The following is an idea of the level of functionality within each module but is by no means exhaustive:

Safe EMS product overview

Safe Computing Ltd has over 40 years experience of the HR and payroll market place. Safe’s HR and payroll software solution known as Safe EMS delivers powerful and reliable up-to-the minute information to all levels of the

organisation. Easy to use and intuitive, Safe EMS will allow you to redefine the level of service you offer to your business. Delivery can be in house or via a range of services covering hosted solution delivery, payroll bureau for the UK and Ireland and fully managed payroll outsourcing. Whatever option you choose Safe EMS is backed up by a high level of support from our implementation and project management staff resulting in a smooth transition from your current solution. Ongoing support from industry professionals along with full legislative compliance complete the picture.

The following is an idea of the level of functionality within each module but is by no means exhaustive: Module Functionality Safe EMS HR Integrated to Payroll or stand alone

As you would expect from any HR solution today, full and comprehensive information can be recorded about your employees. Within EMS this includes:

 names, addresses, date of birth (DOB), next of

kin, emergency contacts, business telephone, business mobile and business email addresses, memberships, skills, languages, qualifications, previous jobs, employee checks etc. This list is not conclusive, also all information held can be reported upon. For current staff and leavers.

 appraisal management

o employees can be measured against core

competency matrices that are inherited from the job.

o demonstrators can be entered to provide

can be assessed to see if they have reached the required competency level

o ratings can be reported upon across

employees.

o due dates and follow ups can be triggered

via our comprehensive workflow engine.

o appraisal data can viewed via our web

offering

 grievance and disciplinary management

o with follow up dates and the ability to log

actions and documents.

o due dates and follow ups can be triggered

using our comprehensive workflow engine

 equal opportunities o ethnicity o religion o nationality o age o gender o right to Work  accident management

o details of occurrence date and time.

o due dates and follow ups can be triggered

using our comprehensive workflow engine

 salary management

o table driven to allow for mass updates

o unlimited salary history for full analysis

o automatic date effective back pay

calculation

 career management and development

o optional contract history can be held

providing you with as much or as little information as you wish to maintain.

o career development

 fleet management

o vehicles can be allocated to employees

and monitored for P11d purposes.

o mileage monitoring

o fuel contributions

o registration details, road licence, service

and MOT logging. Sale details, hire purchase agreement information.

 emergency contacts, next of kin and dependent

information

 property register

 memberships

 competency and skills management

 health and safety

 employee checks

 ability match wizard

 analysis groups

 Outlook integration

 document email and word mail merge

Safe EMS Payroll

Integrated to HR or stand alone

Safe EMS Payroll can be integrate to HR or stand alone, in house or hosted. Fully UK and Irish legislation is taken care of by Safe.

 multi company and multi pay group and multi

contract functionality

 pay profiles allowing you to set up standard

payment models for groups of employees.

 net to gross facility

 UK, Irish, and Isle of Man (IOM) legislation

 automated retrospective NI calculations

o In the event that the incorrect NI category

code has been entered into the system EMS will recalculate this.

 P45 checker

o You no longer have to check P45 details

against tax tables

 expenses and benefits

o comprehensive expense and benefits

processing with mid or late period payment through to BACs.

 unlimited payments and deductions.

 pension deduction processing

o unlimited pension companies and schemes

can be maintained.

o Calculations based on Cash or percentage.

o On-line pension reporting

 effective dating and future events is fundamental

to the design of EMS and allows you to input data in the system well in advance of when it is required.

 back pay retrospective pay

o includes historical start and stop dates for

permanent payments

o retrospective salary increases and

decreases, inclusive of midmonth changes.

o run separately from the main calculation

so that the results may be reviewed or combined with the main calc.

 split net pay into multiple bank accounts

 payment of third party payments –

disbursements

 automated starter and leaver processes

pay runs per pay period.

 on-line payslips via the MyView employee Kiosk

or email of payslips.

 links to general ledger.

o integrates with Safe financials

o standard extract files

 HMRC integration for in year and end of year

o on line technology to link to HMRC

o in box and out box functionality

o full visibility and control of data

 multiple currencies  multiple contracts  audit  job scheduler  workflow  alerts

 new starter and leaver wizards

 employee calendars

 personalised Imagery

 formula pay rates

 expenses and benefits processing

 shift patterns

 reinstatements

 directors annual and period calculations

P11d Module

(optional) Full P11d production model available.

Absence

Management  occupational schemes o Safe manage legislation in terms of

legislative compliance with statutory maternity pay (SMP), statutory sick pay (SSP), statutory adoption pay (SAP) and statutory paternity pay (SPP). As part of the standard solution we also offer the ability for users to create and manage a range of occupational schemes such as

occupational sick pay (OSP) and

occupational health pay (OHP), as well as occupational maternity pay (OMP).

o absence calendars for viewing individual

and departmental information

o individual entry or batch entry of data.

o Holidays, sickness, paid and unpaid

absence can be entered via MyView employee kiosk if taken

Training

Administration Module

(optional)

The Safe EMS training administration system is fully integrated with the Safe EMS HR software and can help to minimise the administrative overhead associated with scheduling courses, allocating resources and booking delegates.

Users can identify training needs, administer the courses and events, manage training providers and venues through to allocating key resources such as rooms and equipment.

Individual and bulk bookings are available as well as being able to allocate ‘course programs’ to your delegates. Waiting lists and course pre-requisites are also checked.

Integration with Microsoft Word and Outlook means that pre and post course documents can be sent to the right delegate at the right time, such as joining

instructions, cancellations and course certificates. If you take the employee self service module your employees can view courses available on-line and generate training requests.

Information such as training needs, appraisals, objectives and skills are immediately available on any

individual, group or department, enabling line

managers to identify the availability of relevant courses and place a training request whilst conducting an

appraisal. Recruitment

Module (optional)

EMS recruitment module is a comprehensive

management system for all your recruitment needs. The module is simple to use and enables users to manage the recruitment processes from end to end, effortlessly, taking the headache out of the day to day administration.

Users can quickly set-up vacancies and process the candidates efficiently through the recruitment process helping you to standardise each stage of the

recruitment process. Tasks such as letter or email production, interview invites, reference tracking and contract generation are quickly and easily set up. The successful candidate is then passed seamlessly across to EMS HR as an employee ready for the rest of the EMS suite.

Both external and internal applicants can be recorded along with equal opportunity monitoring.

The EMS recruitment system also includes skills

matching and applicant assessments, ensuring you find the right people for the job.

An additional add on to the recruitment module is the candidate portal where people using the web can view vacancies within your company and apply for positions. These applications can seamlessly be updated into the recruitment module thus saving administration time as the need to enter the applicants’ data manually is no longer necessary.

Employee and Manager Kiosk (optional)

access to key HR and payroll data via the web or intranet using a web browser. By branding the self service module with your own corporate colours, logo’s, fonts and imagery your employees have a solution with a familiar look and feel helping to increase the usability of the system from the outset.

Security within MyView allows managers to interact with their own staff. Changes of personal details, holidays, absence, training requests and many other functions may be authorised by a team.

Employees are able to see their own payslips, change personal data, request training, absence or holidays and more. Any changes are automatically passed through to the appropriate line manager for authorisation.

Key features - employee

 configurable homepage

 phone book

 manage sickness, holidays

 view appraisals

 manage personal and banking details

 manage next of kin, emergency contact and

doctor details

 view and print current and previous payslips

 vacancy notice board and application process

 training course library and training request

process

 option to attach other company specific

documents or links Key features - manager

 manage, view, authorise employee personal

details

 manage, view, authorise employee absences

 manage, view and authorise employee training

requests

applications

 submit vacancy requests

 submit new applicants

 submit new starters

 submit leaver details

 team calendar

 view appraisal and associated documents

 manage authorisations via an authorisation kiosk

 flexible team authorisation structure to allow for

multiple people to authorise requests Flexible

Benefits and Total Reward Statements (optional)

 a total reward statement can show the employee

all the benefits of working for a business.

Key EMS Features

across all core modules

Microsoft SQL Server

 document management

o document management is embedded

within EMS allowing you to generate Word documents from user defined templates which can then be merged using the data in EMS. Any type of document or file can also be stored alongside the employees’ record in addition to those generated within EMS.

o documents are context sensitive to the

subject that you are located in i.e. if you are in the accident screen, you will only see documents relating to accidents

o documents can either be stored as blobs

and physical documents

 office integration

o Word

o Outlook integration

o iCal appointments

o helps to speed data entry

o ease of comparison between similar sets

of data

o mass update wizard

 workflow

o simple to use but comprehensive workflow

engine

o user configurable

o calendar and data change triggers

o ability to set up multiple authorisation

levels

o escalation capability

o automatic production of emails and word

document attachments

o job scheduler to control the sending of

emails and trigger workflows

o group authorisation capability

 flexible reporting offering a range of capabilities

dependent upon the needs of the individual, this can vary from simple listing tools to complex business intelligence information.

o Cognos Impromptu reporting

o multiple standard reports cross multiple

tax years

o powerful management information

o Excel pivot tables, a number of pivot

tables with open database connectivity (ODBC) database access have be set up that allow data analysis to be performed, a powerful and instant tool yet security is maintained.

o business intelligence - reporting

o dashboard reporting

o record card reporting

o drill through reporting

o graphical reporting

 organisational structures

o company structure can be set up for

company, region, team and section.

o both codes and descriptions at all levels

 security

o restriction of information according to

profile of user

o read only, amend, insert and delete access

can be set per user Service

Delivery Options

In House

Safe EMS can be run in-house whereby Safe will be happy to specify hardware details based on the size of your organisation and potential growth over three to five years.

Software as a Service

EMS as a service, hosted on a software as a service (SaaS) basis and delivered to you via the web on our ISO 27001 data centre, accessible 24 hours a day. Key features:

 UK and Irish Payroll legislation as standard

 statutory and occupational absence schemes

 unlimited pay runs in a period for no extra cost

 hourly, weekly and monthly configuration options

 HMRC on-line for ‘in-year’ and ‘end of year’

processing

 pensions and absence administration

management

 new starter wizards and checklists

 leaver processing wizards and checklists

 variable data management tools such as time

sheets and expenses

 personal account management and customer support service

 system Wide Tools

o integrated Cognos reporting

o Microsoft integration - delivered with MS

office on the desktop

o Microsoft SQL server based

o task and workflow automation

o configurable to your key requirements

 optional tools

o integrated HR, recruitment and training

o P11D modules or outsourced production

service

o MyView Self Service

o e-payslips

o total reward statements and flex benefits

functionality

Fully managed payroll bureau