DEP – DIGITAL EMPLOYMENT PORTAL

DEP – DIGITAL EMPLOYMENT PORTAL

EFFECTIVELY MANAGE YOUR STAFF

The Digital Employment Portal (DEP) will enable you to “CRM your staff”, effortlessly and in the cloud, available anytime, anywhere, online.

The DEP will be your “Silent HR” manager. Informing you of the following quick actions, currently being managed and controlled either by manual and time-consuming methods, or expensive add-on modules to your current HR and Payroll solutions.

START MANAGING YOUR TEAM
PAPERLESS ONBOARDING OF NEW STAFF MEMBERS

“ONBOARD” ME NOW©

PAPERLESS ONBOARDING OF NEW STAFF MEMBERS

The DEP offers you the functionality to onboard new staff effortlessly and paperless.

The facility offers the HR manager the ability upload a new employee in one simple single capture. The “OnBoard” Me Now © facility will replicate all information entered across all forms and application. One capture, multiple form population. DEP currently offers completion of digital forms across a multitude of Medical Aids, Pension and Provident funds, Union applications and has a customised facility to upload company policy documents to be included in the “Capture Once Only” function. No more endless forms to complete with the same information, over and over.

Simple flow of the “OnBoard” Me Now© facility will enable the new employee to:

  • Complete their own personal information online with the “OTP” SMS and password notification
  • A simple step-by-step application and on-screen signature, will save time and e-generate the full documentation needed for HR and Payroll. No more payday issues with new staff members not being on the payroll.
  • All documentation will automatically be populated in the new employee’s profile as mentioned previously.
  • Uploaded of Identification Documents (IDs), Driver’s Licence and relevant Banking documents, made easy and stored securely in the cloud
  • Early notifications for equipment, passwords and IT related requisitions generated immediately.
  • With the New 1Huddle integration, the employee will instantly have access to company induction and training requirements, to ensure full employment compliance.

DEP STAFF VIEWER

LISTING FILTERED CLICK THROUGH
  • Staff totals by department
  • Staff totals by divisions
  • Staff totals by Sub companies
  • Total staff compliment employed
LISTING FILTERED CLICK THROUGH

INDIVIDUAL STAFF RECORDS

SIMPLE ACCESS TO EACH STAFF MEMBERS TOTAL PROFILE
  • Individual information on the person
  • Employment record, contracts and overall documentation uploaded in the Cloud for easy view and downloadable on command. No more bundles of files with incomplete documentation. Disciplinary and policy related history easily extracted.
  • Employee detail drill down to Bank details, Next-of-kin, Emergency contact, Union affiliations, Medial Aids and Pension / Provident Funds.
  • Salary scales, KPI and performance records
  • General information

ALERTS AND NOTIFICATIONS

SIMPLE ACCESS TO EACH STAFF MEMBERS TOTAL PROFILE

All birthdays, current and upcoming with automated SMS and e-mail template communications can be selected and sent, edited and customised, accordingly to your HR policies and company needs.

Drivers’ licence expiry notifications. Staged in a 3 month early alert function, the notification will be generated and sent without any manual intervention. Alerts will be generated 3 months in advance of the expiry date, then 2 months and ultimately 1 month before licence expires, to ensure your staff driving company vehicles, are always legal on the roads. (Future upgrades will include links to The Administrative Adjudication of Road Traffic Offences (AARTO) Bill to ensure compliance.

ONLINE LEAVE APPLICATION AND LEAVE MANAGEMENT

REALTIME ALERTS | NOTIFICATION | ELECTRONIC LEAVE REPORTS

DEP offers an Online Leave Application and management facility whereby your staff can apply for leave online. Realtime alerts sent to management for approval, notification of application outcome and electronic leave reports generated monthly for Payroll and HR. This will ensure that leave due vs leave taken is managed effectively and fair.

See who is on leave and who is not, to ensure preventing key staff going on leave at the same time.

MEMORANDUM
AND BULLETINS

INTERNAL COMMUNICATIONS

With DEP, you or your management will have the ability to compile or upload internal Memorandums and News Bulletins to be distributed to selected staff, departments or divisions for their attention.

Once sent out, the DEP portal will notify the said recipients of a pending and new item to be read. Once opened, DEP will record the event and date and timestamp the employee record with a reference to the sent article. This will ensure total compliance to reading and actioning all internal communications.

DEP ORGANIGRAM

THE HR MANAGEMENT DASHBOARD WITH EASILY ORGANISATIONAL CHARTS

The need to effectively manage our staff and show company interest in the wellbeing, progress and daily effectiveness of our employees, have become paramount in the modern-day work environment.

MOBILE IS THE FUTURE

EMPLOYEE FACING APPLICATION

DEP is currently available as an App in the Google Play Store. Apple IOS App to be launched soon. The App is designed in two phases. Phase 1 of the current release is the Employee facing application.

The employee will have access to their profile and functionality includes:

  • My Personal Information – access to their employment record, documents saved in the cloud and all information as displayed on the DEP.
  • Leave Application – Apply for Leave now, See my application status, See my leave history.
  • News and Company Memos – One a memorandum was sent; the app will notify the user of new items to be viewed. Once opened, the date and time stamp will be applied, and report back to the DEP.
  • Alerts – Birthdays in my department, My personal info updates – Driver’s Licence, etc alerts.

LET ME TRAVEL

FOLLOW ME WHERE I TRAVEL

Travel requisitions, claims and reimbursements easily managed. Bookings for training courses, travel and fuel expenses easily managed with a Follow me Where I Travel function that allows access to Location settings on the mobile device. This will make claiming for kilometres travelled and safety or emergency actions possible.

PHASE 2

MANAGER FACING APP.

“OnBoard” Me Now © - complete with Facial recognition. Take a selfie of the new staff member, enabled to verify ID, against the DOHA (Dept of Home Affairs), with additional subscriptions on offer to do:

  • Criminal Checks and SAPS clearances
  • ITC and Credit Checks
  • FICA
  • Bank account verification for salary payments

MORE TO FOLLOW.

GET STARTED

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