We are an educational institution operating throughout Germany and are looking for suitable HR management software.
The software must meet the following requirements:
- Employee management
- Master data
- Name, address, phone numbers, date of birth, gender, qualifications, disability, email (personal and business)
- Activity data
- Cost centers (multiple), job title, number of hours and distribution, contract data (probation periods, start and end dates, salary changes, employment type, vacation entitlement, payroll data), equipment assignment
- Employee-related history (changes viewable over time)
- Optional documentation of participation in internal training
- Appointment reminders
- End of probationary period, contract expiration, duration of sick leave, parental leave, retirement age, work anniversaries, birthdays
- Absence management
- Vacation, sick leave, special leave, unpaid leave, sick child
- Documentation of cost center changes
- Temporary (e.g., to cost center 12345, 20 hours from 04/01–04/30); permanent
- Create form letters and emails
- Workflows with reminders
- Hires and terminations, contract renewals
- Data import
- How can different sources be consolidated? Sources: Employee list (Excel), payroll program (Agenda Lohn)
- Multi-client capability – mapping of multiple companies (currently 3 subsidiaries)
- How can freelancers be managed?
- Digital personnel file
- Document templates
- see “to be digitized”; letter template, warning letter, termination during probationary period, ordinary/extraordinary termination, confirmation of termination, job description, all also available as email templates
- to be digitized (archiving)
- Application documents, employment contracts, addenda to employment contracts, contract extensions, terminations, warnings, employee correspondence, certificates, attachments to employment contracts, employment references, proof of qualifications
- Employee Portal
- Vacation Request
- Master Data Management
- Retrieval of pay stubs (possible even after resignation?)
- Travel expenses
- Application, review, approval, transfer, archiving
- Management area
- Employee vacation management
- History of staff deployment
- Overview of current staff deployment
- Analyses and reports
- Personnel changes
- All salary-related changes: cost centers, weekly hours, hires and terminations, extensions
- Absence overview
- Distinction between vacation and sick leave
- New hires
- Resignations
- Other dates, e.g., notice of contract expiration, …
- Open workflows
- Remaining vacation
- Monthly dashboard (number, gender, age…)
- Work time documentation
- Payroll
- Interface to banking tool and accounting system
- Pay stub
- Reports to health insurance and tax authorities
- All certificates for employees (social security reports, LoSt certificate, pay stub, etc.)
- Automate, e.g., absences that affect wages
- Personnel planning and controlling
- Personnel statistics
- Number of employees
- Gender
- Age
- Number or percentage of part-time/full-time
- Length of service
- Reasons for termination (contract expiration, employee resignation, employer termination due to reduced working hours/operational reasons…)
- Overview of compensation and additional salary components
- Overview of fixed-term contracts
- Qualifications
- Cost center reporting
- Personnel planning
- Personnel requirements per project or department/cost center
- Filled positions per project or department/cost center
- Interface to Corporate Planner
- Optional applicant management
- Access permissions (write or read access)
- Access to the Employee Self-Service area currently available to approximately 700 employees
- Web-based
- Important: Excellent support
- Replacement of the legacy system and migration
Five software workstations are planned.