- Key Flex fields
1. Job – a generic role within a
company which is independent of any single organization
What job titles are used? Are job
codes associated with the titles? Please provide a listing of all
applicable information regarding job titles.
(Director, Manager, Professional,
Clerical, Skilled; 1001-Director)
2.
Position – a
specific occurrence of one job, fixed within one organization
What position titles are
used? Are position codes associated with the titles? Are positions
defined to associate with single or multiple holders? Please provide a
listing of all applicable information regarding positions.
(IT Manager, Accounting Clerk I; 2010-IT Manager)
3. Grade – component of an employee’s
assignment defining their level and used to control value of their salary
The Grade scale will be provided (table structure)
What are your grade scales and
rates? Do you calculate comparatios? Is your mid-point a true
mid-point or derived value? Please provide a listing of all grade names
with associated min, mid, and max values.
Define any progression points, if
applicable. (A1, A2, B1, B2 – Hourly, Salary)
4. People – special groups of employees in
your enterprise
Do you have groups of employees eligible
for different benefits or earnings types that need to be identified?
Please define each identifying the associated benefit eligibility for each.
(Unions, executives, highly comp)
à N/A
5.
Cost Allocation – used to record details of employee costing associated with payroll
results
What are the segments of the
General Ledger Accounting number such as company, department, division, etc.?
In what segment(s) besides the liability expense accounts are payroll costs
posted?
Which segments of the General
Ledger accounting number are closely affiliated with the “organization”?
What cost centers are used for
payroll? Please provide the department/cost center account numbers of the
GL COA where time is charged.
Check with Finance + IT to arrange a meeting with them to finalize it.
6.
Personal Analysis – used to record special personal information not included as standard
information
What special information do you
capture on employees not included as standard information?
(Medical, education, training)
Education, Training
What are the different types of
events employees can be scheduled to attend?
(Training, Seminar)
Training, Exhibition, Conference, Events, Business Trips, Others
What currency do you use?
(US Dollar, Canadian Dollar, AED)
- Currencies
- Quick Code Types &
Values
What different bank account types
are used? Check with
Finance.
(Checking, Savings, Money Market)
- Salary Administration Based on Grades.
- Performance Evaluation
Information (Rating
Scale will be provide with the Performance Management System – PMS)
What absence categories are used?
(Medical Leave, Family
Leave, Personal Leave)
Sick Leave, Annual Leave, Compassionate Leave, Maternity Leave,
Paternity Leave, Haj Leave, Al Uddah Leave,
Examination Leave, Medical Escort Leave, Unpaid Leave, Day in Lieu Leave
What absence reasons are used?
(Birth of child, Adoption of
child)
Medical Escort (for aboard UAE), Emergency Leave
(in the system we will deduct from the Annual Leave), Medical Appointment, Sick
Leave, Annual Vacation
recheck
Are employees issued a unique
employee ID or is their SSN used as their ID?
Yes à ADMM#### for permanent Employee, ADMMC### for contractors
What titles are used for
employees, if any?
(Mr. Mrs. Ms.)
What are the different address
types used for employees?
(Home, mailing, summer, weekend)
Current Address, Home Country Address
Does your company operate on a fiscal year or calendar
year? If fiscal, what are the dates?
01/01/2013 – 31/12/2013
What budget types are
tracked? Please provide types/categories and associated values for each.
(Headcount, FTE)
Are values assigned to represent
FTEs with an employment category of part-time regular, part time temporary
and/or full time temporary? (i.e., Part-time regular = .5 of full-time
regular?)
Over time is calculated as follows:-
6 working days formulation à basic salary * 12/ 2080
5 working days formulation à basic salary * 12/ 2496
Are position/title budgets used
by your company? Is reporting done on planned vs. actual for
analysis? By dollars? By position/title?
Yes it is budgeted.
Are position/titles managed by
FTEs (full-time equivalents)?
Yes
What types of contacts are
tracked?
(Employee, spouse, children, emergency, dependents)
Does your company employ and
identify ex-patriot employee types? Third Party Nationals? If so,
do you maintain in your HRIS? Please provide a list of countries where
ex-patriots and/or Third Party Nationals maintain their residence. Also,
please include a sample address style for each country represented.
No.
Is information regarding
contractor/vendor personnel maintained in your HRIS? Do these “external”
person types need access as users of the system? Do they use the same
positions and/or job names, labor costing, labor/time recording, etc., as your
employees? If no, please provide naming conventions used.
Contractor can be considered as one of the
employment type in the system.
What PayMIX batch control totals
do you use? This will be used for batch entry of benefit and deduction
information. This will be a batch type used to total information to
validate totals against a known amount. (Bonus amount, hours entered on time
cards)
N/A
What reasons are used for changes
in employee status?
(Terminated, Transferred, Promotion)
What sub-reasons are used for
changes in employee status?
(Voluntarily, Involuntary,
Requested)
N/A
What employee categories are
used?
(Full-time Regular,
Fulltime-Temporary, Part-time-Regular)
Permanent, Contractor, Third Party
What different types of
interviews are used for employees?
(Phone 1, Phone 2, In Person 1,
In person 2, Management)
Face to Face Interview, Tele Interview, Video
Interview (Online / Virtual)
What different ethnic origins are
tracked?
(White, Hispanic, Caucasian,
Asian)
N/A
Do you maintain a written
employee performance measurement policy? If so, please provide a copy.
Check HR Policies & Procedures à Performance
Management System Section
Are job evaluation methods and
industry compensation surveys used to perform/maintain job evaluations and to
determine rates of pay?
This exercise is outsourced since we have no
system.
Does your system support
automatic job step progression processing? Does your company require that
functionality? If
available it would be an advantage.
What systems/categories are used
for job evaluations? Is it interfaced - - From, To, Both?
(White collar internal, labor, HAY)
What units are used in the
evaluation system?
(Points, percent, grade)
Does your company provide
non-traditional types of pay strategies such as Pay for Performance, Team Based
Pay, Pay for Knowledge? Gain-sharing Incentive Plans based on operational
and productivity improvements? If so, please provide documents defining
the details of the plan(s).
N/A
What frequencies are used?
(Per week, per month)
What reasons are tracked for employees
that terminate?
(Took another job, disgruntled)
·
Resignation
What marital statuses are tracked
for employees?
(Married, Single, Divorced)
Are nationalities tracked for
employees? If so, specify.
(American, French, Canadian)
All Nationalities à (we have a
mix of nationalities within ADMM).
What organization types are used?
(Division, Department, Section, business unit,
cost center)
Can employees hold multiple
positions/titles and/or jobs?
Yes for certain period.
- Define Locations
- Define Business Group
- Define Organizations
- Define Reporting Groups
What geographic locations and
addresses are used internally for office work sites/locations? Please
provide full address details and at least one phone number for each.
(Home office, regional offices,
any work place with an address)
- Define Organization
Hierarchies
For each work location site
defined above, are shipments received and/or inventory maintained on
site? If yes, please specify.
Yas Island:-
1.
HQ Building
2.
Operations
3.
Yas Central
Other than for payroll
processing, what reasons are required for employees’ work locations (where they
report for duty each day) to be associated with them? If their name is on
a purchase order, where would the inventory ship to if they worked out of their
home?
Please define your company’s
legal structure as well as individual business organizations represented by
this structure. For each organization identified as a GRE, provide the
following information:
- EIN (Federal Tax ID)
- Federal Tax Rules
- Local Tax Rules
- State Tax Rules
- Parameters for NACHA reporting
- New Hire Reporting
Information
- VETS 100 Report Filing
Information
- W2 Reporting Rules
- EEO-1 Report Filing
Information
We only use pension for UAE nationals.
Who is the contact person for
information regarding the company’s EINs and SUIs.
(Name, work address, phone
number)
N/A
Is consolidated reporting
required? At what level(s) is the data consolidated? Please
specify.
N/A
Please provide total number of
employees associated with each EIN if more than one has been defined.
N/A
Do you also maintain a separate,
not necessarily legally defined, organization structure identifying reporting
relationships (i.e., dotted line or special projects)? If so, please provide a
copy in Org Chart format or Excel.
N/A
How often does your company
reorganize and to what complexity are the “normal” reorganizations? How
often are mass changes made in positions/titles and/or mass moves made from
cost center to cost center?
N/A
How does the company file EEO-1
reports? Please provide a copy of your latest EEO-1 filing. Are
they filed electronically?
(Consolidated, Headquarters,
Establishment)
N/A
What is the Company Work
Schedule?
(M-F, 8:00 – 5:00)
Starting 7:30 – 8:30
Closing 5:30
What are the reporting
hierarchies for jobs/positions? Do you maintain organization charts for
jobs/positions? If so, please provide a copy.
This will be provided at a later stage since currently its pending for
restructuring.
What system is currently
being used to pay payroll?
Please provide a copy of the file
layouts in the current system.
- Define Payment Methods
- Define Consolidation Set à (Final Settlement) we will provide you with an excel sheet for
EOS.
Please describe all interfaces to
the current payroll system.
- Define Payroll Groups
- Define Input Value
Validation
- Define Salary Bases
What payment methods are used for
payroll?
(direct deposit, check)
- Define Comp & Benefits
for Information
- Define Earnings &
Deductions for Payroll Processing
Please indicate the number and
types of “payrolls” your company processes.
(monthly, semi-monthly, bi-weekly, weekly)
What salary bases are used?
(Weekly, bi-weekly, monthly, annual, hourly)
Are pay changes effective as of
the effective date of the change, start of the pay period, etc.? Please
specify.
Yes
How many employees will be paid
with Oracle Payroll?
All Active Permanent Employees
Is pay affected by any Union
contracts?
N/A
Is pay directly affected by
grade?
Yes
Do employees work and report time
in more than one cost center? If so, is the time worked in each
department based on a percentage of time? Based on actual time reported?
Both? Would they hold a different job/position when working in different
departments?
N/A
Are projects and labor costs
tracked by using average or fixed hours assigned to a cost center? Actual hours
worked and submitted through time entry? Please provide your current
valid labor expense account numbers for each method used.
N/A
What groupings are used to
consolidate payrolls?
(Salaried and hourly consolidated
for reporting, different set for each GRE)
N/A
How do you collect time for
payroll? Time cards? Timesheets? Is it interfaced? From -–To – Both?
To be discussed.
What are the earnings types and
their eligibility criteria?
(Salary, wages, bonuses)
And a list of allowances which will be provided in
the payroll sheet
What categories are used for
earnings classification?
(Overtime, pension, regular, shift)
What imputed earnings categories
are used?
(Group Term Life Insurance,
Company Car)
Life Insurance (for employee himself only),
Medical Insurance (Form Employee and his dependents, a wife and max of 3
children), Housing Loans
Does your company use shift
differentials? If so, provide information for each one.
N/A
What supplemental earnings
categories are used?
(Awards, Bonuses, Commissions)
What voluntary deduction
categories are used?
(Credit Union, United Way)
N/A
What involuntary deduction
reasons are used?
(Alimony, Bankruptcy Order, Child
Support)
N/A
How does your company handle
Child Support and Creditor Garnishments? Do you collect fees from
employees who have garnishments?
N/A
What local filing statuses are
used for employees?
(Single, Married Filing Jointly)
N/A
What state filing statuses are
used for employees?
(Single, Married Filing Jointly)
N/A
What payment classifications are
used for non-payroll payments?
(Expenses)
N/A
Is your 401k file transmitted to
a TPA?
N/A
Is your payroll system interfaced
to a General Ledger? From – to – both?
To be discussed with Finance.
Carriers
Plans
What are all of the benefit plans
and their eligibility? Please provide a list. Do your benefit options
vary by locations? If so, please indicate.
(Health, life, PTO, retirement,
after 90 days)
Contributions
Links
Do you produce personalized
enrollment/election and confirmation statements internally or are they provided
by a TPA?
N/A
When is your open enrollment
period(s)?
(mm-dd through mm-dd)
N/A
Do you have “default” benefit
enrollment in the event an employee does not make a benefit election?
N/A
Please provide a copy of each of
your benefit plan SPDs, and company policies governing these plans. If
unavailable, provide a document defining each plan and specifying its
processing requirements.
N/A
What is your benefit plan
year? Does this vary by plan option (i.e., does your 401k have a
different plan year than does your medical)? Please specify.
N/A
Are benefit plans maintained
in-house or outsourced? Interfaced? From – to – both?
N/A
Do you internally administer
Section 125 and 415 testing or is it done by TPA?
N/A
Are statements generated
internally for employees defining their fund earnings, balances, and account
activity or is it done by TPA?
N/A
Are non-employees
(vendors/contractors) maintained in your benefit system?
N/A
Please provide names of benefit
carriers along with pertinent information, i.e., complete address and contact
information.
N/A
What benefit coverage’s are
provided?
(Employee only, employee plus
one, employee and family.)
Life Insurance (for employee himself only),
Medical Insurance (Form Employee and his dependents, a wife and max of
3 children)
Please provide the
employer/employee contributions for each plan.
(Employee - $50 employee/$75
employer)
N/A
Is there an Employer contribution
portion of the 401k plan? How much? Maximum? Do you track
employee allocations to the 401k plan by fund?
N/A
Are positions/jobs defined for
specific compensation and/or benefit eligibility? If so, please provide
specific information.
N/A
Is COBRA administered in-house or
outsourced?
Interfaced? From – to – both?
N/A
What reasons are used to indicate
COBRA status?
(Awaiting Notification, Notified)
N/A
What reasons are used for COBRA
termination?
(End of coverage, non-payment)
N/A
- Define Person Types
- Define Assignment Statuses
What person types are maintained
in your current HRIS? Please indicate the total number of employees
associated with each type.
- Total Active Employees
- Salaried
- Hourly
- Leave of Absence
- Total Inactive Employees
- Terminated Employees
- Retirees
- COBRAs
- Contractors/Vendors
What assignment statuses are used
for employees?
(Active, Terminated, Suspended, LOA)
Do you use purchased
software for applicant tracking or is it part of your HRIS? Name of
software?
- Requisition Process à we
have a certain form for Manpower purposes.
- Applicant Statuses à we have our own e-recruitment website.
- Recruiting Activities à we have our own Excel sheet to track down our recruitment
activities.
What event(s) triggers
requisitions in your organization? What information regarding
requisitions is maintained, i.e., date, open/closed, requisition number, etc.
N/A
On average, how many requisitions
are processed by your company each year?
N/A
Specify the details of pertinent
information involved in the approval process, i.e., from screening applicants
to their start date.
N/A
What types of recruitment
activities are used by your company? Are statistics tracked? Do you
track the recruiting costs?
(Newspaper, college, agency,
fairs)
Career Fairs / Exhibitions, Job Expo in
Universities and colleges, Recruitment Agencies, Direct Hires, and Employees
Reference
What statuses are given to vacant
positions?
(Authorized, advertised)
Vacant, Filled
How many applicants, on average,
are processed in your company in a year?
N/A
What is your corporate definition
of an applicant? When is information entered into the applicant tracking
system?
Tracking system is not available
(all resumes and applications
whether solicited or unsolicited)
Does your company differentiate
between outside applicant information to the internal applicants for analysis
and reporting?
N/A
What reasons are used for changes
to applicant assignments?
(Declined, took other offer, hired)
What information is tracked
from the application or resume?
Name, Mobile Number
Is applicant testing information
tracked, i.e., test type, disposition/title, date, pass/fail?
N/A
Additional reasons for applicant
assignments?
(Declined, hired)
What event types are used for
applicants?
(Hired, interviewed, offer made)
What interview types are used for
applicants?
(First-second-phone interview)
Face to Face Interview, Tele Interview, Video
Interview (Online / Virtual)
What reasons are used for
terminating applications?
(Failed test, failed interview)
Please provide a copy of your
employment application as well as all forms used in your employment hiring
processes.
Employment application will be provided.
Has your company defined core
competencies? If so, please provide competence types, rating scales,
individual competencies, and requirements.
- Competencies
Types
Rating Scales
Individual Competencies
Requirements
Does your company use
competence-based assessments and/or appraisal questionnaires? If so,
please provide copies.
- Assessment & Appraisal
Templates
- Career & Succession
Planning
If skills are required for each
job/position, please define.
(Manager = degree, skills, length
of work experience)
If career paths are used for
jobs/positions, please define.
(Manager->Director->VP->President)
Do you have an automated module
for administration of career planning information such as career interests,
career development activities, potential and relocation preferences?
Competency Model + Performance Management Form will be provided.
To be discussed with Feras.
- New Hire Reporting
- Workers’ Compensation Info
Please provide the name of your
Workers Compensation carriers for each state in which you have employees
working. Also provide WC codes and rate information for each state.
(Name of company, address, phone,
contact name.)
- Absence Management
Do you submit New Hire
Reports? Please provide name of contact person.
- HR Budgets
- Evaluation Systems
What statuses are used on
requested ADA accommodations?
(Approved, denied, requested)
How is OSHA reporting handled?
Interfaced? From – to – both?
Do you record/maintain incident
information such as how the accident/injury occurred, notification information,
severity, etc.?
Do you record/maintain incident
investigation information such as cause, investigation dates, etc.?
Do you record/maintain
illness/injury information such as lost work days, body part injured,
restrictions, physician/hospital?
Do you record/maintain employee
restriction data or administer a work duty program?
Is your organization required to
generate EEO-4 and EEO-6 reports?
Is the company required to report
and file VETS-100 annually? Is it transmitted electronically?
Do you generate CEER reports
(Canadian Employment Equity Reports)? Are they transmitted
electronically?
Are you required to do Affirmative
Action Plan (AAP) reporting annually? What is the breakdown used (division,
dept)? Is it part of your HRIS system? Interfaced – from – to – both?
What Paid Time Off (PTO) accrual
and/or PTO plan categories are used?
(Vacation, sick)
If Accrual Plans, specify
eligibility and start rules.
(Beginning of year, six
months after hire)
Does your company accept or
participate in external compensation survey programs? Is the date
imported to your current system? How is it used? If processed manually,
how is the data used?
Is your salary administration
interfaced with an employee performance (appraisal) system? If yes, what
data does the system require?
Does your company have an
automated Executive Compensation System? Is it part of your current HRIS?
Please provide specifics.
Does your company have a Deferred
Compensation Plan? Is it part of your current HRIS? Maintained by
TPA? Interfaced - To – From – Both? Please provide a process
flow of plan as well as a copy of plan document.
What budgetary calendars are used
for HR staffing budgets?
(Calendar year, fiscal year,
other)
Define the types of budgets used
for HR.
(Headcount, FTE)
What are the valid grades (if
applicable) for each job/position?
(Manager = C1, C2, Clerical = E1,
E2)
What reports are currently
used? Please provide a sample page of all reports currently used and
required from Oracle HRMS.
Define & Register Reports
& Report Sets
Who is currently responsible for
creating or changing reports?
Create standard letters used for
HR functions
Are standard letters used in
recruiting activities? If so, please provide a copy of each letter used.
(Acknowledgement letters, letters
of denial)
Samples of all reports and letters will be provided (Arabic / English)
This Section is related to IT à Alia Al Marzooqi.
Are core Human Resources
processes centralized or decentralized? Please list by category each
process as well as where it is processed.
- Define Users
- Define Security
- Create & register Ids
- Form Customization
- Menu and menu functions
At what levels do you currently
secure users?
(Company, organization, field)
- Define Responsibilities
- Define Application Users
- Define HR User Profile
Options
What responsibilities/duties for
each position and/or job in Human Resource have been defined and to what level?
(HR specialist: data entry and
benefits admin)
What responsibilities/duties for
each position and/or job in Payroll have been defined and to what level?
(Staff: data entry)
What responsibilities/duties for
each position and/or job have been defined in Training?
(Staff: data entry)
Please provide the user names and
responsibilities in HR.
(John Doe = HR Specialist)
Please provide the user names and
responsibilities in Payroll.
(Jan Doe = Staff)
Please provide the user names and
responsibilities in Training.
(Mary Doe = Trainer)
Please provide a copy of your
Employee Handbook.
Does your company currently
maintain Process Models identifying all HR activities and processes with
definition of business terms and data flow. If so, please provide copies
of same.
Will historical information be
converted? What data will be converted, from what date, and from what
source(s)?
On what type of printers do you
run Human Resources reports (including checks, purchase orders, etc.)?
Where are they located?
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