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Below is a list of the functionality available to cover the entire employee life cycle within D365.

Employee Life Cycle

Recruitment

Recruitment covers the process of new hires and promotions. Recruitment projects are used to create and manage vacancies within the company. Adverts for the media and internally can be posted in the Recruitment Projects. Applicants can submit their applications and link it to the applicable Recruitment project. The HR department determines the best suitable candidate, and a shortlist is formed. Interviews and tests are conducted and logged against the recruitment project and the best candidate is selected. All the candidate’s information is captured against the application and need not be recaptured in D365 once the candidate is hired.

Organisation Management

Within Microsoft Dynamics 365 there are three building blocks that together form the basis of the Organisation Structure.

1. An Organisation Unit is an operating unit that represents a category or functional area of an organization that is responsible for a specific area of the organization, such as sales or accounting. Examples include Companies, Divisions, Departments, Cost Centres, etc All information relating to the organisation such as legal entities, departments, sections, jobs & positions fall within this module.

2. Jobs cover aspects such as Compensation, Certificates, Daily Tasks, Job Grading, Qualifications, Skills, Tests, Education and Areas of responsibility.

3. Positions describe individual instances of Jobs. Each position is linked to an Organisation Unit and to a Job. Only one Employee can occupy a Position at any point in time. If no Employee is linked to a Position, the Position will be flagged as being vacant.

Manpower Planning

D365 has the ability to warn the user when budgets are exceeded, both financial and mapower budgets. This is integrated with the payroll module so that common information is automatically updated. Double input is therefore prevented.

Competency Management

This facility tracks the employees progress through the organization. It compares the employee's readiness for promotion with the training that may be required to meet the job profile for a given position. All the employees' competencies are stored in the data basis which allows a gap analysis to be done per employee to identify the strengths and weakness of the employee.

Performance Management

The performance management process lets employees document and discuss their performance with their manager. In turn, managers can provide feedback and guidance to the employees.

On boarding

From inception to orientation, to probation, to day one on the job, the new employee journey has a huge impact on the success of that employee. With the use of the standard workflow a comprehensive onboarding process can be configured to ensure the new employee is fully equipped for the job.

Off boarding

Includes the various reasons for ending an employee's working relationship with an organisation and denying them further access to D365. Offboarding also identifies the reason type for offboarding of an employee to conclude their journey financially if required, including any payouts.

Budgeting

Expenses that are related to workers often make up a large proportion of an organization's costs. Position forecasting will allow a company to plan those expenses and include them in the planning of budgets. At the start of the annual budgeting a spreadsheet can be created in D365 per Department listing all jobs with the actual staff complement. This can be circulated to update any changes in complement for the following budget year. Once completed these spreadsheets are approved for the cost of resources. This will then form the Manpower Plan and Labour Budget for the budget year.

Maintenance

Personnel Managment

This module is the core of HR & Payroll & is a requirement for both modules.

Personnel Management covers all aspects of an employee life cycle, from the appointment of the employee into a position and through to the termination of the employee. During the life cycle, the employee may be transferred, promoted, or retrenched/retired. The employees’ movements are recorded and processed through workflow. The employee’s information is carried over automatically whenever the Employee has a career movement.

Compensation Management

Compensation Management is the tools given to an organisation to help fairly distribute any type of monetary value to employees. This includes various types of compensation such as: Base pay; commissions; overtime wages; TIP income; Bonus pay; recognition or merit pay; benefits; stock options; other non-cash benefits.

Benefits

In order to remain competitive as an organisation, you should offer employee benefits. D365f&O allows an organisation to set up benefit parameters & offer employees a wide range of benefits such as housing allowance, transport allowance, dental allowance etc.

Interface to Time & Attendance

At the end of each month, the Supervisor/ Manager will sign off the report and return it to the clerks in each Department with any leave request forms handed in by Employees. The time office will then capture actual deviations for the past month and planned changes for the following week such as planned overtime and absences. Once all planned changes have been captured, a new report for the next period, is produced and sent to the Departments.

Payroll

Our payroll plug-in offers a real-time view on payroll & incorporates all factors such as leave, time & attendance, commission, bonusses etc. Which is all made available & easy to use within D365.

Employee Relations

The Employee Relations module provides functionality for capturing the grievances raised by Employees, disciplinary actions taken by the company, information about hearings, appeals lodged, and grievance counselling outcomes. Authorized users can also view the grievances lodged, grievance counselling records, and the disciplinary actions initiated. Reports of the grievances and disciplinary records of Employees can be generated as required

Leave

All leave types are catered for, parameters are set up defining the accumulated number of days with time limits per leave types .

More Features

Questionnaire

D365 gives you the ability to design, create, distribute, & complete questionnaires & then analyse the results. Questionnaires can be used to evaluate certain outcomes such as evaluating customer satisfaction.

Interface to recruitment portals

D365 can be interfaced to any recruitment agency portal, saving the duplication of data capturing and assisting with shortlisting the suitable candidate

Management Self Service

Standard workflows allow the mangers to verify and approve any changes made by the employees that are in their team. Mangers are also able to confirm or reject training requests and expense reimbursement requests made by their team members

Employee Self Service

Employee Self Service on the Enterprise Portal helps employees and line mangers to perform daily human resources related tasks. By having employees update their information directly into the system by using the web browser, it helps to enable them to provide fast, accurate and current information about human resources activities and employee data.

Wages

Wages can be paid & monitored within the payroll module which allows an organisation to make once off payments as well as continuous payments to a supplier or select group of workers.

Interface to Clocking systems

linked to the time & attendance module, an existing clocking system can be coupled with D365 to report employees actual working hours which can be used to pay salaries.

D365 Time & Attendance

There is a dedicated module for time & attendance which is linked to an employees profile & to the payroll module. This module can be linked to a clock-in system which provides real-time clocking's for employees & payment can be made based on the hours worked within the parameters setup.

Document Management

All information is very important & can be stored on D365 & SharePoint. Documents are sensitive and can only be accessed to certain users with authorised security rights. Documents can be attached to almost all screens.

Workflow / Tasks

A workflow represents a business process. It defines how a document flows, or moves, through the system by showing who must complete a task, make a decision, or approve a document

There are several benefits of using the workflow system in your organization: Consistent processes – You can define how specific documents, such as purchase requisitions and expense reports, are processed. By using the workflow system, you ensure that documents are processed and approved in a consistent and efficient manner. Process visibility – You can track the status, history, and performance metrics of workflow instances. This helps you determine whether changes should be made to the workflow to improve efficiency. Centralized work list – Users can view a centralized work list that displays the workflow tasks and approvals that are assigned to them.

Salaries

Salaries can be set up & linked to employees to ensure employees are paid in time & the correct amount. Employees can view & download their pay slips from ESS.

Shift Patterns

Shift patterns can be uniquely setup per organisation to set even the most complicated of patters. Shift patterns are setup for the year in advance & take into consideration public holidays & employee's leave. Shift patterns can be edited once finalised & historical shift patterns can be viewed too.

Training & Development

D365 has a comprehensive T&D module. Human resources administrators and managers can use the courses features to maintain information about the training that's offered to workers. Register participants Specify a registration deadline Define the minimum and maximum number of participants Assign a course location and classroom Recommend hotels to course participants Create a course description, which you can then advertise on Employee self service

Commission

Commission can be setup & paid in various forms & methods. D365 caters for even the most complicated of commission types. Various commission structures can be setup for various jobs which is calculated automatically in real-time.

Cost to company (package)

Cost to company includes all payments made to an employee, this takes into account the employees position, grade & parameters & pays employees accordingly.

Expense Management

Expense management can be used with workflow to track the money which employees spend when they incur expenses to your business. You can also automate the process to reimburse certain expenses such as travel expenses.

Interface to Payroll

The interface to payroll is seamless & pulls all data from the other D365 modules. AXPay Solutions has a registered payroll ISV on the Microsoft app store & can be downloaded & used with D365 with ease.

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