Our own human resource management software – why we made it and how

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The Human Resource Management Software (HRMS) is a compound software platform, which is adapted to the company activity. Major systems such as HeRMeS require large budgets that not every company can afford it. On the other hand, implementation of HeRMeS in a company such as NOVACON which provides payroll services to a large number of customers is impossible, as this implementation must be done as many times as the number payroll projects and such investment is not financially reasonable.

Initially, quite a few years ago, we started working with the payroll module of a popular Bulgarian Integrated Business Management System. The software is appropriate for the processing small companies, but some limitations exist on the generation of flexible reports and covering flexible process. We still continue to use it for the smaller payroll projects.

A few years ago we decided to organize administration of bigger payroll projects via a more flexible payroll software.

Following a market study, we reduced the range of alternatives up to two existing payroll products and chose the one who did better in marketing terms during the system presentation phase. We used this software for a year and a half. In general, the product was good and met the initially requirements we placed for flexibility and data import. However, it turned out to be a problem for us that following month the system created a new MsSQL database for each company, which led to constant increase in the databases, as well as each concrete database contained the data for the respective month only plus some statistical information for the past 12 months.

In a while, we began to understand that our customers need a modern flexible approach for outsourcing payroll, which allows for additional possibilities:

  • The Client should be able quickly, easily and in a standardized way to provide information to NOVACON with secured software models for validation of the input information, so that the possibility of errors is reduced
  • The Client should be able to monitor each payroll process, which relates to the Client project and is performed by NOVACON
  • The Client should be able to generate from its office a various number of reports 24 hours a day, 7 days a week
  • NOVACON should be able to provide output information to the Client quickly, easily and in a standardized way

As we decided to develop a web-based application, which should utilize the information from the database of the payroll processing software we use, we asked the company owner of the said payroll product to provide us with the access data to the very database and instructions how to use it. We were refused, but even if not, the problem with the increase of the monthly databases would have remained.

But we did not see another way, so we were were very determined to develop a web application.

Thus, we made another meeting with Aladdin (Microcomplex) – the company which we had rejected at the previous stage of selection of payroll processing product – during which we were able to better compare the software products. It turned out that Aladdin is quite powerful and flexible software that is developed by a team of very friendly and open people. We purchased the licenses and implemented it into all payroll projects that were administered by the previous software product. Microcomlex gave us the database password, as well as instruction how to use it, they were responsive whenever something was not clear to us. We initiated development of a web application and six months later we already have an accomplished system with two main components – reports and processes.

Reports show various type of output information which is derived directly from the database of Aladdin – a staff list, payment slips, recapitulations, official notes, etc. The Reports allow pre-determined access to the payroll data for the whole company, department or departments, and/or a concrete individual. They are used by managers and HR team, as well as individually by the employees of the company as “self-service”.

Processes include the procedures for initiation, change and termination of an employment. The idea here is that our clients can start the appropriate process from their office directly (e.g. process new employment contract) as the responsible payroll accountant in NOVACON immediately receives information about the initiation of the process and takes over the implementation. Each process consists of stages, for which concrete persons are responsible. The software automatically notifies the relevant employees for a new stage start up. The employees with supervisor rights, as well as clients’ representatives, can monitor the performance of the process at any time.

Thus, we have created an universal software for human resources management (of course, in the aspects where we are competent in our field), which we easily adapt (via certain settings) to each of our clients’ projects, and this adds value to the payroll outsourcing service.

A few screenshots:

payslip

payslip

payroll reports

payroll reports

payroll employee data

payroll employee data

payroll process

payroll process

payroll recapitulation
payroll recapitulation

 

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