Human Resources Suite

Human Resources in MYOB Greentree comprises a wide range of functionality that addresses the business requirement to effectively manage a diverse group of employees. This includes detailed information about pay, qualifications, certifications, leave, personal development, work related incidents, safety and planning.

This comprehensive set of information needs to be balanced with tight security to maintain confidentiality but at the same time have the relevant information available to management when required.

The management of a business’ employees starts with maintaining accurate and detailed records of their attributes and capabilities. Paperwork is minimised by capturing a comprehensive range of information about each employee. The standard functions required for an employee position can be defined and then allocated to employees as they take on new roles and responsibilities. Using standard functions an HR Manager can ensure that when new functions are assigned to the employee is suitably qualified and equipped to successfully carry out the tasks required.

The system provides the tools to create a human resource information system that forms the basis of your organisation’s workforce planning and analysis.

Detailed Employee Information

Human Resource Management captures a comprehensive range of information for each employee, including contact details, next of kin, leave balances, medical history, staff development, payroll, allocated roles, curriculum vitae plus all events that are relevant to employee.

A full account of each employee’s Curriculum Vitae (CV) is maintained and can include scanned documents attached to the employee record eg certificates, degrees, licences etc., as well as letting you create links to other pertinent records within Greentree. The CV details include certification, training, skills, education and prior employment.

Integration

The Human Resources records are fully and reciprocally integrated with the other modules in the Human Resources Suite. Anywhere that HR or Payroll data entered against an employee is automatically reflected in the corresponding record. Users with appropriate security privileges can perform HR and Payroll employee maintenance functions from the one screen.

Job Functions

Every business has defined functions that are fulfilled by employees. Human Resources allows these functions to be maintained and allocated to employees as they take on new roles and responsibilities. Using standard functions HR Managers can ensure that when new functions are assigned to employees who are suitably qualified and equipped to successfully carry out the tasks required. The functions that are defined and documented can range from formal job descriptions to informal ‘everyday’ tasks.

Organisation charts

Organisation charts can be defined that are based on the hierarchy of positions that have been established. The organisation chart can be viewed to show this hierarchy and the employees that belong to those positions as well as output to Microsoft Visio®.

Payroll is a complex and key process in any business. It is a critical and challenging function for organisations of any size which requires specialists to run and maintain. In Greentree this is made easier through the use of user defined transactions for pay, super, tax and other costs. These transactions are created specifically for each business and are used by rules to determine pay, tax, super etc. Details for the employee include: pay group or frequency, start and birth dates, taxation information, the employee and team the employee is assigned to plus transaction based enquiries.

With such a critical area Greentree also has tight security, defined pay processes and built in checks to ensure accuracy and timeliness.

Integration

Payroll for Greentree is integrated to with General Ledger, Job Cost, Cash Management, Bank Interface, Accounts Payable and Accounts Receivable. Pay costings can be charged to any General Ledger account. Payroll costs can be directly charged to Job Cost using either actual or standard costing with optional overhead recovery.

Easy Payroll Processing

Pays are calculated automatically from the contract, classification and transaction types defined for the employee. The process payroll function performs the task of processing all the pays in a selected pay group. It gathers the pay structure for each member of the group and calculates the pay including gross, deductions, taxation and employer costs. Once the pays are processed any adjustments required for the pay period (annual leave, sick leave, overtime etc) may be entered.

Payroll caters for many forms of remuneration, and can also split payments between cash, cheque or direct debit accounts. Manual payments, outside of the automated payroll cycle, can be easily processed and tracked for post processing adjustments and termination payments.

Security

Strictly controlled access to Payroll is essential as it is one of the most sensitive sets of data collected by any organisation. This requires a highly customisable security structure and Greentree has a very sophisticated yet easy to use system. Security access is maintained to the various payroll screens and also can be set down to individual employee’s data. For example, executive employee records can be secured to a higher level than general employee records. These security restrictions are also respected in all reports.

Recruitment

The Recruitment module provides the functionality required to streamline and manage your Recruitment process. It describes a specific role within the business including the functions that role must perform, the job description, certifications and other requirements. Applicants can be identified and processes can be defined that sort through all applicants to find the ones that meet the description required for that position.

A number of stages can be defined during a recruitment process. These can include stages such as advertising, first and second round interviews, short listing, medical examinations or reference checking etc. Recruitment stages facilitate, control and enforce adherence to the business’ recruitment procedures.

Integration

Recruitment is tightly integrated with the Human Resources module. It draws on Position, skills and certification information. Recruitment costs can be captured in the General Ledger or Job Cost.

Positions

The Recruitment module is driven by the concept of a position. A position describes a specific role within the business including the functions that role must perform, the job description, certifications and other requirements. A full history is retained by Greentree of all present and past people who have held a position. A position can define a role to be held by only one person at a time, or, by multiple people, where a number of identical positions are managed as a whole. One of the unique features of Greentree’s recruitment is the ability to define and record job sharing, which has become a popular part of the employment landscape.

Applicants

A complete record of applicants is maintained which allows you to record all of the relevant details. Information such as CV, employment history, education and certifications can be recorded against an applicant, and all documents and resumes can be electronically attached to the applicant’s record. Custom fields can be added to record information pertinent to the business’ specific requirements. A search engine allows you to scan the records to locate relevant people when required. An applicant can be an internal person, already employed by the business, or a person outside the business. All of the information previously collected in Human Resources, such as certification, training, education, relating to an existing employee is carried through to Recruitment.

Recruitment Process

A recruitment process can either be a predefined procedure that governs how a position is to be filled, or a flexible process tailored to the unique position. An unlimited number of stages can be defined during a recruitment process. At every stage a full cross-referencing of each applicant is retained, providing both an in depth audit trail, as well as a powerful management tool. Information such as interview notes can be stored for each candidate, and electronic filing of documents provides a mechanism for keeping all records in one place throughout the recruitment process. Applications can be recorded from the applicant records, as well as from your current and former employees.

When an applicant is successful they can automatically be converted from the application record to become a current employee, without re-keying of data. Automated mail merge and bulk email facilities allow for full automation of communication, from acknowledgements of applications through to advice for both successful and unsuccessful applicants.

The Employee Development module provides a framework through which you can set Goals for Employees, define Assessment criteria, perform Reviews and capture Outcomes. It automates the management process for staff reviews and maintains vital information on staff training, succession and remuneration, to assist your organisation to develop its human capital.

Development Tracking

Employee Development captures the Employee’s current and future goals. The Target and Actual performance for each goal and assessment criteria is captured and a full history is available. This gives traceability and transparency to the Employee’s development.

Review Processes

Reviews can be automatically scheduled on an annual, biannual or management determined schedule. This provides employees and management confidence in the review procedure and ensures all staff are well prepared.

Objectives and KPI's

Management can put in place position and personal objectives that are reviewed with the employee. An unlimited number of Goals and Key performance indicators can be defined. Goals are allocated to Employees and targets are set. Reviews enable the manager to capture actual performance against each Goal. The Employee’s Skill Set can be automatically updated if the target is reached. Managers can track reviews and development history for an employee to keep informed of employee progress and advancement throughout their time at the organisation.

Reduced Administration

Employee Development centralises staff evaluation information to improve efficiency and access for approved personnel. It can also reduce the amount of time HR administration devotes to the employee review process. This means that management can focus on employee skills and development to ensure a competitive advantage in the management of human resources.

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Managing Health and Safety through Greentree in the work environment reduces the likelihood of accidents and incidents. It also reduces the effort required by managing the paper trail and centralising processes. It can increase efficiency in dealing with workplace safety matters and ensuring that, by staying on top of incidents, management is able to decrease risk to staff. Through effective analysis of incidents it also assists with avoiding any foreseeable workplace hazards, and when incidents do occur, the details are accurately recorded and correct procedures are followed to resolve any arising issues.

By better managing the Health, Safety and Environment processes there is a significant reduction in the potential injury to staff and the cost to the business. It also has efficiency implications and helps with government compliance.

Integration

Information from the Human Resources can be used in the recording of incidents and the details of the incident will become part of the employee’s record. Costing for an incident and the subsequent follow up can be tracked through the Job Cost module.

Incident Management

When an incident occurs the details can be recorded and then all of the necessary information relating to the workplace incident can be reviewed by the responsible manager. The details include the person injured, the type of incident, the surrounding circumstances, the people involved at the scene and the ensuing events that occur.

Electronic Files and Attachments

Files in any format can be attached when an incident is recorded. These can be opened and printed directly from Greentree at any time. This includes pictures, diagrams, photographs, interview notes etc.

Security

Privacy and security are important issues when dealing with incidents and issues. As with all HR functions in Greentree there are comprehensive security settings to facilitate security policies that can be applied to an individual, or a team’s ability to perform functions and access particular records. The security settings apply to both screen enquiries and reports.

The management of employee leave is a key component of HR. Leave Planning addresses the requirements of managers to automate the leave process. It also gives employees access to their leave accruals, requests and approvals electronically. It provides flexibility in leave types and simplifies the flow through into Payroll.

Planning Board

This provides managers with an excellent visual picture of future leave. Staff leave can be tracked and analysed to ensure crucial peak periods are covered and that individual departments are adequately staffed.

Approval

The approval process is a function for managers to review, approve or reject a leave request for an individual or a team. Managers are provided with information on the employees’ current entitlement and also the predicted future entitlement when the leave is to be taken. Greentree allows managers to view all leave requests for specified dates, branches, profit centres etc, so that requests can be viewed in context of the overall staffing.

Leave Requests

An employee can make a leave request by date, type and reason. Leave records are updated when requests are approved. The employee can receive an email on approval or alternatively, if leave is rejected or cancelled, the reason can be documented and communicated back to the employee in real time.

Integration

Leave requests flow into Payroll and other HR functions so that managers are in control of staff resourcing.

Leave types and accruals

There are an unlimited number of leave types that can be created. Leave Planning easily allows managers to view leave history and make decisions on leave approvals. Leave Planning can display holiday, sick and other leave accruals in hours, days and weeks to assist managers in planning future leave requests. Managers can also view outstanding leave entitlements for resource planning and analysis.

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Screen shots – Greentree Financial Management Module

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