Prosoft HRMS Overview

UNIT4 Prosoft HRMSTotal HR & Payroll support

– for your most valuable assets!

2 UNIT4 Prosoft HRMS | Agile people management...

Why choose UNIT4 Prosoft HRMS?Unrivalled Human Resource Management for Businesses Living in ChangeVoted as one of the best HRMS vendors by the Human Resource community, UNIT4 has accumulated deep knowledge in developing and providing human resource software solutions and services. Its unique system, the Prosoft HRMS, is smart, flexible and easily-integrated. It is widely regarded as an asset to human resource management and fulfils local and regional manpower management needs for many clients.

Agile people managementProsoft HRMS provides businesses with a complete and seamless solution to manage all their HR needs. Designed to make human resource management a breeze, Prosoft HRMS is a suite of HR software solutions that is comprehensive, fully integrated, flexible and easy-to-use. Companies make use of Prosoft HRMS to streamline their HR processes from simple leave and payroll administration to complex appraisal management.

Prosoft HRMS consists of administrator and employee self-service modules. Administrator modules allow HR to directly manage the flexible configuration of HR policies and workflows, while employee self-service modules facilitate speedy and efficient management of HR transactions (e.g. leave applications, claim applications, attendance verification, appraisal exercises, self-update of personal particulars).

Leave – Define unlimited types of leave. Ensure accuracy with leave management among employees and managers. Calculating leave has never been easier! Attendance – Calculate time elements based on clock timings captured by electronic clocks. Manage viewable attendance, overtime hours, overtime approval and payments.Training – Easily organise and oversee the training and learning, which employees need to successfully complete their job.

Resource booking – Eliminate resource scheduling problems, with a smarter way to manage your organisation’s resources and facilities, increasing your teams’ efficiency and saving time.Recruitment – Gain a one-stop hiring management resource to streamline your recruiting operations, saving time and money through integration, automation and collaboration. Manpower – Streamline and standardise the manpower requisition process and gather essential data to support more effective resource planning and budgeting. Appraisal – Do away with manual appraisal forms; switch to a paperless environment with flexibility. Claim – Allow various trackable claims for entitlements or reimbursements via payroll. Submit multiple claims in one app. Time Clocks – Together with the Leave module, manage organisational time and attendance with our state-of-the-art Time Clocks, including Face Recognition, Palm Vein,Fingerprint, Handpunch, Barcode, Magnetic and Proximity. Timesheets – Monitor and track overtime hour records that are self-updated by employees, with minimum overhead. Export approved hours to Payroll system for processing without additional data input. Personnel – Ease and enhance employee database management. Track all employee information, including historical changes, and provide easy retrieval of information.Payroll – Simplify and computerise the tedious task of calculating employees’ wages. Define multiple pay runs, allowances and deductions that are applicable to every employee with detailed reports.Forms – Automate and streamline the collection and processing of data from employees. Talent Management – Harness the power of your organisation’s talent pool to help staff achieve their potential and ensure critical roles are safeguarded.

CERT NO.: 2003-1-0540ISO 9001 : 2008

3…for businesses living in change | UNIT4 Prosoft HRMS

UNIT4 Prosoft Personnel Manage human resource data with complete peace of mind!What is it?The Prosoft Personnel module is a powerful and user-friendly solution that enables you to track, manage and analyse your employee data – from hiring to retirement.

How can it help?For administrators• Prosoft Personnel enables you to manage your most

valuable assets – your employees! • Its employee self-service facilities reduce the burden of

data entry on the HR department, so that your team can focus on higher-level strategic objectives.

For employees• Prosoft Personnel (Self-Service) enables employees to take

control of their own personal information to ensure that it stays complete and up to date.

What does it do?Prosoft Personnel offers a range of features and facilities, including:• centralised employee master and personal details• quick view of employee master list, with summary records• online government survey tools generation• flexible multi-language and currency conversion options• consistent global update• customised mail-merge letter generation• event notification prompts• flexible user-defined fields• sharing and exporting of comprehensive reports and

charting functions• employee self-service management• customised field-level security for employees

and administrators• flexible approval workflow process• task delegation.

Employee Master.

Notification.

Dashboard.


UNIT4 Prosoft Payroll Take the next step towards globalisation – Go “Regional” with Prosoft

What is it?The Prosoft Payroll module is a comprehensive solution that simplifies and computerises the tedious task of calculating employees’ wages.

How can it help?For administrators• The module includes all the payroll functionalities needed

by businesses to process payroll quickly and accurately.• Prosoft Payroll enables you to define various payroll

groups, each with its own rules and calculation methods.For employees• Prosoft Payroll (Self-Service) makes it easier and quicker

for employees to access and check their pay and income tax details.

What does it do?Prosoft Payroll offers a range of features and facilities, including:• multi-country support for regional payroll• flexible payroll transactions • quick & accurate payroll processing.• definable formulas• bonus, advance payment, and back/retro payment• payroll global modification and import• online submission of bank, provident funds and personal

income tax• integration with Prosoft Attendance, Leave and Claim

modules• prorated calculation of salary• employee self-service management• e-payslip email notification.

Payroll Summary.

E-payslip.

Payroll Processing.


UNIT4 Prosoft Leave Leave applications made easy!What is it?The Prosoft Leave module is a powerful and user-friendly solution that streamlines the entire leave administration process in your organisation – from leave eligibility and entitlement, to leave application and tracking, to on-leave compensation.

How can it help?For administrators• Make better decisions regarding workforce planning and

deployment. This results in better productivity, as planned and unplanned absences can now be handled more effectively!

• By tracking and managing all types of leave data, the system also helps to provide visibility into attendance trends and patterns that can point to and reduce the abuse of leave benefits.

• Employee self-service facilities save time, as the HR team no longer have to manually submit leave applications or attend to staff enquiries.

For employees• Prosoft Leave (Self-Service) makes it easier and quicker

for employees to apply for leave and keep track of their leave details.

What does it do?Prosoft Leave offers a range of features and facilities, including:• user-definable policies• statutory policies compliance• leave blocked• flexible approval workflow process• email reminders• calendar view of leave records• scheduled leave processes• employee self-service management• quick or normal leave application• attachment of documents• task delegation.

Leave Records.

Leave Calendar.

Employee Self-service.


UNIT4 Prosoft Claim Submit and process expense claims with easeWhat is it?The Prosoft Claim module is a powerful and user-friendly solution that simplifies expense claim administration for your organisation.

How can it help?For administrators• Our solution enables you to reduce processing time and

save costs by putting an effective claim management process in place.

• Prosoft Claim also comes with a comprehensive expense reporting and analysis module, which can assist you in formulating better policies.

• Its employee self-service facilities save time, as the HR team no longer have to manually enter expense claim records or attend to staff enquiries on claim status.

For employees• Prosoft Claim (Self-Service) makes it easier and quicker for

employees to submit and keep track of expense claims and to access entitlement rules and policies.

What does it do?Prosoft Claim offers a range of features and facilities, including:• user-definable policies• timely disbursements of expense claim• flexible and definable form setup• flexible approval workflow process• email reminders• attachment of receipts• employee self-service management• task delegation.

Employee Self-service.

Travel Request.

Claim Records.


UNIT4 Prosoft Attendance Plan your job schedule with the best-selling systemWhat is it?The Prosoft Attendance module provides a comprehensive, flexible and extensible yet user-friendly solution, which calculates all the time elements, based on employees’ clocking, using our wide range of electronic clocks and the latest biometric verification devices.

How can it help?For administrators• Our solution enables improved efficiency and reduced

errors in employee time tracking.• Its employee self-service facilities ease and enhance the

workflow for managing attendance and overtime hours, overtime approval and payment. All manual processes will be carried out electronically and it provides audit trails to check the authorisation and changes made by respective supervisors.

For employees• With Prosoft Time (Self-Service), staff and supervisors gain

instant online access to rosters – anytime and anywhere.

What does it do?Prosoft Attendance offers a range of features and facilities, including:• daily attendance and periodic processing/adjustments• scheduled processes• attendance statistics monitoring• email notification• integration with Prosoft Payroll system for maximum

HR management• definable ad hoc shifts and rostering• multi-pattern work calendars• employee self-service management• task delegation.

Daily Adjustment.

Work Calendar.

Attendance Records.


Training Records.

UNIT4 Prosoft Training Peace of mind for managing employee developmentWhat is it?The Prosoft Training module is a “must-have” comprehensive training management solution with features that enable organisations to easily organise and oversee employees’ training and learning needed to complete their job at the highest level of success.

How can it help?For administrators• Our solution automates the tedious administrative

tasks, so that you can focus on developing the skills of your employees.

• It enables you to quantitatively measure and demonstrate the effectiveness of each course for your employees.

For employees• Prosoft Training (Self-Service) makes it easier for employees

to access your organisation’s staff development goals and policies. It provides a more streamlined way for them to identify and request appropriate courses.

What does it do?Prosoft Training offers a range of features and facilities, including:• database course creation• learning needs analysis• performance management through KPIs for review• flexible approval workflow process• course booking email reminders• pre-course and post-course reviews• training questionnaires• employee self-service management• task delegation.

Learning Needs Analysis.

Course Booking.


Form Setup.

Sample Appraisal Form.

Final Rating Distribution Chart.

UNIT4 Prosoft Appraisal Go paperless with work performance appraisalsWhat is it?The Prosoft Appraisal module is a powerful and user-friendly web-based solution that allows performance appraisals to be conducted online, without traditional paper-based forms, which are time-consuming and inefficient.

How can it help?• It provides a streamlined and effective system, removing

the barriers that make traditional appraisals difficult for your employees and managers.

• Employees and managers can now focus on more value-adding activities (like discussions on the career plan) during a performance review instead of spending time recording and submitting paper reports.

What does it do?Prosoft Appraisal offers a range of features and facilities, including:• do-it-yourself forms• flexible computation of ratings• integration with other employee data (e.g. leave balances)• default goals • HR-triggered email reminders• flexible data generation• definable and creatable appraisal workflows• employee self-service management• real-time tracking of employee’s appraisal• task delegation.


UNIT4 Prosoft Timesheets Fast, easy capture and processing of working hoursWhat is it?The Prosoft Timesheets module is a great way to simplify and streamline the submission, tracking and processing of working hours. It enables easy, online submission of work-related claims (e.g. allowances and overtime) and reliable capture and access to working hours and cross-charging information (e.g. cost centres).

How can it help?For administrators• To manage claims related to work patterns.• To empower supervisors for initial approvals.• Connect to payroll system for payment.

For employees• Timesheet reporting.• Computation of payable working hours.

What does it do?Prosoft Timesheets offers a range of features and facilities, including:• Work-related claim submissions.• Cross-charging records.• Available claim items for different employee groups.• Payment through Payroll system.

Claim allowance setup.

Claim application.


UNIT4 Prosoft Resource Booking Effortlessly manage your resource schedulingWhat is it?The Prosoft Resource Booking module is a powerful, flexible and user-friendly one-stop scheduling solution for all your office resources.

How can it help?Our solution helps to eliminate resource scheduling problems, by enabling you to manage your organisation’s resources and facilities more effectively, increasing your teams’ efficiency and saving time.

What does it do?Prosoft Resource Booking offers a range of features and facilities, including:• Resource management tools – the system improves

resource utilisation, ensuring that there are no duplicate bookings of resources, and that bookings can be easily cancelled or modified when required. The system will also alert the user if there is a clash in resource allocation.

• Flexible resource management – it enables you to create and maintain many different types of resources – rooms, laptops, meeting venues, and other facilities.

• Other key features - Users can view or edit their own bookings easily. - Users can see which resources are available. - Facilities details can be added or removed. - Calendar view for the resources’ availability. - Set constraints on the booking of resources (e.g. available for certain departments, certain employees, etc.).

- Approve or cancel the bookings made.

Booking form.

Booking calendar.


UNIT4 Prosoft Manpower Streamlined, effective online manpower managementWhat is it?The Prosoft Manpower module is a user-friendly, web-based solution for managing an organisation’s manpower requisition process and supporting easier resource planning and budgeting.

How can it help?Prosoft Manpower streamlines manpower requests and makes them consistent, complete and transparent. It also helps organisations to plan and budget for manpower requirements, providing instant, accurate online summaries for the status and projected costs of headcount and hiring.

What does it do?Prosoft Manpower offers a range of features and facilities, including:• Creation of multiple manpower requisition forms within

the application: - Flexible form setup. - Fields/lists with user-definable wording. - Drop-down lists drawn from organisation structure master tables, avoiding duplicated setup effort.

- Data pickers for faster, accurate completion. - Flexible text entry fields to enable more detailed/non-standard remarks.

- Summary screen provides an overview of all requisitions and their status.

• Gathering data for planning and budgeting: - Flexible setup of manpower cost estimates. - Formulae can be built in, to simplify computation. - Options to model manpower costs over 1, 2 or 3 years. - Clear segregation between Headcount and FTE figures is built in during setup.

- Ability to choose whether to view figures by Headcount or FTE.

- Forecasting of required manpower for up to 12 months within the requisition period.

• Routing of manpower requisitions for approval (workflow): - Audit log trail, capturing the name(s) of who raised and last updated the requisition and the date(s) of each action.

- Dedicated “Approver” version of form, locking all but the headcount/FTE section.

- Dedicated “Approver” summary screen of requisitions awaiting action.

- Approval history will be logged within the application.• Date-driven summaries of the manpower structure within

the organisation: - Comparison of current/established/vacant headcount. - Differentiation between planned and unplanned headcount. - Summary view of the pending requisitions for clearer planning.

• Ability to export summaries to excel and PDF for internal reporting.

• Tracking of online attrition rates.

Flexible form design, to capture all relevant manpower requisition information


UNIT4 Prosoft Forms The quick and easy way to gather views and information from your staffWhat is it?The Prosoft Forms module is a targeted online survey system, which enables information to be gathered from specific individual employees. It provides a generic form submission facility for all sorts of HR matters, e.g. nominations for employee-of-the-month or action requests.

How can it help?For Administrators• Automate the tedious administrative task of data collection.• Flexible form setup allowing for confirmation of form to

suit organisational need.• No loss in paper for form application.• Consolidated feedback for analysis purposes.

For Employees• UNIT4 Prosoft Forms (self-service) makes it readily

available and easier for employees to track the movement of forms.

What does it do?Prosoft Forms offers a range of features and facilities, including: • Flexible form setup.• Simple consolidation of forms.• Cater for 3 different routings:

a) Nomination - supporting role by supervisors/ other employees.b) Survey - assist in consolidation of information.c) Application - submission of form for registration of company events and others, with or without approval routing.

Flexible Form with different section types.

Access control to identify section which is editable only by the administrator/ supervisor.


UNIT4 Prosoft Talent Manage, develop and apply your staff’s talentsWhat is it?The Prosoft Talent Management module is a portal that brings together tools to support the development and utilisation of your staff’s skills and experience, together with ones for identifying critical roles within the organisation and managing how those positions are resourced.

How can it help?For Administrators• To identify critical positions within the organization.• To shortlist and identify talents within the organization.• To manage talents within the system.

For Talent Scouts• To nominate employees as talents.

What does it do?Prosoft Talent Management offers a range of features and facilities, including: • Identify critical positions.• Propose & shortlist talents.• Manage talents, identifying their competencies, career-

estimated potential, training & development plans.

Identify Critical Position.

Talent Scout: Propose candidate as talents.

Identify and view competency gap based on Career Estimated Potential.


UNIT4 HR Outsourcing Services Expert payroll, personnel, leave and claim processingWhat is it?UNIT4 HR Outsourcing is designed to solve the pressing, real-world business problems of internal HR resourcing. Coupled with CloudRecurso (our intelligent cloud computing solution) and Prosoft HRMS (our integrated HR solution), our HR Outsourcing service is a proven and viable model to meet your payroll outsourcing requirements, whether in MNCs, SMEs, newly established or any other business environment in any scale. Speed, precision, confidentiality, agility, experience and safety are what we promise.

How can it help?• Enable the HR team to focus on tasks – such as strategic

HR analysis, reporting and reviews – that deliver more value to the company.

• Leverage our professional expertise to keep up with regulatory changes.

• Ensure business continuity by reducing staff turnover.• Reduce costly mistakes.• Reduce fixed overheads from hiring to training HR staff.• Gain scalability to embrace business change.

What does it do?WE DELIVER SPEED & PRECISIONPayroll

- Payroll computation. - Statutory compliance. - Change management (increment, bonus, back payment etc.).

- Bank submission. - Regulatory filing.

Leave/Claim - Entitlement management. - Approval setup. - Records administration.

YOUR DATA IS SAFE WITH USTier 3 data centre• Redundant power supply with onsite generators.• Fire protection system.• 24x7x365 security monitoring with CCTV, remote and

onsite security personnel.• Restricted access areas controlled by biometric and card

reader equipment.• Availability: Guarantee 99.982%.• Regular data backup:

YOUR DATA REMAINS CONFIDENTIALSystem security

- Prevention and detection of malicious software, e.g. viruses & “trojan horses”.

- Supports secured channels such as https. - Confidential data and user passwords are encrypted in the network.

Restricted access - Only authorised staff can gain access. - Non-disclosure agreement (e.g. Our staff).

EXPERIENCE YOU CAN TRUST - In-depth HR industry knowledge. - State-of-the-art Technology provider. - S$8 billion yearly payroll are processed using our system. - High Customer Satisfaction & High Customer Retention. - ISO 9001 compliance.

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HR Outsourcing

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■ The Netherlands■ United Kingdom

■ Cyprus

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■ New Zealand

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■ Singapore

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■ Belgium

■ Czech Republic■ Denmark

■ Estonia■ Finland■ France ■ Germany■ Hungary

■ Italy■ Ireland■ Iceland

■ Norway

■ Portugal

■ Poland

■ Spain■ Sweden

■ The Netherlands■ United Kingdom

■ Cyprus

■ Mozambique■ South Africa

■ Equatorial Guinea

■ New Zealand

■ Australia ■ Indonesia■ Malaysia

■ Singapore

■ Hong Kong■ Thailand

■ Argentina

■ Chile■ Columbia

■ Peru■ Venezuela

■ Mexico

■ Brazil

■ Ecuador

■ Canada■ United States

■ Morocco

■ Ethiopia

■ Ivory Coast

30+ years of steady progress and growth... Worldwide service and support!

UNIT4 is a leading provider of people-centred enterprise software for services organisations. We bring to market cloud ERP and business applications designed to meet specific vertical market requirements helping customers embrace change simply, quickly and cost effectively. Through our solutions, our customers change and innovate at higher speed and lower cost.

The Group incorporates a number of the world’s leading software brands, including UNIT4 Agresso, our flagship ERP suite for mid-sized and large services-intensive organisations;

UNIT4 Coda Financials, our best-of-class financial management software; and UNIT4 Prosoft HRMS, our award-winning human resource management software.

UNIT4 has operations in 26 countries across Europe, North America, Asia Pacific and Africa (as well as sales activities in several other countries) for easy, local access to service and support.

Copyright © UNIT4 Asia Pacific Pte. Ltd. All rights reserved. The information contained in this document is correct at time of printing but is intended for general information only, as it is summary in nature and subject to change. UNIT4 is not liable for making available specific features or functions, based on descriptions in this document. Any third-party brand names and/or trademarks referenced are either registered or unregistered trademarks of their respective owners.

About UNIT4

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Prosoft HRMS Overview

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