We are a management consultancy and are looking for an integrated solution for personnel administration, applicant management, time recording and payroll accounting with the following functionalities as part of the ERP selection process for our client in the radio technology sector.
Payroll accounting for the workforce must be able to be carried out completely by the ERP system for all clients. A DATEV interface is also required. System support for training, qualifications, deadlines and contracts/documents is required for further administration in the personnel area.
Payroll accounting
It must be possible to
- Enter travel expenses in the system
- Initiate expense reports from the system (travel expenses)
- Settle travel expenses
- settle overtime
- to be able to carry out the accounting of the company pension scheme
- configure the data to be transferred to DATEV; it must be possible to transfer different accounts with the corresponding balances to DATEV (hours worked, vacation days, sick days, bonuses, etc.)
Personnel requirements and applicant management
- Communicate personnel requirements in the form of a process
- It must be possible to store a job profile in the personnel requirement, based on existing job advertisements
- It must be possible to assign the personnel requirements process to a responsible person
- The personnel requirements process must have different statuses: newly created, check whether internal filling is possible, job advertisement outside, applications received, interview dates agreed, hired, paused, process canceled, postponed
- It must be possible to send an interim notification, a rejection, an invitation to an interview, etc. depending on the processing status.
- It must be possible to add information to the process. E.G: On which portals or with which service providers was the job advertised, etc.
- It must be possible to start a process for each application received, which can be assigned to the job advertisement / personnel requirement process
- The application process must have different statuses: Received, Interview arranged, Rejected, Hired, Not hired but put on hold for later
- It must be possible to assign a responsible processor/supervisor to the application process
- By assigning the application to the responsible processor, a notification must be sent to the processor (e-mail)
- It must be possible to leave feedback on the application process
- It must be possible to store an interview date in the application process
- It must be possible to store a record of the interview date in the application process
- Absence phases must be marked accordingly so that the time accounts can be managed consistently
- Support for the absence planning of employees
- General support for applicant management
- Assigning/linking contracts, documents, records and certificates to the employee
- Assigning/linking payroll accounting to the employee
Personnel administration
- Storage of important date fields and deadlines for the employee (date of birth, hiring date, etc.)
- It must be possible to manage upcoming appointments for the employee
- It must be possible to manage tasks for the employee
- It must be possible to store qualifications for the employee
Personnel time recording is to be modernized and transferred to an overall solution that harmonizes with the ERP system.
Time recording
- Recording of employee overtime
- Evaluation of employee overtime
- Request and approval procedure in the system for business trips
- The account balances of the times / vacation quotas must be displayed in the request and approval process
- In the request process, it must be possible to enter and name the substitution rule / substitute
- Mobile, user-friendly personnel time recording (e.g. via smartphone or web access) including time recording to map activities in projects or other tasks.
- Storage of a time model for employees (hours per week, etc.)
- Multi-level approval process (several authorized approvers) for overtime requests
- Multi-level approval process (several authorized approvers) for leave requests
- Multi-level approval process (several authorized approvers) for absence requests
- Viewable status of requests (overtime, vacation, absence) for processors, applicants and supervisors
- Vacation requests, overtime requests and absence requests must be approved by the supervisor
- Substitutes can be stored for persons authorized to approve requests
- It should be possible to communicate the status of requests by email
- Evaluation of remaining leave, leave already taken, planned leave for employees
- Overview of the overall vacation situation of a group (department, entire company)
- General evaluation of overtime, hours worked, actual hours, target hours per employee
- General evaluation with adjustable period (day, week, month, quarter, year)
- Staff scheduling according to qualifications (for production, assembly and services)
- General personnel time recording functionality
The company has 250 employees, approx. 100 of whom work in the field. Mobile bookings via cell phone must be guaranteed for the field staff.
3 admin users are required, 5 in the area of time recording and travel expenses.
Please specify costs for customization if certain functionalities cannot be covered in the standard system, and also the monthly service fee for maintenance and support, as well as services for parameterization, training and consulting.