Monolith: Personnel

General information

System "Monolith: The personnel" provide within an integrated environment process automation of personnel records, a time recording, payroll, calculation of taxes and payroll contributions and also reportings in bodies of GNI and RPF. A system contains algorithms and templates for formation of all types of quarter and annual accounts on personnel. Systems capabilities allow to execute calculations within the single database and to build the reporting for different legal entities of holding or the isolated branches of the company.

Support of tasks of management of motivation of workers — a compensation packet, a bonus payment system (sales agents, merchandisers), calculation of an annual bonus is implemented. Personnel development is connected with the solution of a number of the interconnected tasks among which there is a formation of a talent pool of the enterprise, career planning of employees, management of development.

System "Monolith: The personnel" can be delivered as as a part of "ERP Monolit", and are independent, being integrated with IT solutions of third-party producers.

Functionality of a system

A system contains rich functionality on personnel management, a time recording and payroll.

The feature set for management of motivation of workers by introduction of individual extra fee includes support of such tasks as:

• compensation packet;
• bonus payment system (sales agents, merchandisers);
• calculation of an annual bonus.

Support of programs and procedures of personnel training is implemented (including means of distance learning).

In a system is implemented support of a number of the interconnected tasks connected with personnel development, among which:

• formation of a talent pool of the enterprise;;
• career planning of employees;
• management of development.

To system advantages "Monolith: Personnel" the following properties belong:

• integration — consolidation within a single system of the functions implemented by the staff of several departments;
• historicity — storage of all entered data and their use according to required date; authorization of the in-fed information — an opportunity at any moment to define — who when and how modified data in a system;
• separation of access and data security — implementation of the principle "to everyone — on requirements", ensuring protection against unauthorized access;
• openness and modularity of architecture — creation of a system in the form of the expanded feature set and procedures performed over the general database reflecting entities of the described data domain and the relation between them and also a possibility of export import of information using OLE and ODBC mechanisms;

Personnel management

The control block provides with the personnel the solution of the following tasks:

• creation of the integrated database of normative and help and personal information;
• exception of repeated information input, connected with personnel, the staff of different divisions;
• automation of work on maintaining base of personal data ("personal cards", training, certification) of employees;
• automation of preparation and processing of orders on an organization structure of the enterprise, the staff list and employees;
• automation of the procedures connected with calculations for the salary;
• automation creation of the reporting based on data on personnel and the salary for company management and for the benefit of different regulating authorities (BEND, the PF, RVC and so forth)

On the scheme the interrelation of characteristics of objects of a system is shown below: organization structure of the enterprise, staff list, vacancies.

Maintaining personnel orders

This functionality allows to implement following features:

• formation and maintaining base of orders on personnel structure;
• formation of magazines registers under personnel orders;
• database maintenance according to different qualifiers and reference books (a scale of charges, reference books of surcharges, military and personal accounting, etc.);
• preparation of questionnaires and other reports for the PF, BEND, report generation on number working (in different cuts, for example: division, employee category, etc.);
• report generation on filling of the staff list and on number working (in different cuts: divisions, sex, age, education, etc.); reporting on average number in different cuts.

Accounting of primary documents for payroll

This functionality allows to implement following features:

• formation and database maintenance according to different documents of primary accounting for payroll (sick leave notes, compensatory leaves, business trips, collectings and encouragement, alimony, loans, the credits, etc.);
• formation and maintaining base of orders on works on the weekend
• formation and database maintenance according to diagrams and reserves of holidays
• formation and database maintenance under the agreements signed on the basis of group of companies

The documents used by a system for the subsequent payroll belong to documents of primary accounting. After input of primary documents by HR departments, they automatically become sources for providing data in a settlement core.

On the scheme those types of primary documents which are entered by HR departments and data which are automatically used for payroll are given below.

In a system planning and account of holidays, the basic and additional is kept. The scheme of processing of holidays is given in a system below:

Accounting of brigade and individual piece works

A system allows to enter and adjust inventory data according to dresses on piece works and to execute calculation of a piece-work pay for dresses — formation of collective earnings according to results of execution of works on a dress and subsequent distribution of these earnings between workers depending on a personal labor deposit.

Time recording

Problems of a time recording are solved by the Time keeping block providing input and adjustment of data of time keeping. The document "Sheet of Accounting of Use of Working Time (Form No. T-13)" intended for is implemented

• accounting of use of working time of all categories of employees,
• control of observance by workers and employees of the set mode of working time,
• data acquisition about a worked time, payroll,
• drawing up statistical reporting on work.

In the sheet of a system appearances, night, evening, festive — according to the description in calendars of working time are autocompleted. When filling the primary documents entered into a system and confirming absence of the employee are considered: sick-lists, business trips, holidays. A system allows to keep at the same time a time recording in the daily and summary sheet.

On the scheme the regulations of work when maintaining time keeping are given below.

Example of a screen form of the sheet and purpose of some elements:

Payroll

Functionality on payroll — an important part of the integrated system "the Monolith: Personnel".

Successful accomplishment of timely payroll requires close interaction of all services of the enterprise. All primary documents come to calculation from different divisions according to the set regulations of carrying out calculations. On the scheme the order of giving and processing of these documents is given below.

The existing legal acts and also "Provision on compensation" at the enterprise form a basis for the regulatory base on payroll.

A system allows to calculate the salary at any payment methods of work operating at the employer.

In a system there are opportunities for sale of any complex circuits of calculation for requirements of customers — "custom" settlement schemes. In these schemes the specifics of accounting and calculation only at these enterprises are considered.

For obtaining reliable results of payroll actions for control of the primary documents entered into a system are provided.

Salary payment, maintaining base of sheets

In a personal card of the employee there is a tab intended for fixing of all credit cards and bank accounts of employees. Access to this information has only a limited circle of users.

After payroll it is executed:

• automatic formation of lists of employees, on payment through cash desk and on transfer to accounts in banks;
• the automated preparation of sheets and orders for salary payment in cash desk;
• the automated data preparation for salary transfer on credit cards and/or on checking accounts of employees in bank.

Possibilities of a reporting subsystem of ERP the Monolith allow to configure forms of pay-sheets and cash payment orders in strict accordance with requirements of regulating authorities.

The form of the sheet and structure of the data file on money transfer into card accounts in banks is developed in an individual order according to requirements of bank.

Calculation of charges, employee retentions

After preparation of all primary information and its input in a system are executed payroll. For acceleration of accomplishment of calculations and minimization of number of errors at their carrying out different methods of accomplishment of calculations are offered:

• individual calculation of the employee;
• calculation for the selected employee group;
• calculation for groups of charges, deduction;
• calculation for lists of types of calculations — on cuts;
• calculation for scenarios.

Two last methods of calculation allow to simplify and accelerate process of accomplishment of calculations considerably.

BEND calculation of the PIT, UST, RPE and tax on injury rate, export of data, RPF

Calculation of taxes and payroll contributions, and also reporting in bodies of GNI and RPF is rather labor-consuming part of calculations for the salary. In a system the functionality allowing to formalize this task and to simplify the procedure of calculation is implemented. Transactions are supported:

• by calculation of UST and assignments on the mandatory pension insurance (MPI),
• by calculation of a tax on injury rate,
• by calculation and accounting of the PIT.

Formation and transfer of postings to Ledger

For creation of postings on calculation results of the salary the chart of accounts imported from the module "Ledger" is used.

In a system preset tunings which are rules for creation of postings are performed.

The calculated postings are transferred to the module "Ledger" which is a part of a guidance loop finance.

Quarter and annual accounts in regulating authorities (the Ministry of Taxes and Tax Collection, RPF, the Social Insurance Fund)

A system contains algorithms and templates for formation of different types of quarter and annual accounts:

• Formation in a report type of the unified reporting forms according to the Resolution of Goskomstat of the Russian Federation of 1/5/2004 No. 1 "About the statement of the unified forms of primary accounting documentation on accounting of work and its payment". T-1, T-2, T-3, T-5, T-6, T-7, T-8, T-8a, T-9, T-9a, T-10, T-10a, T-11, T-11a, T-13, T-51, T-53, T-53a, T-54a, T-60,T-61,T-73, etc.
• Report generation in the unified forms of the Ministry of Taxes and Tax Collection (advancing of UST and RPE, individual and summary cards according to UST and RPE, etc.)
• Formation of the unified forms of federal state statistical observation.
• In BEND formation of standard settlement and payment documentation, references and the reporting, the PF.
• Reporting by types of the salary and on labor costs in cuts of categories, professions, in relation to the state, cost centers
• Formation of summary sheets on charges and deduction in different cuts
• Formation of references and reports for use by different services and employees.

The possibility of mailing to employees of pay slips by e-mail is implemented.

A system allows to execute calculations within the single database and to build the reporting for different legal entities of holding or the isolated branches of the company.

Management of motivation

The feature set for management of motivation of workers by introduction of individual extra fee includes support of such tasks as:

• compensation packet;
• bonus payment system (sales agents, merchandisers);
• calculation of an annual bonus.

Compensation packet

Compensation packet — the complex of actions directed to solving of tasks of motivation of workers by introduction of individual extra fee (in the form of additional payments, or in the form of providing certain privileges or services). A compensation packet such types of compensations as payment of improvement suggestions, payment for knowledge and abilities, health insurance, supplementary pension insurance, the help in education, purchase of stocks by the worker, crediting of the employee, payment of expenses of employees (phone, the car, representative, etc.), lease of the apartment, providing can include in use of the car, phone, etc.

Compensation (additional payment) can be appointed in a system or to the employee is individual, or on a regular position. At the same time it is meant that compensation set for a regular position is appointed everything to the employees issued on this position.

Within "A compensation packet" the functionality for accounting of use of cars by the staff of motor transport service giving opportunities is implemented:

• viewing the appointed and used cars for a regular position and vacancies;
• input of additional parameters of compensations, such as make of the car, registration sign of the car, daily average car mileage in a month.

Bonus wage system

For increase in efficiency of work of employees of the divisions connected with sale of finished goods (sales agents, merchandisers) in a system "the Monolith: Personnel" the functionality directed to expansion of a system of accounting of initial data for calculation of the main remuneration of employees — a bonus remuneration system is included:

• the description of types of bonuses and their parameters on which purpose of a bonus and its size depends;
• purpose of bonuses to the employees, i.e. a task of types of the bonuses used at wages determination of the worker;
• monthly settlement of value of a bonus for each worker;
• formation and data storage about accomplishment of sales plans and estimates of activity of employees of sales divisions for the purpose of the subsequent carrying out statistical analysis.

Calculation of an annual bonus

The functionality "An annual bonus" allows to enter, calculate and store data for calculation of an annual bonus of workers on the basis of indicators, to export data retrieveds to external systems and the modules ERP Monolith.

The value of an annual bonus is defined on a basis:

• target percent of the annual bonus set for each regular position depending on "grade"; for accomplishment of the general indicators;
• for accomplishment of individual indicators;
• the actual accomplishment of indicators in the estimated year.

Accomplishment of individual indicators is determined by results of annual assessment of activity of personnel of the company.

Training management

A system contains functionality for support of programs and procedures of the personnel training understood as a complex of the actions directed to improvement of professional and personal qualities of employees, stimulation of their work for the purpose of increase in efficiency of activity of the enterprise.

The solution on automation of resident and distance learning implemented in a system provides following features:

• maintaining qualifiers of types of training, types of training, parameters of the direction of training and so forth;
• formation of the training plan (positions, employees, programs, requests for training, diagrams of training);
• the organization of training (formation of groups of training, storage of lists of training — plans, the facts, results);
• certification, fixing of the fact of training;
• control and tracking of terms and statuses of training;
• conducting document flow on training;
• training efficiency evaluation;
• data recording and information storage on training, display of training in a personal card of the worker and a possibility of manual entry of the fact of training in a personal card;
• maintaining Storage of documents" allowing to save in a DB, to browse and adjust using the appropriate software tools of the copy of documents — in any formats supported by a packet of Microsoft Office;
• report generation on training.

Activity assessment, development

In a system the feature set for support of a number of the interconnected tasks connected with personnel development, among which is implemented:

• formation of a talent pool of the enterprise;
• career planning of employees;
• management of development.

Activity assessment

The system of assessment of activity of employees is intended for automation of work of the services of the enterprise which are engaged in assessment of activity of personnel and accounting of accomplishment of recommendations about results of this assessment.

This functionality allows to solve the following problems:

• make performance appraisal of employees for the period;
• perform problem definition the next year;
• define the level of development of employee competences;
• plan actions for development of employee competences.

The functionality can be conditionally separated into the next stages:

• preparation of techniques of assessment of employees;
• formation of plans of carrying out estimates;
• information support of carrying out estimates;
• recommendations about results of assessment.

When carrying out estimates display of specialized web pages on the HR portal is provided. Results of the held events for assessment of activity of personnel are used in the following processes:

• calculation of an annual bonus;
• salary increase;
• training planning;
• formation of a talent pool of the enterprise.

Career planning, personnel development

System "Monolith: The personnel" contain tools and means for the organization of procedures of career planning, development and succession of personnel. Planning methods are supported

• "from the employee", i.e. is defined for what positions the employee can apply.
• "from a position", i.e. for a position candidates from among employees who can hold this position are selected.

A system provides support of management of a talent pool, including:

• lists of a talent pool;
• detection of requirement of training of a talent pool;
• forecast of change of personnel structure of the device;
• determination of degree of security with a reserve of positions (how many candidates from a reserve are the share of a position);
• formation of the candidate list in a reserve;
• training of candidates;
• recommendations for use of a talent pool.

Corporate portal: Personal account and head's Office

Within a system the corporate web portal constructed on the Microsoft Sharepoint platform is implemented. Search capabilities, available through a corporate portal, and display different employees, are grouped in the functional modules "Personal Account" and "Head's Office".

The elements of a corporate portal available in the modules "Personal Account" and "Head's Office":

• Personal card

  display of personal data of the employee, such as Full Name, date of birth, the photo, a post, subordination (direct and functional) given about presence in a workplace (and absence reasons).

• Chart of the organization

  display of a tree of hierarchy of direct subordination of employees; display of photos of employees, display of heads, subordinates and employee's colleagues is supported; there are search capabilities of employees and viewing a personal card of the employee.

• Organization structure of the enterprise

  display of an organization structure of the enterprise: subordination of branches, divisions and their heads, employees and their positions in divisions; there is a joint information search in divisions, positions and employees.

• Holidays of employees

  information display about own holidays of employees (within Personal account):

  * monthly display of planned and actual information on holidays for any year and also the list of unused balances of holidays

  * display of the list of applications for a holiday for the employee, execution of applications for another or extraordinary holiday and also on payment of compensations for an unused holiday; printing of applications for a holiday

  display of holidays of subordinates (within "The head's office"):

  * display for the employee of data on holidays of his subordinates for any year

  * for each subordinate monthly information on number of the planned and used vacation days is displayed

From Personal account employees have an opportunity to browse and process different documents and statements:

• Copies of the service record

  display and printing of the copy of the service record within Personal account

• Pay slip of the employee

  display and printing of the copy of the pay slip (using the system of two-factor SMS authentication)

• Document Insurance Number of Individual Ledger Account

  applications for obtaining the new Insurance Number of Individual Ledger Account, for replacement of the Insurance Number of Individual Ledger Account, for obtaining the duplicate of the Insurance Number of Individual Ledger Account

• Document VHI

  applications for obtaining the new document VHI, for change of personal data and replacement of VHI, on obtaining the duplicate of VHI, on expansion or change of the insurance program

• Application for financial support

  applications for receiving different types of financial support (on marriage for the first time, on the child's birth, on burial)

• Statements of employees on replacement of personal data and documents

  applications for replacement of a registration address and for replacement of the passport

Budgeting of staff costs

The module of budgeting of staff costs allows to enter, process, store and analyze information on the predicted number working and staff costs, to export data retrieveds to external systems and the modules ERP Monolith, to import the actual values from the modules ERP Monolith.

The functionality serves for the following purposes:

• increase in control over finance costs on personnel;
• possibility of accounting and planning of number of staff;
• an opportunity to carry out data analysis on all staff costs;
• possibility of comparison of planned and actual data and creation of reports like "plan/fact";
• increase in efficiency of reports.

The interface allows to browse actual data for an element of organizational structure for a forecast period with interpretation on attributes and also interpretation of calculation for a formula (the plan or the fact) depending on the data type selected on viewing.

Access separation

System "Monolith: The personnel" have the following features of separation of access implemented on the basis of settings:

• on structure of the functions of a system available to the user
• step-by-step access in functions of a system
• on structure of the reports of a system available to the user
• by the user's rights in time keeping
• by the user's rights when maintaining price-work dresses
• by the user's rights when maintaining agreements of group of companies
• by access rights on divisions
• by access rights to transactions of the exportaimport
• restriction on the level of a wage rate (salary)
• access restriction to tabs of "personal cards"
• by the user's rights on transactions in the module "Personnel training"
• by the user's rights on transactions in the module "Activity Assessment"
• by the user's rights on transactions in the module "Compensation Packet"
• by the user's rights on transactions in the module "Bonus Payment"

There are internal means of authorization of the following actions of users in a system:

• preparation and accomplishment of orders in a system;
• modifications of the settlement scheme of the salary;
• carrying out payrolls.

Control facilities and blocking of actions of users in a system are implemented, including:

• preparation and accomplishment of orders in a system;
• adjustments of primary documents of payroll on closing of settlement periods and dates of primary documents;
• adjustments of documents in a tab of a personal card.

A system supports simultaneous use of all options of separation of access.

Competitive advantages of a system "Monolith: Personnel"

• completeness of functionality in the field of organizational and personnel management and powerful computing systems capabilities "the Monolith: Personnel" (payroll in holdings where thousands of employees work);
• support of technologies of corporate management by personnel;
• support of uniform qualifiers;
• support of certification of personnel, employee development program and work with a talent pool, measures for motivation of work of employees;
• compliance of the given prepared output documents and account to requirements of the existing national legislation;
• a common information space which prevents duplication of data and excludes emergence of errors;
• ease of setup and adaptation of a system according to industry, organizational and production features of the enterprise;
• separation of access and data protection:
  • - from unauthorized access at the level of applications and server protection;
  • - at the level of the configured roles of users and the organization of access in strict accordance with their ex-officio full powers;
  • - authorization of actions of users;

• openness of a system for development and modification;
• the industrial database server, open data structure, the standardized access;
• existence of the work benches of application development allowing to develop quickly and effectively functionality of a system;
• successful experience of integration with different financial systems.