytics capabilities to help you make data-driven decisions.

Available Reports

• Monthly Attendance Report: Detailed attendance report by month
• Leave Report: Leave usage and balance reports
• Payroll Report: Comprehensive payroll reports
• Employee Reports: Employee statistics and analytics
• Performance Reports: Performance metrics and trends

Accessing Reports

To access reports:

1. Navigate: HRM → Reports
2. Select Report Type: Choose the type of report you need
3. Set Parameters: Select date range, department, employee, etc.
4. Generate: Generate and view the report
5. Export: Export report as PDF or Excel if needed