As a freelance project manager, I am looking for HR software (human resources management) for a client with approximately 800 employees in the healthcare industry that must have an interface with the existing DATEV LODAS payroll accounting software.
The software must meet the following requirements:
General technical requirements
- Interface to DATEV LODAS, other payroll systems if necessary, Excel, and accounting or controlling software
- HR tool is the leading system:
- Entries are made only here
- Secure data quality through standardized entry of values
- Standard templates and flexible templates (for special topics or new requirements)
- Evaluations and reporting can be flexibly designed and stored as standard, e.g., .csv export file for direct import into accounting or controlling software
- Multi-client capable, multi-user capable
- Compliance with data protection laws
- Authorization management and authentication
- Audit-capable: logging and documentation of all data changes
- User-friendliness, high user acceptance
- Employee self-service
- Management self-service
- Approval workflows can be flexibly configured
- Excel-like operation (with Excel functions for personnel cost planning)
- Output in Excel and PDF
HR software functions
- Digital personnel file:
- Digital storage of personnel documents
- Digital master data entry and management or automatic transfer of master data from or to the payroll system via interface (no double entry)
- Interface to existing applicant management system, if applicable
- Document management:
- Digital archiving
- Employment contract templates and approval workflow for employment contracts
- Reference creation with workflow (nice to have)
- Onboarding and offboarding function
- Duty scheduling and time recording:
- Target and actual duty scheduling (including preparation of data for payroll accounting)
- Time recording – time accounts (further development following the ECJ ruling is currently unclear; overtime must already be recorded in Germany)
- Personnel cost controlling:
- Target and actual evaluations
- Key figures, reporting, dashboard
- Personnel cost planning (decentralized)
- Employee self-service:
- Vacation, travel, and training requests
- Submit sick notes, report absences
- Access pay slips, annual income tax statements, other certificates
- Report changes to master data: e.g., change of address, submit marriage or birth certificates
- Access selected components of your own personnel file (nice to have)
- Recording of actual working hours
- Internal job exchange (nice to have)
- Management Self Service:
- Approval of requests
- Team absence overview
- Evaluations, key figures, etc. for area of responsibility
- If necessary, temporary access to individual documents in the personnel file of the assigned employees
Requirements for personnel cost controlling
- Reporting, analysis, key figures
- Presentation of planned and actual figures, rolling forecast
- Target/actual comparisons per employee, cost center, and cost type, ideally with deviation analysis – where do deviations come from? (e.g., number of employees, unplanned salary increases or special payments, working hours, etc.)
- Flexible structure of analyses and reporting (similar to Excel)
- Calculation of provisions (e.g., vacation, bonuses) – for further processing in financial accounting
- Dashboard at the touch of a button
- Sickness rates, sick days, evaluations
- Evaluation of vacation balances
- Statistical data (distribution of gender, age, place of residence, etc. by occupational group/department)
- (Early) turnover in heads and %
- Display of new hires and departures
- Vacancy duration (how long has a position been vacant?)
- Qualification level or quotas
- Personnel cost planning (decentralized)
- Automatic planning based on actual values and known changes
- Storage of company-specific collective agreements, works agreements, and other individual regulations
- Planning of NN positions and freelance staff
- Assignment of tasks to department heads and HR department
- Cost center splitting?
- Consolidation
- Creation of versions or scenarios
Requirements – Duty scheduling and time recording I/II
- Interfaces
- Automated or CSV-operable interface to accounting system
- Communication with employees and management Self-service: Vacation workflow, access to duty roster, approval of employer-initiated overtime, recording of actual working hours
- Can be combined with electronic time recording (terminals) in the future
- Technical requirements/functionalities – Duty scheduling
- Multi-client capability
- Location-specific mapping of collective agreements, company agreements, and service agreements
- Consideration of legal regulations
- Planning at shift and hourly level; different views of duty roster
- Easy to use for duty roster planners after training
- Automated duty scheduling with selection and adjustment options
- Checking and notification of compliance with working time regulations
- Department, shift, and employee-specific storage of rules for automatic duty scheduling
- Approval workflows (option for transmission and approval/rejection by works council)
- Individual evaluation of time data, e.g., on-call duty, overtime, employer-initiated shift swaps, employer-initiated overtime, etc.
- Automatic and state-specific storage of public holidays
- Preferred duty roster
- Shift and month-based resource planning
- Individually customizable shift codes, flexible design of reasons for absence
- Storage of qualifications
- Display of target times, annual working time account
- Actual time reporting by employees (approval by supervisor)
- Stand-in function
- Technical requirements/functionalities – Time recording
- Multi-client capability
- Easy to use for employees
- Checking and notification of compliance with working time legislation
- Actual time reporting by employees with approval by supervisor: employer-initiated overtime should be recognizable as such; basic approval of overtime before it is accepted
- Display of target times, working time account status
- Reporting of illness
Five to ten software workstations are planned in administration, and approximately 800 employees are expected to use the Employee Self Service.