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The Carval HR Software Blog

Organisational structure - the heart of Carval HR Unity

Posted by Emma Clare

17/05/17 12:30

Carval HR Unity is an establishment or “post-based” HR system. Here we look at the significance of this and why it's important to take the time to ensure this aspect of your system is set-up.

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Every organisation has a structure or "establishment" of sorts and the larger the organisation the more complex that becomes. There may be many different companies, at different locations, with different departments and within them, or even across them, different teams of people in different posts doing different jobs.

The beauty of Carval’s HR Software is its flexibility. Our establishment or “post-based” system can accommodate unlimited companies, employees, locations, departments and cost centres. Both companies and employees can be flexibly sub-grouped and a dynamic company organisation chart is available at the touch of a button.

The importance of posts

Every employee's job description, the skills that they require, their contractual terms, the remuneration and benefits that they receive and who they report to is defined ultimately by the post that they are in. If they change post or job then these things will likely change also.

Here lies the benefit of an establishment-based HR system like Carval HR Unity over a person-based HRIS: all these key details are held against the post so you don't have to re-enter them for every employee that holds that post, or change employees' details every time they change job. This doesn't mean that you lose the flexibility to deal with exceptions - simply that processes run a lot more smoothly with a lot less input from you.

With Carval HR Unity employees can even hold multiple posts, with differing hours and working patterns. Their costs can be split across different cost centres and the national insurance aggregated. There is even the option of a single payslip across all employments where our Uniwage payroll module is used.

For each post the user can define:

·         Company number

·         Post Code

·         Job description

·         Grade

·         Cost centre

·         Department

·         Hours worked

·         Budget Type FTE/Headcount)

·         Budget Value

·         Current headcount

·         Current FTE

·         Min SCP/Mid SCP/Max SCP

·         Competency Type

·         Objective Type

·         Temp/Fixed end date

·         Full Time

·         Essential car user

·         Allowances and benefits

·         Salaried

·         Evaluation score

·         Training Plan

·         Self Service Profile

·         Post Hierarchy

·         Reports to post

·         Manager

·         Assistant

·         Obsolete

Additional features for Unistaff HR Software users:

·         Post skills

·         Post benefits

·         Post health checks

·         Post risk assessments

·         Post competencies and objectives

·         Disciplinary rules

·         Grievance rules

·         Capability rules

 

Policies and rules

Carval HR Unity can be customised so it’s in line with your employment policies on every issue.  Users are able to maintain:

·         Spinal column points

·         Grades

·         Posts

·         Lookup codes

·         Absence control

·         Holiday schemes

·         Absence codes

·         Summary codes

·         Absence allowances

·         Statutory holidays

·         Multi-company sets

 

·         Teams

·         Company groups

·         Vehicles

·         Currencies

·         Contract terms

·         Company benefits

·         Competencies

·         Objectives

·         Shifts and rotas

·         Holiday year end

The benefits to you:

  • Easier administration

No continual recreation of standard terms for starters/leavers i.e. entering job name, cost centre, department, manager, benefits, training etc. It is also easy to clone a post if you need to increase headcount.

  • Simplified recruitment

When there is a leaver the details of the post or job form the basis of the vacancy. Not only does this mean that HR don't have to manually create vacancies every time a post is empty, but that it is easier to match candidates to the required attributes for the role.

Within Carval's Unistaff HR software vacancies can be automatically transferred to the integrated recruitment and e-Recruitment software modules.

  • Automatic workflows

With posts linked together you don’t need to rebuild workflows constantly to take account of new starters/ leavers i.e. workflows are sent to posts rather than individuals.

  • Improved security

When employees move from one position to another the data they can view may change given their different role within the organisation i.e. someone moving from an IT manager to Sales Manager role will no longer be able to see the IT department employees. This is achieved with no rebuilding of authorisation profiles.

  • Organisational charts

Org charts become much easier to produce and to keep up to date with a post-based HRIS. This is because you are able to take them directly from the HR system rather than update them manually in PowerPoint etc.

  • Employees holding multiple posts

If you work for an organisation that has employees holding multiple posts then you should definitely give increased consideration to how any human resources software that you are evaluating will cope with this. With a post-based solution you gain the ability to hold multiple contracts for employees based on their FTE, to assign different schemes to those posts for example Absence, Pensions, benefits etc and to report against them.

  • Reporting and analytics

Post-based HR systems give you the tools to keep an eye on important HR metrics - particularly those around equal opportunities such as disparities in pay.

Topics: HR Software Guides

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