Managing employee information

People are probably your organisation's most valuable resource. Yet the potential value of this resource will not be realised, if relevant information is not captured and made easily available to HR users, managers and senior executives at the point they need it.

Our Managing Employee Information module can help you record, update, analyse and report on employee data in an efficient, cost-effective manner. As an online system it will help you to streamline processes and reduce paper-trails, as well as reducing administrative costs and improving accuracy.

Key features:

• A single database underpinning all of your people management processes – eliminating information silos and improving decision-making
• Stores comprehensive information relating to your employees (including Employment History, Contract Details, Salary & Benefits, Diversity & Equality, Personal Information, Documents, Company Assets, Performance Records, Absence History etc)
• Employee details can be easily entered, viewed and edited by any manager, senior managers or HR user with the necessary permissions, at any time from any location
• Useful information about employees (e.g. achievements against objectives, development needs, absence records) is captured automatically as users carry out their day-to-day tasks on the system – reducing data entry requirements
• File Notes can be added to an employee's record by any user – producing a far richer picture of each employee’s performance and supporting matrix management and virtual team working
• All key information relating to an individual employee is easily available to users via the unique Employee Summary Page
• A wide range of employee information reports are available and data can be exported to Excel for further analysis
• Senior managers have easy access to key dashboard metrics via their home page

Managing Recruitment & Interviewing

Getting the right staff on board is vital for any organisation. Our Managing Recruitment & Interviewing module can help to ensure that you identify and attract the best candidates for your vacancies while reducing administration costs and staying on the right side of all relevant employment legislation.

The module supports end-to-end management of recruitment processes from producing the Job Spec through to managing Job Offers.

Key features:

• Supports a variety of interview formats and multiple interview rounds.
• Comprehensive candidate database functionality enables you to build a valuable source of information on potential employees.
• Interview Templates can be defined for each job role, which can be based on a Job Profile or Competency Framework.
• Pre-formatted Interview Templates, including suggested questions, can be easily accessed and printed by recruiting managers, saving them preparation time and improving the consistency and effectiveness of interviews.
• Managers are supported with comprehensive guidance on interviewing techniques and relevant diversity and equality legislation.
• Multiple users can share information and tasks during a recruitment process, improving collaboration and reducing costs.
• Interview notes, scores or assessment results can be easily captured, providing an auditable record of decisions in the event of a challenge by an unsuccessful candidate.
• Once decisions have been made users can easily print off Offer and Rejection letters for each candidate based on client-editable templates.

As well as comprehensive online functionality we also provide a full range of offline services to help you improve the effectiveness of your recruitment activities. Our consultants can help you design new policies and processes, profile the requirements for key job roles and train your managers in effective interviewing techniques.

Managing Starters & Leavers

Effective management of new starters is vital. Not only are the first few weeks vital in shaping a new employee’s career with your organisation, you also need to ensure that you’re carrying out all of the key checks and training required by law.

Our Managing Starters & Leavers module helps ensure that new starters are managed into the business in a professional and effective way, that all relevant checks are carried out and that you capture vital information on new employees and leavers.

Key features:

• New employee can be added and their details entered into the system by line managers and/ or HR users (depending on client-defined permission levels)
• All information entered (e.g. an address for a letter) is automatically captured in the employee database, meaning any piece of information only ever needs to be entered once.
• Client-defined New Employee Checklists are automatically created for each employee, ensuring that all relevant employment checks and induction processes are completed. Managers will automatically be prompted to complete outstanding tasks.
• Managers have easy access to any information they need to manage a new starter into the business effectively – whether it’s a form, a company briefing or training materials.
• Once the employee has started, Probationary Periods are tracked in the system and managers are automatically sent reminders to carry out Probationary Reviews prior to the end of the Period.
• Offer letters and Probation Outcome letters (Pass, Fail or Extend) can be produced easily based on client-defined templates and are automatically stored on the employee's record.
• Managers are automatically requested to complete a Leaver Form for each employee, ensuring that vital information (e.g. reason for leaving) is always captured.
• Staff Turnover Reports can be produced by department, enabling trends to be tracked and problem areas identified.
• Senior managers and HR users can quickly and easily view details on new starters and recent leavers within their organisation.

Managing Performance

Performance management shouldn’t be something that happens once a year. Yet too often objectives and development plans are written up on paper forms, filed in a drawer and forgotten about until the next review comes around.

Our Managing Performance module can help you build a high performing culture within your organisation; where employees work to clearly defined objectives, where each employee's potential is recognised and maximised, and where the whole organisation is aligned behind a consistent set of goals. We can also help you simplify the administration of your review processes and improve the management of employee performance information.

Key Features

• Objectives, Performance Measures, Development Plans and Career Goals can be easily set up, tracked and updated by managers on an ongoing basis
• Objectives and Performance Measures can be defined on an individual employee basis or by Job Role
• Review Rounds can be set up and tracked centrally - by department, location, employee type or for the whole organisation
• Multiple Review Templates can be set up by each client to allow for the requirements of different employee groups
• Reviews and Development Planning can be based on the organisation's Competency Framework – managers will be automatically provided with the supporting information they require to carry out the review
• Review Forms are pre-populated with all relevant Objectives, Competencies, Development Activities etc – saving managers' time and ensuring consistency
• Managers and employees receive e-mail notifications of key dates (e.g. target dates for Objectives to be completed) helping to ensure that performance management is an ongoing process
• Any user can add comments to any employee's performance record at any time – supporting matrix and virtual team working. This information is automatically consolidated for the employee's manager at review time
• Managers can print off Support Packs prior to reviews or 1-2-1s containing additional supporting information about the employee (e.g. Absence record, past Disciplinary issues)
• Online sign-off of reviews by employees, managers and senior managers

As well as comprehensive online functionality we also provide a full range of offline services to help you improve the effectiveness of your performance management processes. Our consultants can help you design a process that meets the needs of your organisation and train your managers on effective performance management techniques.

Managing job profiles & competencies

Competency Frameworks and Job Profiles can be valuable tools for ensuring that your workforce has the capability and skills that your business needs. However these frameworks often end up not being used effectively, because their size and complexity makes them inaccessible and difficult to use for line managers.

Our Managing Job Profiles and Competencies module can makes it easier to use these tools to underpin all recruitment, performance management and employee development activities by delivering them to managers in an accessible and intuitive format.

Key Features

• Comprehensive Job Profiles can be defined for each role within an organization including Job Description, Person Specification, Interview Templates, Generic Objectives and Competency Profile.
• Organisation-wide Competency Frameworks can be defined and then mapped to each Job Role
• Comprehensive information can be defined for each individual Competency, including Description, Rating Level Requirements, suggested Development Activities and suggested Interview Questions
• Simplifies Competency-based performance reviews by automatically providing managers with the specific information they need for each employee at the right time
• Employee development needs are automatically flagged to managers based on comparison of current Competency level and defined Job Profile requirements
• Managers can access suggested development activities where a development need has been identified against a particular Competency
• Interview Templates can be defined for each Job Profile based on the Job Description, Person Specification and Competency Profile. These are accessible to any recruiting manager, helping to improve consistency and effective in interviewing

As well as comprehensive online functionality we also provide a full range of offline services to help you define and implement Job Profiles and Competency Frameworks. Our consultants can help you design an overall Competency Framework for your organisation, profile individual Job Roles to understand the required competencies and build an implementation programme for rolling out the process to your managers.

Managing discipline & grievance

Disciplinary & Grievance issues may occur infrequently, but when they do they can be costly, time-consuming and have highly damaging consequences if not dealt with in the correct way.

Our Managing Discipline & Grievance module helps to ensure that issues are handled effectively, fairly and in line with relevant employment legislation. We can reduce the time managers and HR users spend dealing with problem situations, improve consistency across your organisation and reduce your risk of losing an Employment Tribunal.

Key Features

• The system provides easy-to-follow, step-by-step processes for handling disciplinary and grievance issues, make it easier for managers and HR professionals to follow correct process
• Advice and guidance is provided to users at each step of the way, making it easier for managers to handle situations correctly, confidently and with minimum hassle.
• Users can easily produce Disciplinary letters in accordance with required standards. The system comes pre-populated with a complete set of Disciplinary & Grievance letter templates, which can be edited to meet each client’s own requirements
• All meeting dates, letters and notes are recorded and tracked on the system providing a full audit trail in the event of an Employment Tribunal situation
• Managers can access and print off meeting templates for Disciplinary hearings, including a suggested agenda and guidance notes
• The findings of Disciplinary investigations or ad-hoc issues can be easily recorded – these can provide a sound basis for later disciplinary action if required
• Managers will receive automatic reminders of key dates and actions (e.g. sending a letter following a Disciplinary Hearing) ensuring that important milestones are not missed
• Senior managers and HR users can easily view summary metrics or drill down into the detail of an individual investigation, disciplinary or grievance process

As well as our online toolkit, we have an experienced team of HR Consultants available to help you deal with disciplinary and grievance situations effectively. They can help you review your existing policies and procedures to ensure they comply with relevant legislation and best practise, or provide training to managers on how to manage disciplinary and grievance issues.

Managing absence & holidays

Absenteeism can have a significant impact on the performance of an organisation. It's not only the lost days output that costs a business, it's also the negative impact on customer service, the delays in delivering projects and the damaging effect on staff morale.

Youmanage's Managing Absence & Holidays module offers extensive functionality to help you get absenteeism under control and increase your organisation's productivity. We can help you identify and deal with employee problems earlier and reduce the administrative costs of tracking and managing absence.

Key Features

• Absences, timekeeping events, time-off-in-lieu or holidays can be easily recorded with a few mouse clicks
• Automated processes and prompts ensure users comply with relevant policies and regulations (e.g. Self-certification versus Doctor’s certification)
• Guidance on how to handle absenteeism issues is easily accessible by users
• Managers, HR users and senior executives can easily access detailed absence information or summary metrics, enabling problem areas to be quickly identified
• Absence triggers can be set up in accordance with company policy (for example based on Bradford Factor points). Managers will be automatically alerted when trigger points are reached and prompted to take action
• Graphical time-planners help managers plan holidays and absences more effectively and easily
• Holiday carry-over policy can be defined by each client. Carry-over days can be automatically calculated and added to each employee’s record at the end of the holiday year