Human Capital Management
Simple | Intuitive | Flexible | Complete
Main value
Organizes, simplifies and automates complex
processes and workflows;
Cross departmental automation and
organizational processes that cover multiple
departments;
Dramatically decrease operational costs and
improves employees' effiency;
Increases the company's agility and
competitiveness;
360 view over the performance indicators;
Increases customer loyality;
Collaborative working environment, focused on
satisfying business partners’ needs;
Updates and develops customers' business needs.
value
Provides key reports and analysis for executives to
run business;
Reports with the ability to go from high level to
low level detail;
Comprehensive insight from all departments and
systems;
Provides executive dashboards, on-spot quick
facts and real-time notifications.
value
Clean and friendly user interface;
Commonly performed tasks can be automated;
Can provide data from other applications and
sources;
Can access various reports from the same
interface;
Provides technical support directly from the
application interface;
Provides development methods and tools for
business flows and entities directly from the
application.
value
In 2012, Charisma ERP was designated as one of
the 5 strongest European B2B solutions in the
"Enterprise Vertical Market Solution" segment.
Management
Employee’s
Market
Charisma HCM is the most
powerful Human Resources
management solution,
adapted to the Romanian
law, that covers both the
critical areas of payroll and
personnel management, as
well as the strategic area of
investments in the
development of human
capital. Thus, Charisma
HCM solves in a simple and
user-friendly manner the
great complexity of the
human resources field,
providing advanced
functions for analysis of the
employees' performance,
competencies
management, training
planning or programs for
training and tracking the
career path within the
organization.
In modern organizations, the
human capital replaces the
financial capital as a strategic
resource. The Human Resource
management overstepped the
simple administrative role,
becoming a key component in
maximizing the organization's
performance.
Due to the continuously changing
competitive environment, the
main challenge is to maintain and
keep the loyalty of valuable
employees who can make the
difference between the company
and its competitors. Maintaining
the balance between the
employees' personal goals and the
company's performance targets is
essential for the success of any
organization, because motivation,
reward or the alignment of the
employees to a healthy
organizational culture, customer
success-oriented, determines and
directly affects the company's
financial performance.
Charisma HCM is a complex system consisting in modules that cover
different human resources issues, that can work both as standalone or
integrated applications. The advantage of the solution's modularity is given
by the possibility to quickly adapt to the needs of any organization,
regardless its size or complexity. And, even more important, it can adapt to
the evolution of human resources, based on the dynamics of these
organizations.
4 5
n
n
n
n
n
n
n
Ensures compliance with the applicable law security that ensure data privacy on 7 security levels.
You don't need to worry about the legal changes. This Thus you have the certitude that the sensitive data will
aspect is our sole responsibility; be available only for the employees with appropriate
access rights to this data, but also that general
The organization chart at a glance information can be accessed by all the employees,
The whole organizational structure is centralized and while relieving the HR personnel;
the roles, positions and responsibilities, as well as the
critical personnel information are accessible to the Quick data transfer with other information systems
authorized persons; Charisma HCM integrates with a large number of
financials-accounting systems or with other internal
Flexibility in payroll calculation applications that already run at the beneficiary, such as
You have the possibility to change the tariffs or rules PeopleSoft, Workday, ORACLE, SAP, SUN, Scala,
during a month, depending on the internal policy of MFGPro, Charisma ERP. The application enables
the organization; configurable imports/exports based on a dedicated
module that can work with different file formats - DBF,
Strategic support for the managerial decisions XML, XLS, XLSX, TXT, CSV, PDF, DOC, VSD, JPEG, Open
The solution allows various scenarios and forecasts for Office;
the accurate calibration of payroll investments or for
the development of headcount with the company's Reporting and display in many foreign languages
financial and business targets; Charisma HCM is perfectly adapted to multinational
companies. No matter if the interface is required in
Ensures data privacy English, French, German, Russian, Serbian or Polish,
The solution includes advanced levels of complete the solution provides the same complex reports in the
Financial and OperationalBenefits
Charisma HCM is the solution preferred by
over 400 national and multinational
organizations in business fields such as
finance-banking, services, distribution, retail,
medical-pharmaceutical, manufacturing,
constructions, engineering, utilities, and
public institutions. Besides, Charisma HCM
manages the payroll of over 10% from the
active labor force in Romania, and calculates
over 25% from the aprox. 150,000 outsourced
payrolls.
required language with a single click; Alerts and notifications in advance
Expense tracking per cost centers You will not forget to congratulate your employees on
You can evaluate the investment efficiency in the their birthdays, you will know in advance about the
development of employee's competencies, the top persons whose contracts will terminate. You are able
performance areas and the areas that need to set up the alerts depending on any event of interest.
intervention of the HR team. The entire activity is The module enables e-mail notifications to distribution
tracked at cost center level, allowing the tracking of lists, such as the list with new employees in the
budget execution by various components, such as security or IT department;
training, assessments, compensations, benefits,
recruitment processes, etc. Thus, Charisma HCM Enables multiple, simultaneous configurations
provides an actual support in adjusting the efforts Charisma HCM provides the interest information
towards the areas with maximum impact on the depending o each single user's preferences. Thus, the
organization's growth; most system configurations can be performed by the
users. The solution includes a validation mechanism
Completely configurable complex, static or dynamic for data entry that does not allow wrong records into
reports the system.;
You can quickly access any information category in the
database, including statistic reports as graphics. Thus, Reduces the work time and optimizes the routine
you can assess at any time the dynamics of yours tasks
company's personnel or other performance indicators The self-service solution enables the participation of
specific to your company. Additionally, you can track employees and managers to certain human resources
the activity of the users, the changes made in the processes, such as employee satisfaction surveys,
system, viewed information or other actions complete 360º assessments, electronic leave requests,
performed by the users. The solution also provides but also various personal information, such as
centralized reports, in real time, at group level in case remaining holiday days.
of holdings;
n
n
n
n
n
n
Furthermore!
Enables operating on employee groups -
timesheets, bonuses, salary raises;
Enables automatic retrieval of individual
employment contracts, addenda or various
certificates;
Enables the automatic generation of addenda
depending on the depreciation of training period
provided by the company to its employees;
... and more.
n
n
n
6 7
n
n
n
n
n
n
The largest community built around
a human resources management
software solution in Romania;
Possibility to visit international
reference customers;
Complex interfacing with third
party applications (SAP, PeopleSoft,
Workday, SUN, ORACLE, Scala,
MFGPro) The interfacing covers
both financial data and all types of
information on human resources -
payroll, personal data, contract
data, timesheets;
Additional developments on
demand, which prove our teams'
reaction speed and accuracy of their
results;
The most powerful training module
in Romania, capable to manage over
800,000 training classes per year, to
ensure a flow for obtaining training
needs form managers (including
over 250 users), to allow the
logistics management but also the
monitoring of the training
processes;
Significant experience in the
human resources management,
achieved after those over 400
implementations in complex
organizations of different sizes, in all
business fields;
Diferentiators
Serv
ices Technical support
Decreased reaction
time to any requests;
Permanent access to
Charisma consultants.
Implementation
Data migration;
Integration with
external applications;
Quick customization
of internal specific processes.
Business consultancy
Internal processes consultancy;
Performance indicators and
specific processes implementation.
Training
Internal courses for
application use;
Training workshops
for internal users;
Seminars for understanding
the benefits of HCM strategies.
n
n
n
n
n
n
n
Unique feature of document forms, leave requests,
management, that provides the certificates, etc.);
users with direct access to the A powerful and extremely
documents scanned and saved into configurable reporting engine -
the system (employment records, with Dashboard module, the system
employment contracts, degrees, provides the users with a complex
certifications, etc.), regardless the set of configurable reports and
location. The solution eliminates indicators;
the time needed to search them in Eliminating the redundant
the physical archive and to send recording in multiple HR systems –
them via different means; all software applications provided
Significantly reducing the number by the State for the submission of
of written documents of the HR the mandatory statements to the
department through a series of state authorities (REVISAL, IVG) can
unique features: be replaced by a single one -
nThe automatic submission of Charisma HCM. This ensures the
pay slips in electronic format submission of all legal or mandatory
(online, e-mail or SMS), thus reports and statements that occur
eliminating the printing costs in relation with the State;
an the distribution time; Increasing the communication
nElectronic timesheets - efficiency by ensuring an Intranet
recording the timesheets with that, in addition to other similar
access - timesheet devices, solutions, allows for the data to be
automatically initiating the directly changed by the employees,
timesheet month and filling it according to the granted rights;
in by the managers; Configurable alerts and
nEliminating written leave notifications, that can be sent via e-
requests by ensuring an mail or SMS;
approval flow of the leaves, Ensuring the compliance with the
based on hierarchical applicable law. In order not to
relationships; disrupt the company's operations,
nReplacing other written forms the legal changes are implemented
within the HR department with into the system in real time;
electronic forms (assessment
8 9
n
n
n
n
Human Resources module - covers
all aspects related to the human
resources management, from
defining a company's organization
to detailed information on
employees, performance,
professional education and
recruitment processes;
Payroll module – a completely
configurable module regarding the
calculation formulas, salary types,
benefits, bonuses, sick leaves,
annual leaves, check-offs;
HCM Portal module - a self-service
module within Charisma system that
has the main role to provide system
data to certain categories of
employees who are not able to
access the entire database;
Talent Management module –
covers the recruitment process,
allowing to record the potential
applicants (internal or external
applications) for the vacancies
within the company, to select the
applications according to criteria set
by user, to retrieve the applications
from the company's Website, in
case it has a specialized section;
FeaturesCharisma HCM is an integrated system,
consisting in distinct and perfectly
integrated modules, as well as an unique
employee database, this structure
significantly reducing data redundancy.
These modules can also operate on their
own, as standalone applications.
n n
n n
n
n
n
n
n
n
n
Occupational Medicine module – Dashboard module – the business
manages the information about the intelligence solution dedicated to
employees' medical visits, the the HR department, that provides a
medical tests they took or should set of configurable indicators for the
take, as well as information about analysis and evolution of the
all their medical problems; department;
Access – Timesheet module - Budgets module - includes the
intended for controlling and logging required features to generate the
the access within the company for payroll budgets and headcount, as
the employed personnel and it well as different comparative
provides tools for logging the analysis reports;
arrival/leaving time, in order to Timesheet Clocking In module –
calculate the working hours; allows to review the employee's
Reports module - standard set of timesheets by the responsible
reports, as well as the possibility to manager;
retrieve from the database any Statements module - includes the
existing information as reports required features for loading,
adapted to each user's checking and generating the
requirements, the application statements to the state budget;
having a powerful report Alerter module – manages the
configuration module. In addition, system alerts and notifications;
any type of external application can Training module– covers the whole
be exported for further processing; training process ran within the
ITM module – generates the files company;
that should be submitted to the Expense Statements module - the
Territorial Working Inspectorates, Web interface the company needs
according to the applicable law. ITM for the efficient management of the
module can regularly generate the expense statement flows.
files related to the registry,
according to the specification
prepared by Labor Inspection;
The module dedicated to human
resources covers all aspects related
to the human resources
management, from defining a
company's organization to detailed
information on employees,
performance and their evolution,
professional education and
recruitment processes. The level of
detailing and organizing the
information enables to use them in
a simple manner, in the format
requested by each company,
regardless its business field,
complexity or size
Financial and Operational Benefits
Human Resources
10 11
Increase the employees' motivation
The module ensures a performance management of
the regular assessment periods, providing employee
transparency regarding the targets achievement, the
targeted competence level or further professional
development needs;
Improve the employees' performance
The solution enables the management of training
programs depending on the needs of each employee,
as well as the department's, as they result from the
regular performance assessment processes;
Quick access to updated information
The Human Resources department has quick access to
an unique database, updated in real time, that
includes all the relevant information about the
company's employees. In addition, the solution
provides the Human Resources department with the
history of all information regarding the employees;
Significant decrease of the operational costs
The Human Resources module significantly reduces
the time needed to generate legal documents such as
employment records, contracts, addenda, certificates,
etc - as well as the time needed to retrieve them.
“Charisma HCM enables us to
manage 8,500 employees as a
whole; the communication between
stores is accomplished quickly and
safely. Moreover, the application
adapts to the requirements
determined by the accelerated
development of the company, thus
giving us real solutions.”
Carrefour
Ana Dumitru,
Human Resources Director
n
n
n
n
n
n
n
n
n
n
Enables the clear determination of the nInformation about the project the
department structure and the employee is assigned to;
connections between them, also Covers the company's whole
ensuring the possibility to change them assessment process, regardless the
in the organizational structure of the assessment system used. The high
company; degree of configurability of the
Manages the hierarchical structure of application allows to define own
the company, allowing the generation of assessment criteria and methods, as well
four different types of organization as to implement standard schemes used
hierarchy that is automatically edited in the international practice;
from any of its nodes. The organization Records the employees' assessments,
hierarchy can be graphically generated proposed targets, as well as their
(Visio or other graphic format) without history, that are essential elements in
the need of other external applications; tracking the progress of employees'
Manages all human resources performance;
information that are grouped in distinct Tracks trainings from various points of
categories such as: views such as course structure,
nPersonal information (address, organizational details, costs associated to
marital status); each attendee or total costs;
nInformation regarding education, Enables to generate budgets and
qualifications and certifications; forecasts regarding the expenses related
nFinancial information (salaries, to the employees' training;
benefits, medical insurance, bank Ensures the possibility to change the
account, associated costs); employee information in advance
nInformation regarding the (contract changes regarding the
professional career path positions, base salary, rules);
(application, professional Enables the automatic retrieval of
experience, current position, individual employment contracts,
assessments, internal applications); addenda or various certificates;
nInformation regarding the Enables the automatic generation of
employment contract, the addenda depending on the depreciation
employment record history; of training period provided by the
nInformation regarding rest leaves company to its employees.
and sick leaves;
Features
Payroll module has been especially
designed to automate and facilitate
the payroll processes within
companies of different sizes or
complexity, regardless the business
field or the headcount. Its role is to
eliminate a great part of the time
consuming routine tasks that the
payroll calculation implies and also
to ensure this process accuracy.
Financial and Operational Benefits
Payroll
12 13
Speed and accuracy in the payroll calculation
The module enables complex configurations that
address the payroll needs of national or multinational
companies of any size, as well as public institutions.
The solution generates both standard reports and
reports adapted to these organizations' needs, as well
as all the documents specific to this process;
Total independence from legal changes
The exceptional configurability of payroll calculation
formulas relieves you from the worries and
responsibilities related to legal changes. Leave this
task to Charisma solution;
High flexibility of payroll calculation approach
The module enables to change salaries or rules during
the month, providing the flexibility of any punctual
decision, without affecting the general payroll process
within the organization. Furthermore, you can access
a series of completely configurable reports that can be
generated in the format most convenient to the
company's needs;
Follows the privacy policies regarding the salaries
The module has the option to print the advance and
clearance pay slips on secured paper in order to follow
the most strict privacy policies regarding the salaries.
“We had just a few days to
complete the data imports and give
salaries with Charisma. Even in
these conditions, the wage
computation was extremely fair.”
Radison BLU
Roxana Prisăcariu,
Human Resource Specialist
n
n
n
n
n
n
n
n
n
n
n n
n
n
n
Ensures the base for the whole payroll centers;
calculation process, while the application Enables the operation by employee sets
is completely parameterized regarding (e.g.: timesheets, bonuses, indexing, etc.);
the calculation formulas, salary types, pay Ensures salary calculation according to
rises, premiums (as fixed net or gross the conditions enforced by a holding
amount, in RON or in a foreign currency), structure of a company;
sick leaves, rest leaves, withholdings The possibility to plan the salary budget
(taxes due by the employee and by the by creating scenarios – hypothetical data
employer to state, other types of check- can be entered and then the new total
offs); costs or the costs per employee can be
Enables the gross salary calculation and viewed;
the taxes incurred by the company Ensures automatic calculation of the
starting with the net salary expressed in compensations for rest leaves and sick
RON or in any foreign currency (user- leaves;
defined); Provides the possibility to transfer the
Makes available all the standard reports salary and other incomes into a bank
specific to a payroll application, such as account;
payrolls for advance, clearance, sick Automatic generation of the accounting
leaves, rest leaves, pay slips, correlation notes, as well as payment orders;
checklists, summaries, salary expenses or Enables to keep a salary record in a
fiscal statements FF1 and FF2; multi-currency system;
Ensures the salary calculation starting Provides the possibility to report multiple
from the actual number of worked monthly statements regarding the
hours, recorded into the timesheet and payroll;
automatically transferred into the system; nThe initial reporting - is similar with
Enables the automatic transfer of debts the salary payment date for the
from one month to another and provides current month (e.g.: 25th of the
the ability to generate reports regarding calculation month);
their history, regardless the selected nThe reporting at the end of the
period; month - where adjustments are
Enables to import and export data made according to the timesheet.
from/to other applications, to integrate
the application with other accounting The reporting after 5 working days from the
systems (PeopleSoft, ORACLE, SAP, SUN, end of the month - the period when the last
Workday, Scala, MFGPro, Charisma timesheet adjustments are made (e.g.: the
Enterprise, REVISAL, VERANEXE, IVG, medical certificates that were delivered late
DECLSOM); are recorded).
Ensures expense tracking per cost
Features
Defined as the Website of the
Human Resources department,
Portal HCM module plays an
important part in increasing the
transparency within the
organization, improving the
communication and motivation,
knowing the roles and
responsibilities but also other
personal information that can lay at
the basis of a healthy and
motivation-oriented culture,
commitment and responsibility of
the employees.
With Portal HCM module, TotalSoft
went beyond the traditional
features of a human resources
management system, developing a
powerful and robust tool, accessible
anytime and from anywhere via
Internet, empowering the
employees to get directly involved
in various processes. The
employees are able to enter certain
data into the system, such as rest
leaves, assessments, training plans,
etc., thus relieving the human
resources department of time-
consuming activities.
Financial and Operational Benefits
HCM Portal
Reduces the operational costs
The solution enables to eliminate the time needed by
the HR personnel to run certain routine time
consuming tasks such as leaves day calculation,
requests for certificates, employee information
update. Another eliminated cost comes from the
significant reduction of paper needed for the
operations ran by the Human Resources department.
Increases the productivity of the Human Resources
department
The module enables the publication and quick
adoption of new internal requirements and
regulations, and the facilitation of administrative tasks
necessary for checking if the new regulations were
read. Furthermore, the product ensures quick control
and access to information about the employees via
Internet, anytime anywhere.
Motivates and empowers the company's employees
By actively involving the managers and employees
into complete 360-degree assessments, leave
requests or other human resources processes, the
solution empowers the personnel and increases the
motivation by improving transparency,
communication and teamwork.
“We have outsourced the payroll
services and we are delighted to
have chosen TotalSoft. The payroll
process has been automated to a
large extent by implementing HCM
Portal interface. Now we have easy
access to information and reports
required to optimize the human
resources work.”
Groupe Société Générale
Adela Jansen,
HR Executive Director
BRD
14 15
The users who can access Portal HCM module
are split in many categories, depending on the The Manager
assigned rights: employees, managers, top Apart from the rights assigned to the
managers, as well as Human Resources employees, the manager can:
department users. The accounts and rights of View certain information for all his/her
these users are validated by the Human subordinates: leave balance, timesheet,
Resources department. assessment results, training plans.
Approve or reject the requests initiated by
The company's employee his/her subordinates.
The company's employees can access public Fill in assessments, training plans or career
information made available by the Human path management for his/her
Resources department, and the operations subordinated employees.
he/she can perform are: Fill in information about the results of
Accessing the news within the company interviews he/she attends regarding the
(e.g.: team building, training or applicants who are to be employed on
recruitment sessions, new colleagues, subordinated positions.
announcing the employees of the month,
etc.); The Top Manager
Accessing the forms used within the Apart from the rights assigned to the
company; mangers, the management personnel is able
Accessing public information about the to access the organization charts and
active employees within the company, statistical managerial reports. Also, they have
enabling the access to each employee's a dashboard including information about the
personal pages but also to information personnel turnover and the employee
such as phone number, e-mail, office expenses, split by companies, business units
location etc.; or cost centers.
Simulating the salary calculation, from
gross to net and from net to gross salary, The person who enters the timesheet on the
with all the employee's and the Web
employer's taxes; He/She has similar rights as the employee,
Sending requests to the Human Resources but can additionally enter the timesheets of
department; the employees he/she is assigned to;
Initiating flows such as rest leave requests,
requests for certificates, etc. The employee in the Human Resources
Changing certain personal data (address, department
personal documents, marital status) if The employees in the Human Resources
these rights are configured. department have access to the specific
Self-assessment, by filling in rates for each legislation section for the human resources
task/target/competence, depending on management that is regularly updated
the assessment model configured by the through version upgrade or by providing a
Human Resources department. Web service.
n
n
n
n
n
n
n
n
n
n
n
n
Features
The talent management is a
complex process that involves the
identification of the most suitable
candidate for supporting the
organization's targets. In a labor
market where fluctuations and
major changes occur in a very short
time, the recruitment process has
earned an essential place in the
human resource strategy of the
company because it allows
attracting key competencies and
skills for its development.
Efficiently managing a very large
resume database, recording the
potential internal and external
candidates, selecting the applicants
by well determined criteria and
automatically retrieving from the
system the resumes posted on the
company's Website or on third
party Websites is the base of the
recruitment process. A software
solution that covers all these
features is essential for the human
resources professionals because it
relieves them from the routine
tasks, while being able to focus on
the key elements of the recruitment
process: selection, interview,
negotiation.
Financial and Operational Benefits
Talent Management
16 17
Increases the productivity of the recruitment activity
The application allows quick access to detail, correct
and updated information about applicants, thus
eliminating the time wasted for searching into large
resume databases and the redundant tasks;
Identify the best candidate for the organization
The solution provides the Human Resources
department with all the information regarding the
experience and skills of the applicant, placing him/her
in the center of the recruitment process;
Reduces and eliminates the routine tasks
The application eliminates recording data and sending
replies, allowing to focus on the key elements of the
recruitment process. selection, interview, negotiation;
Ensures tracking the applicants during the entire
recruitment process
The internal customers of the recruitment process can
view any time the recruitment status, the candidate
shortlist, their profiles, providing quick access to each
applicant history.
“Charisma HCM gives us a very
clear record of the trainings we
organize, the people involved, the
history, costs and assessments. We
can analyze easier the employee’s
flow and what to do to keep and use
him at full potential.”
Vel Pitar
Florin Tătaru,
Human Resources National Director
n
n
n
n
n
n
n
n
n n
n
n
n
n
n
The automatic forwarding of resumes portal / email about the vacancies at a
posted on the Website in the certain moment (the list of the jobs on
recruitment module after an offline the Internet can differ from the list on
preliminary validation. In case the the Intranet);
applicant already has a resume in the The possibility to define projects only
database and applies for a new job, for the external or internal applicants,
his/her resume is not recorded once or mixed projects that can be applied
again in the database, but, after its both by external and internal applicants;
validation, is forwarded to that position; The internal applicants are able to track
Allows the import of resumes coming the status of their application until the
from other sources such as specialized end of the project; they receive
Websites and recruitment agencies; notifications about the interviews and
Allows the update of resumes already their results;
recorded into the system by providing For internal recruitment, certain data in
the possibility of loading the resume into the human resources and payroll
the system as a document (.doc, .pdf or modules can be automatically accessed
scanned image); by the recruitment team (e.g. the
Enables the advanced search option by current benefit package);
compose criteria or attributes: foreign Allows automatic retrieval of resumes
language level, experience); from eJobs, BestJobs;
Ensures applicant data transfer into the The possibility to define preliminary
"employee" section (in case the selection criteria;
applicants become employees of the Ensures a complete set of documents
company) with a simple check of an and indicators specific to the
option; recruitment:
Allows defining the recruitment nThe resume – print version;
projects/sessions: project start date, nThe offer for the applicant;
deadline for resumes, project nThe number of applications by
commission; origin source;
Automatically manages the available nThe duration of the recruitment
jobs and the number of vacancies process by project (intermediate
taking into account the vacancies at a durations of subprocesses:
certain moment, but also the occupied interviews, selections, etc.);
positions; nEstimate of the recruitment process
Reduces the costs of the recruitment duration based on the history – for
process: recruitment fees, job fairs' a certain position;
attendance fee, recruitment advertising nThe number of applicants selected
fees; for the interview;
Allows the automatic notification on nForm for response letter.
Features
The occupational medicine is a
mandatory step both for the new
employee and for the employer.
This medical examination should be
done both at the moment of
employment and later on, with a
certain periodicity determined
according to the specific work
conditions. Keeping an exact track
of medical visits, medical tests and
the results of the performed
medical tests is essential in
following the company's obligations
regarding the occupational
medicine.Financial and Operational Benefits
Occupational Medicine
18 19
Decreasing the cross-operational costs
By permanently monitoring the health condition of
the employees, as well as taking regular medical
exams, the occupational medicine module prevents
professional diseases, while reducing the number of
sick leave days;
Control and transparency of the operations regarding
occupational medicine
The solution ensures an unique, complete, updated
database regarding the information directly related to
the occupational medicine. Thus, keeping a history of
all the incidents and making decisions to prevent
them based on this history leads to the reduction and
prevention of further working accidents for the
future;
Reducing the time needed to run the occupational
medicine operations
The module includes advanced features for quick
recording, monitoring and reporting of all specific
information. These features enable the company to
quickly act in view of retaking the expired medical
tests of the employees by automatic notifications.
“We considered several applications
for human resources management
and payroll but Charisma HCM was
the best response to our needs for a
configured employee; also, it proved
to be a valuable, flexible and well
structured tool.”
ING Bank
Manuela Dragomir,
Director, Head of Human Resources
n
n
n
n n
n
n
n
n
n
Manages information about the nDate, time, and place of the
medical visits of the employees, about working accident;
the medical tests they have taken or ntype of accident;
should take, as well as the medical nthe consequences of the working
problems they have; accident;
Monitors the health condition of the ndetails regarding injuries;
employees, thus preventing professional nfirst-aid (first aid methods list);
diseases; ncauses of the accident;
Manages medical exams at the time of ndescription of the accident;
employment, medical exams for ncircumstances of the accident;
adaptation, regular medical exams and nhospitalization and the inspector
medical exams for resuming the activity; who prepares the report;
Defines sets of medical tests that can be Keeps the track of medical exams and
attached to employee groups, directly to employees' diseases, by recording the
employees or by their positions; following information:
Records all the information related to nrisk name (risks list);
the medical tests: the date and the nrequired medical exam and
medical clinic where they were taken, periodicity of the medical exam;
the validity end date and their status; ntype, name, and code of the
Allows to set up lists and sets of medical condition;
medical tests, medical clinics and status ndate of the medical exam;
of the medical tests, while these can be nmedical recommendation;
expanded or restricted when needed; nvalidity end date;
Automatically notifies the validity end nthe result of the medical exam -
date of employees’ medical tests, as whether the employee is fit to work
well as the list of medical tests that or not;
have to be taken by certain employees; Generates simple or complex reports
Keeps the track of the working based on the information within this
accidents, providing the possibility to module.
monitor the following information
regarding working accidents:
Features
At present time, the largest HR
expenses at company level are
directly or indirectly allocated to
tracking and centralizing the
employees' working hours. In
addition, eliminating human errors
in recording the worked hours can
lead to a significant reduction of
errors in the payroll calculation.
On the other hand, ensuring a
secure access within any company
has major implications on the safety
of employees and controlling the
personnel flow. The solution that
manages to cover these processes
by providing security and control
and also recording the arrival and
exit hours to/from the institution is
a permanent element within a
company. Access - Timesheet
module matches exactly this role,
and is intended to control and
record the access of the personnel
within the company, and to provide
the tools for recording the
arrival/exit hours with the purpose
of calculating the working hours.
Financial and Operational Benefits
Acces - Timesheet
20 21
Reduces the time needed to record and review the
timesheets with up to 80%
The review of a timesheet lasts about 6 minutes. This
time can be reduced to approximate one minute with
an automatic system;
Significantly reduces the operational costs
By reducing the time needed for the salary calculation
based on the timesheets or reducing the time needed
to assign the time shifts to employees, Charisma
significantly reduces the operational costs, while
improving the company's efficiency;
Reduces errors regarding the free hours recording
The solution minimizes the factors that affect the
normal working hours, such as extended lunch,
delays, leavings before the end of working hours that
can reach up to 4.08 hours per week, according to the
American Payroll Association. The system highlights
and records delays, absences, as well as incorrect
entries;
Overview of the costs, revenues and profitability
The solution enables comparing the working volume
with the salary budgets both at company level and
project, department, cost center or customer level.
You can perform regular, detail performance analysis
such as worked hours vs. standard working hours,
billable hours vs. spent hours.
„By outsourcing our services to
TotalSoft we streamlined the entire
human resources & payroll activity
at a much higher level of quality
while achieving a significant cost
reduction for management.”
URSUS Breweries
Alina Sîrbu
HR Manager
n n
n
n
n
n
n
n
n
n
n
n
n
Provides an electronic timesheet for all Ensures defining timesheet devices by
the employees - when entering the entering their name (for easy
company or when accessing certain localization), entering the device type
areas, each employee uses an access (access and/or timesheet), working
card inserted into a card reader that hours, access area, device status;
records the card code and saves Ensures assigning and unassigning the
information such as date and time of the magnetic / proximity cards of the
passing; employees - any assigned card, once
Allows downloading the data recorded passed through the device, is identified
by the access-timesheet devices by the program as belonging to a certain
(manually or automatically) to the employee;
computer and these can be interpreted Ensures updating (adding, changing,
and shown as reports regarding the deleting) of time shifts;
employees' attendance; Allows assigning/re-assigning time
Secures the data by defining user shifts to employees;
hierarchies; Ensures the validation of the
Allows setting up parameters that can information processed by the program:
be used to calculate the worked hours: employee's brand, first name, name,
arrival tolerance, rounding up to a timesheet date, arrival time, exit time,
complete hour, implicit worked hours delay, advance, time shift, number of
and additional hours, maximum allowed worked hours, type of worked hours,
number of hours, allowed pause or every employee's arrival-exit pairs;
ignored minutes; Separately records the overtime, the
Introduces filters for quick selection and advances or the delays of the employee,
search such as: brand, name, the module also allowing the correction
department, location, date or hour of errors recorded by the devices;
types; Ensures a general validation by type of
Allows setting the lists with: access worked hours, being able to correct the
areas, device working hours, enter, exit worked hours through changes applied
or mixed time schedules for each device, to an employee or employee group.
device statuses, types of worked hours,
special days;
Features
One of the main challenges of the
Human Resources department is to
retrieve from the entire database
reports and statements that
highlight the progress and dynamics
of human resources, salary budget,
hours actually worked by the
company's employees, competence
progress, time budget assigned to
internal or external training courses
or the efficiency of investments in
the headcount development. The
lack of a powerful reporting engine
decreases with almost 50% the
efficiency of an information system
that would strictly limit itself to
record some data into the system.
Financial and Operational Benefits
Reports
22 23
Ensures a comprehensive view on the dynamics of
the Human Resources department;
Quickly generates any report regarding the
operations of the Human Resources department,
whether we are talking about payroll, employee
data, timesheet;
Ensures analyzing key indicators and measuring
department's efficiency and performance;
Eliminates human errors from the reporting process
and provides a correct updated view of the human
resources status within the company.
“When I signed the project, we
chose 17 reports and now we have
over 80 and their number continues
to grow as people discover the
features of the application.
Interestingly, over 50% out of these
were created by ourselves according
to the situations we faced.”
Ţiriac Management
Alexandru Cârstoiu,
Technical Project Manager
n n
n
n
n
n
n
n
Allows easy and fast generation of a Access - Timesheet reports
complex set of standard reports where nShift attendance report;
the main reports are: nThe report regarding the travels
Human resources reports outside the company (private or
nThe updated list of employees; personal);
nThe planning of annual rest leaves; nThe employee attendance report by
nIndividual employment contracts; department, profit/cost center;
nAddendums; nThe global working hours;
nPromotion reports; nMonthly reports;
nEmployee training plan; nIndividual timesheet record.;
nAssessment record; Enables the retrieving from the database
nPersonal record; of any existing information as reports
nTitle and salary history; adapted to each user's requirements;
nTurnover report; Provides a powerful report
nHeadcount report; configuration module; the shape and
nLength of service certificates; content of the report can be configured
Payroll reports with only a few clicks;
nPayroll registry; Allows the export of reports to any
nPayrolls; other type of external application for
nMedical certificates; further processing;
nWithholding list; Allows to extremely easy and quick
nSick leave payrolls; select the information from the
nPay slips; database, and this can be done by any
nHealth statements; trained user of the application.
nFNUASS statements.
Features
One of the main responsibilities of
the Human Resources department
is to manage all the documents and
reports required by the state but
also to maintain their compliance
with the applicable law. This
process does not accept human
errors; any document or report in a
different format other than the one
required by the state or that does
not include certain usual
information can lead to the
rejection of the reporting and thus
to the increase of time and costs
allocated to this process.Financial and Operational Benefits
ITM
24 25
Significantly reducing the time needed to report to
ITM
The solution automatically generates the reports and
instantly identifies any change registered from one
month to the next, alerting the Human Resources
department and thus preventing the useless
consumption of time, energy and money for the re-
generation of the reports;
Eliminating human errors
Thanks to the automation of the reporting process,
any inconsistency identified in the employee data is
removed and notified to the decision factors.
Additionally, the module removes the errors occurred
as a result of legal changes, thus ensuring the
compliance with the applicable law. All the legal
updates are done in real time;
Overview on all the reports to ITM
The history of all the reports to ITM can be viewed
any time. The product provides advanced search
filters, enabling to find the needed information and to
minimize the routine time consuming tasks.
“The database is unique and
therefore accessible from any
location, but we do the
configurations at the headquarters,
so that colleagues across the
country cannot intervene. It is a real
advantage because we are not
forced to deal with inconsistencies
anymore.”
Continental Hotels
Iulia Hurdubeţiu,
Director HR
n
n
n
n
n
n
n
n
Generating all the files that must be generated, including their related own
submitted to Territorial Working data;
Inspectorates, according to the Allows files checking - certain checking
applicable law (e.g. the registry in keys are provided, and the files will be
electronic format); generated only after the validation of all
Regularly generating the files related to the checking keys by the system;
the registry, according to the Ensures printing the inconsistencies or
specifications issued by Labor data that do not comply with the ITM
Inspection; specifications by using the report "Error
Exclusively generating files that include list" (e.g. checks if the employee's city
the changes occurred in the personal has a valid SIRUTA code or if the contract
data or the employees' contracts, as well termination reason complies with the list
as in the new employees' data - this is in the specifications);
possible thanks to the option to Generates a series of configurable
compare the data of the current reports that include the data reported to
situation with those of the last reporting the Territorial Working Inspectorate;
to Territorial Working Inspectorate; Ensures information security by
Defining different employers that can configuring user rights related to
be mapped to legal entities, locations, accessing and processing the data
business units or other organizations regarding all the employees or only
defined in Charisma HCM, individual certain employees.
records for every employer will be
Features
First of all, creating the budget
means planning the activities and
resources required for achieving the
business targets, an essential
element in reaching the desired
result. The lack of a tool to facilitate
the defining, planning and control of
the budgets on certain periods of
time can deprive the company of the
possibility to identify the cost
effective opportunities on time, as
well as a consistent view of the
financial and operational activity any
time.
Budgets module provides all the
necessary features to generate the
budgets for the Human Resources
departments, starting from planning
the critical actions required to
support the strategic targets, such as
ensuring the competencies, and
assessment and performance plans,
to the operational tasks required to
ensure human resources, trainings
or personnel payroll and
management.
Financial and Operational Benefits
Budgets
26 27
Reduces the time assigned to routine tasks
Budgets module provides useful real time reports and
information, instantly offering all the information
needed to create, compare and assess the efficiency
in executing the budgets specific to Human Resources
departments. Thanks to centralizing the information
into a single database, the personnel in Human
Resources departments saves important time, and is
able to focus more on efficient task;.
Reduces the operational costs
The module eliminates the involvement of many
people in collecting the information and creating
updated reports and statements, thus eliminating
redundant and manual work occurred as a result of
the simultaneous use of multiple applications;
Reduces the data migration costs
Budgets module is an integrated part of an integrated
system, Charisma HCM, enabling the quick data
migration.
“From my point of view, an
extremely important advantage
obtained after the Charisma
implementation is the organizational
chart which is updated daily, and I
don’t mean the simple picture itself,
but the position for each person in
the company as a cost center with
the entire corresponding history in
the background.”
Alexandrion Grup Romania
Mihaela Ciufecu, Legal Director
n
n
n
Enables the configuration of budget total employee cost, location);
items - taxes, headcount, salary raises, nAnnual report for budget item
special clauses; variations (headcount, salaries,
Ensures budgets at employee level – bonuses, exchange rate);
ensures budgets on each HC, cost center, nNext year budget vs. previous year
company, brand, location for each budget;
month of the budget year; nCurrent year budget vs. current
Ensures a complete set of specific expenses;
reports: nNext year budget vs. current
nReport for a budget year expenses.
(headcount, CC, title, taxes,
premiums, monthly base salary,
Features
One of the main challenges of the
Human Resources department is to
retrieve from the entire database
some updated reports and
statements that accurately highlight
the progress and dynamics of
human resources, payroll budget,
and also the hours actually worked
by the company's employees.
Dashboard module is a powerful
business intelligence solution,
especially designed to achieve
relevant figures for the HR
departments in organizations of any
size or complexity. The module
monitors the operations and
efficiency of the company's
headcount through a set of
completely configurable financial or
non-financial indicators, that cover
all the aspects regarding the
employee status, the headcount
progress, the turnover on
hierarchical levels, the dynamics of
internal personnel turnover, the
headcount investments, the
efficiency of training programs and
other indicators specific to the
modern Human Resources
departments.Financial and Operational Benefits
Dashboard
28 29
Provides an overview
The module enables the analysis of key indicators,
providing a clear view based on updated information
about the dynamics of human resources in
organizations of any size or complexity;
Reduces the time needed to get an updated status
The module enables to quickly generate and access
numerous reports regarding the efficiency of the
Human Resources department;
Eliminates human errors in the assessment process
The system provides users with updated, relevant,
detail, and real-time information.
“Now I am able to respond to the
management’s requests with any
type of report within 10 minutes,
considering also the time needed for
formatting.”
Euroweb Romania
Raluca Neculae,
Human Resource Director,
n
n
n
n
n
n
n
n
n
n
Provides recording, viewing, editing and and departments. This indicator can
deleting the data for the current year, be calculated by closed months;
based on which reports are issued; nThe dynamics of the internal
Enables to calculate indicators or group personnel turnover for each
of indicators based on the input data; department: final number of
Enables closing the months by using the employees leaving the company,
option “Close month”; after this transfers between departments,
command, the values are displayed in promotions, suspensions, transfers
reports (these values can no longer be within the departments. This
modified); indicator can be calculated by
Provides users with: closed months;
nInput data and KPIs for the current Enables to identify the indicators by
year and grouped by closed name, label, group they belong to;
months; Retrieves the information that
nAnalyzing the headcount current represent the basis for calculating the
status, calculated both as HC (total system indicators, based on forms -
headcount), as well as FTE (the changing the data automatically leads to
employees as fulltime equivalent). updating the indicator values;
The analysis can be shown by Enables adding new indicators according
departments and company; to the organization's specific needs;
nMonitoring the headcount Enables the configuration of
evolution for the current year, departments for which the data will be
calculated both as HC (total calculated and presented in reports;
headcount), as well as FTE (the Enables the configuration of reasons
employees as fulltime equivalent) based on which an employee is
and by closed months; promoted or transferred;
nTurnover status (number of Provides own standard and configurable
employees leaving the reports.
company/HC) on hierarchical levels
Features
One of the main responsibilities of
the Human Resources department
is to manage all the documents and
reports required by the state but
also to maintain their compliance
with the applicable law. This
process does not accept human
errors; any document or report in a
different format other than that
provided by the state or that does
not include certain usual
information can lead to the
rejection of the reporting and thus
to the increase of time allocated to
this process.
The module allows the automatic
generation of the Statement 112
(XML file) that is sent to the ANAF
validation program. It can also
generate a PDF file with electronic
signature.
Financial and Operational Benefits
Statements
30 31
Significantly reduces the time needed to generate
reports for the state budget
Automatically generates the reports and instantly
identifies the changes registered from one month to
the next;
Eliminates human errors in the reporting process
Thanks to retrieving the data directly from the system
database that includes the updated status of the
organization, the product eliminates the potential
human errors that occur in the process of manually
transferring the information from one system to the
other;
Eliminates the errors occurred due to legal changes
The module ensures the compliance with the
applicable law; the legal updates are done in real-
time, without disrupting the company's operations.
“ The automatic calculation of sick
leaves is a great advantage, and
also that we have implemented
real-time legislative changes.
Reducing so much time needed for
the accomplishment of these
activities, we can now focus on staff
development activities.”
Compania de Librării Bucureşti
Liliana Niţu,
HR Manager
n
n
n
n n
n
n
Allows file checking – certain keys for wage, death grant) and also the update
validation are provided, the system can for calculus expressions (CAS capped at 5
generate the files only after the average economy wages);
validation of all the security keys is done; Ensures mapping between the
Ensures the viewing, printing and configured elements for each database
generation of the file in the required and reporting elements from the
format as stipulated by law; Statement 112;
Allows the generation of the amending Provides information security through
statement (as instructed, the statement user rights configuration with focus on
will contain information for all the access and processing data for all
company’s employees, but it will be employees or for only certain employers;
marked with an amendment code); Allows statements archiving, the user
Provides the upgrade of certain calculus can always access the statements
elements (minimum wage, average submitted in the past months.
Features
The specialization and development
of competencies is one of the main
non-financial elements of
motivating the employees.
Furthermore, the training has
become a necessity, a mandatory
task for the healthy long term
development of the company. The
reasons for which the Human
Resources departments in large
organizations or in emerging
companies resort to specialized
courses are based on identifying
their own organizational needs. Due
to these reasons, training is one of
the most profitable investments, as
one can have the certitude that it
can be found in the quality of
people and in the compliance with
the company's professional
standards.
The training module ensures the
increasing of efficiency of all the
training operations, beginning with
process of planning the training
needs for every employee, team or
department, assessing the best
training programs and their
suppliers, centralizing the training
periods, the effective execution and
the assessment of the results. The
module is a basic part of Charisma
HCM suite, having major impact on
managing the talents and
competencies of the organization.
Financial and Operational Benefits
Training
32 33
Provides centralized control of the training plan
The module allows defining a configurable format for
the training plan at organization level, as well as the
appropriate filling in with data about the training
demand and offer. Furthermore, the product manages
all the aspects related to logistics, planning, data
consolidation, developing an efficient process in what
regards quality, costs and deadlines;
Decreases the response time to training requests
The module automates the training process, enabling
much faster information transfer between the internal
customers and the Human Resources department and
enabling access to an updated database of employee
competencies, already taken courses, suppliers and
training programs. Thus, the reaction time of the HR
department to any training request from the
organization significantly decreases;
Optimizes the training process
The module provides monitoring and reporting tools
regarding the training process, allowing the
identification of weaknesses and their remedies;
Reduces the administrative tasks
Enables to spend more time on strategic operations,
by automating many routine tasks involved in the
training process ran at company level.
n n
n
n
n
n
n
n
n
n n
n
n
Allows a configurable format for the Enables querying and using the training
training program and populating it with plan by all users, which will reduce the
data regarding the training offer and needed to run training sessions;
demand; Enables standardized and automatic
Creates and plans the training sessions preparation of the dashboard related to
characterized by: duration, number of the training process, a feature that
attendees, attendance, room, trainer, replaces numerous manual operations
course support, start/end date, training and entries;
methods, assessment; Provides interfaces in many
Manages the training offer, enabling to international languages;
set and detail the training areas (foreign Provides a set of reports specific to the
languages, engineering, design); training process, reports centralized or
Covers the logistics of training plans set by certain areas, departments, titles;
(bookings and the rooms' usage, manual Includes the possibility to access the
requisition, course attendance, training history for a certain person, for
assessments after the course), thus certain persons within a department,
contributing to minimizing the time trainings in a particular period, test
spent on issues related to logistics; results;
Allows consolidating data regarding the Includes the possibility to automatically
training needs from departments or call by e-mail the persons enrolled to the
branches, including information such as training;
number of persons and training hours Enables monitoring a set of indicators
per each person, training type, as well as specific to the training process: average
the assignments per day, hours, persons; monthly attendance, number of persons
Automates certain tasks of the training who have attended the training, access
plan, ensuring: rate to the training, training hours,
nReducing the duplicate records and absences, training hours per person,
the number of exchanged e-mails; percentage of men and women that
nRapid information dissemination have attended the training, actual hours
(planned sessions, session on age, personnel or training category.
attendance ratio);
Features
Alerter module notifies the events
or actions that need to be
performed in a given time interval.
The alerts are perfectly
configurable, and can be created
and read only by users with certain
rights, according to the internal
organization policy. Integrated with
Charisma HCM suite, the module
retrieves any type of system
information, keeping the
responsible persons alerted on the
company's major events.
Financial and Operational Benefits
Alerter
34 35
Minimizes the delays
The module sends alerts in due time regarding certain
tasks and events that need to be taken care of. Thus,
the delayed or forgotten major events for employees
will belong to the past from now on;
Reduces the costs
Thanks to removing the penalties that could occur for
not performing certain tasks in due time, the system
contributes to minimizing the non-quality costs;
Reduces the time allocated to plan the tasks
The option to determine automatic alerts reminds all
users about certain tasks that need to be performed,
as well as their deadlines;
Increases employees' satisfaction and motivation
The module enables to congratulate the employees
on personal events such as birthdays, marriage,
child/husband/wife anniversary, employment
anniversary date with the company or any other type
of alerts.
„By using the Charisma system
things for us became simple, clear
and transparent, we eliminated the
extensive work for closing each
month while also managing to
reduce human involvement only at
key control verification level, our
reporting efforts for the
headquarter becoming as complex
as we wish them to be.”
Mondial SA
membru Villeroy & Boch AG
Mihaela Daniela Nagy
HR Manager
n
n
n
n
n
n
n
n
n
n
Enables complex messages that can nEmployees whose trial period or
include both standard elements and temporary trial period contract
specific information retrieved directly terminates in the next 20 days;
from Charisma HR application; nEmployees who complete two
Ensures retrieving the information years from the suspension of the
directly from Charisma HR system; child care contract in the next 30
Automatically sends messages via e- days;
mail or SMS to certain persons, on HR supervisor - Daily activity report
certain events; for checking the data entered into
Enables fast and easy use through an the system during one day;
user-friendly interface; HR:
Enables setting the frequency an alert nEmployees' children who turn 18
will be sent; in the next 30 days;
Addresses the users in departments nDeductions for other persons in
such as: care that terminate in the next 30
IT, security, top management: days;
nEmployees that will leave the nEmployees whose medical exams
company or get hired in the next end dates in the next 30 days;
7 days; nInterviews scheduled for the next
nEmployees that will change their 7 days;
position in the next 7 days; nTraining sessions scheduled for
Middle Management: the next 7 days;
nEmployees who celebrate a nActions scheduled for the next 7
certain event in the next 7 days: days (e.g. certificate approval);
birthday, marriage, nChanges that affect the payroll
child/husband/wife birthday; process.
Features
At present time, the largest HR
expenses at organization level are
directly or indirectly routed to
manage the employees' working
hours. This process is supported by
the fact that eliminating human
errors in recording the worked
hours can lead to the significant
reduction of errors in the payroll
calculation.
Clocking In module is an extremely
useful tool that gathers in a simple
and fast manner, via Internet, the
timesheets from the employees
distributed in the territory. The
product brings in the advantage of
filling in all the information in a
single place, directly into the
database, and this information
reaches in real time the monthly
timesheet that is to be validated by
an user with special rights.
Financial and Operational Benefits
Clocking In
36 37
Reduces the time needed to record and review the
timesheets with up to 80%
The review of a timesheet lasts about 6 minutes. This
time can be reduced to approximate one minute with
an automatic system;
Significantly reduces the operational costs
By reducing the time needed for the salary calculation
based on the timesheets or reducing the time needed
to assign the time shifts to employees, Charisma
significantly reduces the operational costs, while
improving the company's efficiency;
Reduces errors regarding the free hours recording
The solution minimizes the factors that affect the
normal working hours, such as extended lunch,
delays, leavings before end of business that can reach
up to 4.08 hours per week, according to the American
Payroll Association. The system highlights and records
delays, absences, as well as incorrect entries;
Overview of the costs, revenues and profitability
The solution enables comparing the working volume
with the salary budgets both at company level and
project, department, cost center or customer level.
You can perform regular, detail performance analysis
such as worked hours vs. standard working hours,
billable hours vs. spent hours, providing the decisional
personnel with a consistent, updated view of the
efficient or inefficient areas of the organization.
“Discussing with colleagues, I have
concluded that Charisma HCM is the
most complex and stable tool that
you can use to shape as many
human activities as you wish,
including the organizational
development.”
PayPoint Romania
Andreea Tănase,
HR Manager
n
n
n n
n
n n
n
Enables the direct filling in of the in a single day, while each cost center
timesheets by the responsible persons can have assigned multiple locations;
using an unique source accessible via Defines the cost centers based on which
Web, by using a configurable timesheet; the timesheet will be recorded;
Ensures checking the timesheets, while Ensures data security by defining three
the errors being notified with alert types of users with recording, checking
messages. These can be corrected by and supporting rights in the timesheet
the user, and the timesheet submission process;
is not possible until all the alerts are Enables archiving timesheet data on an
cleared; user-defined period;
Consolidates all the timesheet Generates a series of timesheet reports,
information, the module enabling an whose format is similar with the
additional check of the data once they timesheet. When running the report,
are received at the headquarters. In case one can select the period, as well as to
these are rejected, it can be sent back to apply some filters such as: brand, first
the responsible person for review; name and name, cost center, location.
Enables entering various types of hours
Features
The Human Resource document
management is one of the most
time consuming activities for the HR
department. The implementation of
electronic employment record
books, lack of personal documents
in digital format and difficult
management of these documents in
their physical format, ineffective
communication between the
company’s working units, as well as
the lack of information regarding
changes to existing documents are
current issues that can only be
addressed directly through a
specialized management solution.
HR Document Management Module
ensures a comprehensive
management of HR documents
(time sheets, administrative
documents, certificates, employee
worksheets, contracts, certifications
and diplomas), being fully
integrated with the existing
workflow of the company.
The solution includes features such
as document scanning, saving,
archiving, change history, version
control, reporting and levels of
access definition by the system
administrator or approval of certain
documents already uploaded on the
system.
Financial and Operational Benefits
HR Document Management
38 39
Automates the HR document management
activities
By scanning the document archive, working with
physical documents is no longer necessary, while the
time needed to generate certain types of daily-used
formats is reduced.
Reduces the response time to internal request
Requests from employees to obtain certain
documents that are under the HR department’s
responsibility get a faster response by the on spot
generation of the required documents: leave requests,
income certificates, employee record books,
additional documents copies, individual certifications
and work sheets.
Improves the approval flows
Thanks to the integration with Charisma HCM, the
module provides an improved communication on
specific approval processes that require the
involvement of many employees of the company. You
can configure various types of internal approval or
document tracking flows, depending on your needs:
certificates, employee substitutes, evaluation,
recruitment, holidays or documentation for the bank.
n
n
n
n
n
n
n
n
Provides management of digital archiving, retrieval, history, version
versions of working documents, as well control, reporting, adding and updating,
as other personal document such as access to documents according to the
employee record books, addendums, rights granted to users (public areas that
individual certificates or documents are available to all members or private
needed for bank loans; areas that accessible only by certain
Provides integration with the workflow departments or working groups based
existent in Charisma HCM – it also on levels of access rights);
allows the implementation of document Document history – the module keeps
workflow systems, namely approval, track of all changes to documents with
document circulation within the the possibility to view them at any time
company, as well as assigned tasks and or event to return to a previous version;
employees flows. Employee document history – the
Natively integrated with Charisma HCM application provides multiple filters and
– the module provides an archive for advanced search criteria (employee
each employee and location (for type, name, document type or records in
multisite companies with several Charisma HCM, HCM Portal or Charisma
working units), issues reports of ERP), stores and manages document
completeness of the archive, according flows or integrates them directly in the
to the list of documents assigned to workflow;
personnel files (OPIS), ensures access Document location – locations where
rights automatically based on the documents must be physically stored can
organizational structure, issues be defined, either within the company or
automatic notifications for each the supplier in charge of the document
document change or withdrawal, by storage outsourcing;
means of an OCR certificate based on Library-type functionality – if a
which one can search any type of document that must be returned in a
information uploaded in the system; certain time frame is issued, the solution
Unique location for document storage, allows the configuration of alerts with
Document Center, which allows various personal data of the applicant and sends
functionalities such as document saving, him/her a repayment notification.
Features
Poland Poland
Romania Romania
Bulgaria Bulgaria
Greece Greece
Czech RepCzech Rep
HungaryHungary
Albania Albania
Austria Austria
UnitedKingdom UnitedKingdom
Germany Germany
Russia
Ukraine
Moldova
Serbia
Slovakia
SenegalSenegal
Qatar Qatar
Saudi ArabiaUAE
BelgiumBelgium
FranceFrance
ItalyItaly
SwedenSweden
SpainSpain
Estonia
USAUSA
TotalSoft Implementations
Planned Subsidiaries
Active Subsidiaries
TotalSoft Headquarters
TotalSoft Headquarters, Global City Business Park 10 Bucharest - Nord Street
thBuilding O2, 8 Floor,
P: +4021 335 17 09
W: totalsoft.ro, charisma.ro, acollada.com
Voluntari, llfov,România
Austria | Greece | Bulgaria | Qatar
© T
ota
lSo
ft 2
01
2