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SmartHR Human Resources Information System Product Information By Using SmartHR You W ill Be In Good Company Leading HR Software Developer in South Africa Tailored to Your Needs Increase Productivity Increase Effectiveness Attract and Retain the Right People Enhance Institutional Knowledge Sharing Human Resources Information Proposal Contents I. Benefits Overview .......................................................................................................................................... 2 II. The SmartHR Product Suite ............................................................................................................................ 3 III. SmartHR Transactional Modules .................................................................................................................... 4 IV. SmartHR Transformational Modules .............................................................................................................. 8 V. SmartHR Business Intelligence Module ........................................................................................................ 10 VI. Enterprise Ready Features ........................................................................................................................... 11 VII. SmartHR Implementation ........................................................................................................................ 15 VIII. User Training ............................................................................................................................................ 19 IX. Absalom Systems Support ............................................................................................................................ 21 X. SmartHR Technical Environment .................................................................................................................. 21 XI. Database System .......................................................................................................................................... 22 XII. SmartHR References and Clients ............................................................................................................. 24 26 August 2011 Page |1 Human Resources Information Proposal I. Benefits Overview Given the organisation-wide benefits and competitive advantages that accompany the automation of business processes, the issue is not can you afford to automate and/or upgrade – but can you afford not to? SmartHR will help your organisation: Increase productivity and enable more time for high-value tasks Attract, manage, develop and retain the right people Increase effectiveness of human capital management Obtain up-to-date information to support management decision making, problem solving and innovation Enhance storage and back-up capabilities for valuable data and facilitate retrieval Enhance institutional knowledge sharing Reduce errors – as rules are built into the system. Reduce paper A cost-effective solution created for South African organisations by South Africans to meet the business, regulatory and cultural requirements of South African businesses and government agencies, including the reporting requirements for South African labour laws. IT Friendly To meet client needs for flexibility and integration, SmartHR is designed for a Windows environment with Microsoft’s SQL, the leading relational database platform. It is ODBC compliant for easy integration and features a Crystal 10 reporting engine. End User Friendly SmartHR is highly intuitive and will be adopted fairly easily by most employees. Our services include staff training. Web, Telephone, Email And On-Site Support Available We offer Web-based support for remote access trouble-shooting and telephone and e-mail help lines to ensure prompt response to queries or problems. And because we’re a local company, on-site support can be easily arranged. Flexible, affordable pricing structure Absalom offers one of the most affordable, custom HR solutions on the market. There is no large upfront license fee – we charge an affordable per-employee fee so you can scale up or down based on your business needs. Over 15 years of experience in South Africa SmartHR is currently used by many South African and international organisations, from small businesses to multinational corporations. The development team are local to ensure we develop what your business needs. 26 August 2011 Page |2 Human Resources Information Proposal II. The SmartHR Product Suite Absalom Systems’ leading-edge SmartHR people management system is an IT- and userfriendly suite of applications that will support the achievement of a wide range of strategic HR and organisational objectives. SmartHR is an advanced core system software solution with modular components for use by employees and executives throughout the organisation. The SmartHR product suite supports the full employee lifecycle from on-boarding to terminations. Building on core and advanced modules, SmartHR offers companies a way to manage their employee data and talent management processes in a single integrated solution. The SmartHR product suite is comprised of a number of different applications each serving different role players in the organization. SmartHR Desktop for Human Resources Staff Building on a robust SQL database, the SmartHR core application is designed for HR professionals. The client-server application has the highest level of functionality to allow those with access permissions to add, edit and delete data in the database. SmartHR Employee/Manager Self Service The SmartHR Employee/Manager Self Service (ESS) system is a secure intranet portal for employee self-management of personal HR data and manager performance and training management. The module reduces the workload on HR personnel so they can spend more time on high-value tasks. It also reduces paper. 26 August 2011 Page |3 Human Resources Information Proposal SmartHR Business Intelligence for Executives SmartHR Business Intelligence (BI) synthesizes information in the SmartHR database and presents dashboard views of important HR metrics for executives across the organisation. It features robust data analysis, extraction and reporting functions as well as excellent drill down capability from organisational to employee level. SmartHR BI enhances decision making in areas such as performance management, remuneration, retention, succession, training and development. It makes it easier for executives to monitor performance on a timelier basis – identifying high-performing employees and those who may need coaching and course correction for faster achievement of departmental and organisational goals. III. SmartHR Transactional Modules The SmartHR core solution provides the organization with the ability to manage their employee information and processes. It is customized to reflect your organisational structure and enables the capture and maintenance of a wide range of employee data. The database tracks development and changes in your workforce profile. It allows the generation of comprehensive organisational structures including drill-down facilities. 26 August 2011 Page |4 Human Resources Information Proposal Functionality of SmartHR Desktop includes: Multi-level security with access to information on a “need to know” basis Automated audit trail recording database changes A comprehensive database query builder for customised queries across database fields A comprehensive suite of standard management reports Ad hoc report writer; information and reports can be exported to a variety of applications and file formats Merging of documentation and letters with information from the database (e.g., salary increase, notifications, correspondence) “Trend Analyser” reports with key statistics and indicators in a graphical format Scheduler for automated task scheduling, automatic report generation with notification via email or SMS Storage and management of human resource documentation Personal & Organisational Information A full biographical view is enabled – with the use of ESS the employee can view and update their own data. Useful reminders can be created to the HR department and/or the individual to alert users to critical events such as license or work permit expiry dates. The organisational view allows a view and management of the complete organisational data associated with the individual. From working hours and appointment date to multiple reporting lines and retirement dates. A full record of all terminate employees is maintained on the system to prevent reemployment of unsuitable candidates. The periods of service is maintained to provide for breaks in service. Managers and Employees can access SmartHR via the internet to view and update their personal and organizational information. Administrators can set what information is visible and editable via the ESS to ensure data accuracy is maintained. Employees can communicate via notifications with HR. Assign HR processes to employees. Manage workflow and monitor tasks to completion. Equity Management Combined with the personal and organizational information, SmartHR tracks your organisations equity goals and targets and produces Equity and SETA reports in the required format. Generate equity reports for any group or time period. Our snapshotting functionality records actual equity changes over time. Pay History & Benefit Management A complete record of employee remuneration structure and pay information is stored for the life of the employee including: 26 August 2011 Page |5 Human Resources Information Proposal Pay history – set up in a pay template to suit the company’s pay structure and naming conventions. Capture of medical scheme, pension / provident fund, Risk Benefit or Insurance and car scheme information Reproduction and storage of pay slips via the web protected with One Time Password (OTP) Tax and banking information Automatic calculation and reporting of pay increments Leave Administration Extensive facilities to administer and ensure compliance with leave rules including: Catering for an unlimited number of leave types different leave entitlements applicable to different employees Unlimited number of leave types Future leave entry facility Unlimited history automatically maintained Accommodates company leave naming conventions Automatic calculation of accurate and up-to-date balances for all leave types Ability to view future and historical leave balances based on user-defined dates Easily identify employees with outstanding leave balances based on user-defined parameters Comprehensive leave reports are standard Graphical presentation of leave patterns The ESS leave functionality enables employees to view future leave balances, apply for leave and review leave history. Check who in your team has applied for leave over the same period before approval. Customisable leave workflows allow multiple approvals of leave and enforced leave rules. Staff Locator - Check on the leave and/or training status of individual employees. Training History Keep record of all planned and completed employee training with costs assigned for analysis. Requests for training can be done via the ESS with workflow approval. Curriculum Vitae/Work History Complete internal and external employee work history including verified credentials and professional and other memberships to assess the competencies available to the organisation. Pull a CV report instantly for tendering or succession planning activities. Employees can update their CVs online giving the organisation a complete picture of organisation-wide capabilities. Full record of work and qualifications history including subject matter expertise. Scanned certificates can be linked reducing HR’s workload. 26 August 2011 Page |6 Human Resources Information Proposal Industrial / Employee Relations The IR module allows for the tracking of disciplinary incidents. A log is created from counselling (be it for performance or conduct type issues) to disciplinary events and grievances. The ESS allows employees and managers to log disciplinary and grievance incidents which are work-flowed between the relevant parties. Accidents Record details of accidents that occur in the workplace. Employees can log details of accidents on the ESS from their locations with follow-up by the HR department. Assets Record and track the allocation of valuable assets such as laptops, mobile phones and uniforms to employees. This functionality can be delivered through an ESS approval framework. Be prepared when people join by having the right assets available to them. Ensure that you retrieve the correct assets should an employee exit. Documentation Management SmartHR has numerous document management features. Set up a library of all your important HR policies, forms and relevant legislation for easy access. Link relevant documents in a variety of formats to employee records to provide easy access to an HR electronic filing cabinet. ESS users can link and access documents such as CVs, photographs and contracts via the web. Ensure compliance to policy by assigning documents to groups of employees that need to be read and the content acknowledged before other tasks can be performed. 26 August 2011 Page |7 Human Resources Information Proposal IV. SmartHR Transformational Modules The SmartHR Transformational Modules focus on position based functionality to support Talent Management Processes. The position management module allows users to define roles and positions and forms the basis of SmartHR talent management functionality. Each position can be described by job profiles and compared against actual employee data. Using Orgplus, organizational charts can be automatically generated to determine: What structure is required to execute the company strategy? What are the position and role attributes, profile and history? Recruitment Combining recruitment with our Position Management module allows effective recruitment tracking of approved vacancies. Manage your recruits and monitor and track all aspects of the recruitment process to determine: What vacancies are open and for how long? What candidates are available with the required skills? Who has applied internally / externally? What is the cost of recruitment by source? Skills Audit Using data collected from the CV module, managers can conduct a skills audit across the organization to determine: What is the available skills pool based on work history, qualifications and experience? What type and size of contracts has the employee completed? What skills, competencies and attributes does the employee have? Talent Review Record and evaluate employees’ potential vs. performance and generate a 9-box report to identify: How are employees placed by performance vs. potential? 26 August 2011 Page |8 Human Resources Information Proposal Who is at risk of loss or key individual? Which employees require development and training interventions? Succession Plan Identify future positions for employees to determine: What are employees career plans short term and long term? How many possible candidates are available (bench strength)? Who are suitable candidates for short term and long term positions? Training Management and Employee Development Tools to plan the specific training requirement of each employee to determine: The current, short term and long term training gap for each employee based on their identified succession plan The training demand from the training gap analysis. The budget required to close current, short and long term gaps Manage training events and attendance based on training demand Plan and monitor training plans and training events Training plan, training planned and training completed As part of the master data management, SmartHR manages approved training course providers, training courses, unit standards, training outcomes and recognition of prior learning. Performance and Evaluation Tools to objectively and continually appraise and evaluate employee performance against corporate strategies and goals. The performance model is parameter-driven and supports an unlimited number of evaluation schemes. Employees can be evaluated on customised measures individually weighted along with key performance measures made up of critical success elements. Performance Evaluations can include self and 360 degree for objective reviews Performance reviews can be work-flowed according to organisational requirements Assigned and completed online The evaluations module is powerful enough to be used for general employee surveys, training impact surveys and collating data from exit interviews. Rewards and Incentives Use the consolidated pay history data to analyse employee rewards and incentives are inline across the group. Salary survey data can be imported into the solution. Compare actual pay against benchmarks to reward to performers. Consolidate pay data from multiple payrolls with calculated fields Compare pay against HR metrics Pay and reward for performance to create high performance culture 26 August 2011 Page |9 Human Resources Information Proposal Occupational Health & Safety (OH&S) Proactively manage health and safety. Maintain details of work-related injuries, near misses and illnesses, identify existing and potential hazards in the workplace, manage compensation claims and analyse costs. Where employees are exposed to hazardous environmental factors, details of the annual medical surveillance can be kept to analyse if the safety issues are sufficiently addressed. Timesheets and Claims Use the ESS to gather employee timesheet and expense claim data and reduce approval time through customizable workflows online. V. SmartHR Business Intelligence Module The SmartHR Business Intelligence module draws data from the SmartHR SQL database to give management up-to-date information on the following metrics: Organisational Summary Current Headcount Headcount Trends Terminations and Appointments Equity Pay Analysis Leave Analysis Training OH & S Industrial Relations Timesheet and Claims Company Assets Issued Documentation and Policies Acknowledged Employee Contracting Reports-to Roles 26 August 2011 P a g e | 10 Human Resources Information Proposal VI. Enterprise Ready Features As a comprehensive Human Resource Information System, SmartHR incorporates many unique features to manage the complexities of large multi-national, enterprise clients supporting thousands of employees, business units and locations. Security and Audit Trail Strict security allows administrators to set multi-dimensional permissions based on organisational roles, staff access and functionality required. Integrate with Active Directory for single sign-on. Query database changes for auditing purposes by user. Comprehensive Searching and Filtering Across Business Units Quickly identify groups of employees from your organisational chart. As a people-centred payroll independent system, SmartHR is not restricted by financial structures or cost codes. Select random individuals across a group to report or analyse. The organizational structure supports any number of levels to take care of large enterprises consisting of multiple business entities, legal entities, operating groups, divisions, sections and departments. The query result grid can be customised to display user-defined columns. Fields from the personal and organisational tables can be added. The fields selected are unique to the user, so each user can customize his/her own grid preferences for an enhanced user experience. Working with Data from SmartHR Data Export Easy access to all database fields via a quick export or stored export templates for analysis in third-party tools. As an ODBC compliant database, data tables can be linked directly to Microsoft Excel for Pivot table analysis. Statutory Reports, Standard Reports, Custom Reports Crystal reports of statutory, standard and custom reports can be distributed in PDF or Excel formats and emailed automatically via the SmartHR Report and Event Scheduler based on HR activity dates. There is a comprehensive list of over 100 custom reports available. Trend Analyser Historical data analysis of numerous metrics. Automatic Event and Report Scheduler Set up event notifications to distribute reports or alerts to line managers on a regular or triggered-event basis. Event Reminder Templates The Event Reminder Template allows a user to define a re-usable chain of event reminders. It is driven by the Scheduler engine with email notifications and uses the 26 August 2011 P a g e | 11 Human Resources Information Proposal history log and reminder utility. Can be used with a template or a single reminder, with an automated start date to one or more employees. Can be used for any event that can be triggered by a definable business rule based on the data such as employee anniversary and birthday reminders; excessive leave accrual; performance scores, etc. Integration to 3rd Party Tools As the SmartHR suite is based on the Microsoft database platform, it can seamlessly integrate with Orgplus and Qlikview as well as other Enterprise applications like Sharepoint. Master File Management The key to managing enterprise level requirement is master file management to ensure employee attribute data is easy to manage and consistent for analysis across the enterprise. SmartHR includes a number of features to support master file data management. Standardised Lookup Tables for Improved Data Quality Global lookup tables on key fields ensure that data on common fields is accurately entered and maintained. Data Defaults for Faster & More Accurate Population of Data Pre-defines values of one field to automatically populate default values for one or more other fields. For example, job titles can be used to populate several other fields by default. Helps keep information consistent across the SmartHR database and minimizes errors from manual updates. The data defaults apply to edited and imported data. Bulk Allocation and Validation Improve task efficiency by bulk allocating data to a group of employees. Table Cleanup Wizard Improves Accuracy and Consistency Naming convention consistency can be a problem in most databases. For example, users might type in “Matric,” “Standard 10” and “Grade 12” in the Qualification field; these descriptions mean the same thing but the database sees them as three different qualifications. The Table Clean-up Wizard helps solve this problem by changing data instances across the database. The table cleanup function quickly harmonises data in unstructured fields such as Qualifications. Employee Combine and Replace Function Transfer an employee from one company to another and replace an employee in the destination company. The replacement function allows the employee in the destination company to combine or replace, leave, delete or terminate the replaced employee. Reduces the steps required to keep data up-to-date during headcount movements. 26 August 2011 P a g e | 12 Human Resources Information Proposal Effective Date Control Accurately and timeously manage employee data transactions. Effective Date control allows for future dated transactions such as appointments, terminations and transfers to be created in SmartHR. Future dated transactions can be individually managed and reviewed and are automatically committed to the database when activated by the SmartHR scheduler. Comprehensive Import Functionality The easiest way to populate SmartHR is via the comprehensive import facility that accepts any CSV data linked to any file in the SmartHR database. The import wizard interprets and transforms data during import to ensure consistency with the database. The pre-import data verification tool improves the accuracy of data populated from external sources. The tool shows whether each record in the import file can be imported or any errors in the data file prior to the import. Makes it easier to identify and correct any issues with data before the import occurs. Import templates can be saved for imports that occur frequently. The system can be scheduled to automate imports. The source of employee master data differs based on the operational requirements. SmartHR can export or import relevant data Consolidate Payroll History SmartHR integrates with multiple payrolls used in the organization for a consolidated view of pay history across the enterprise. Enterprise clients are often forced to run multiple payrolls segregated based on: Employee function such as salaries, wages and executives Outsourced often in the case of executive payrolls Regional country compliance or legacy systems acquired during mergers and acquisitions Integration can be done at database level, scheduled ODBC import or CSV and flat file import. Calculate payroll fields allow for comparison against HR metrics across business units and currencies which is especially useful during harmonization of employment conditions during mergers and acquisitions. 26 August 2011 P a g e | 13 Human Resources Information Proposal Create Custom Forms and Fields Forms designer allows administrators to add forms, fields and tables to SmartHR modules at the company or employee level. Real-Time Replication and Consolidation Multi-national clients often have operations in multiple countries where, owing to bandwidth restraints, it is not possible to run a single SmartHR database. SmartHR supports consolidation, in real-time, for a single point of organizational information. As the data is consolidated into a central database, the SmartHR application, reports and Analytics can be run centrally. 26 August 2011 P a g e | 14 Human Resources Information Proposal VII. SmartHR Implementation Implementations are managed on a Web-based project management system that provides an overview of project progress and serves as a collaboration space for project communication and documentation. Implementation is divided into three phases: Phase 1 – Development of Employee Database with Leave and Pay Information At the conclusion of Phase 1, SmartHR will provide personal and organisational data management, reports and online leave management. System Implementation Meeting Contract finalisation Identification of project team and role definitions Project implementation plan and processes agreed Software Installation Installation of the SmartHR database onto company network Installation of SmartHR application for System User / Administrator Installation of SmartHR Scheduler Define security groups, templates and audit trails Activation of user work stations Implementation of Organisational Structure Set-up of organisational structure: business units, departments, cost centres Set-up of personal and organisational lookup fields including job definitions and positions Definition of employee numbering Master File Data Migration Set-up of import and export templates based on payroll master file layout Import of master file information from payroll Create user accounts and user group queries Identify and complete missing or additional employee data including reports-to roles and photographs Definition of employee take-on, termination, transfer processes Test linked documents to employee records Configure and test scheduled events and reports Identify and implement custom forms for personal and organisational data Print and validate employee demographic reports and organograms 26 August 2011 P a g e | 15 Human Resources Information Proposal Pay Interface Implementation Configure and test data-pump to match SmartHR fields Define and configure pay template definitions Set-up payroll import template Test SmartHR payroll import Import pay history Validate monthly totals against payroll Implementation of the Leave Module Set-up and allocation of rules and leave schemes as per company leave policy Import of leave balances Import of leave history Set-up and test leave balance task on the Scheduler Print standard leave reports and validate balances Implementation of Employee/Manager Self Service for Leave Installation of Internet Information Services on company server Installation and configuration of Employee/Manager Self Service application Configuration of Active Directory and other parameters for the ESS module Creation of employee user accounts, user group queries, security templates Define employee contact details and required reports-to roles Configure notification, change and leave workflows and emails Phase 2 – Implementation of Selected Modules During Phase 2, modules that have been selected will be implemented according to the organisational priorities identified. Implementation of the Industrial Relations Module Review current industrial relations policies and processes Define objectives and data capture processes for the Industrial Relations (IR) module Set IR Lookup tables Capture historic information available Activate IR module on the Employee/Manager Self Service to identified groups Print standard IR reports and validate 26 August 2011 P a g e | 16 Human Resources Information Proposal Implementation of the Employee Assets Module Define objectives and data capture processes for the Employee Assets (EA) module Import asset register data Activate EA module on the Employee/Manager Self Service to identified groups Configure asset approval workflow on the EMSS Print standard Asset reports and validate Implementation of the Recruitment Module Review current Recruitment policy and processes Define objectives and data capture processes for the Recruitment module Define organisational roles and positions Set-up parameters for the Recruitment module Import information available for current candidates Attach candidate CVs Set-up template letters Implementation of the Training Module Review of available training data Define objectives and data capture processes for the Training module Set-up parameters and courses definitions Import available training history information Print standard training reports and validate Set-up scheduled events, reports and reminders for training data Activate Training module and training workflows on Employee/Manager Self Service Implementation of the Performance Module Review current performance management policy Define objectives and data capture processes for the Performance module Design and implement performance schemes Activate performance and performance workflows on Employee/Manager Self Service module Set-up and test sample scheme groups on the EMSS Print standard performance reports and validate Implementation of the Occupational Health & Safety Module Review current OH & S policy and processes Define HR objectives and data capture processes for the OH & S module Set-up parameters for the OH & S module Capture information available for historic OH & S incidents 26 August 2011 P a g e | 17 Human Resources Information Proposal Activate OH & S module on the Employee/Manager Self Service Print standard OH & S reports and validate Phase 3 – Implementation of Third-party Applications and Customisations SmartHR Business Intelligence Install SmartHR Business Intelligence (BI) Software Configure SmartHR BI and activate Reload SmartHR data SmartHR Organogram Manager Install and configure Orgplus software Load and configure position reports Print Organogram reports and validate SmartHR Resource Planning Install Resource Planning module Capture sample contracts Print and validate manpower planning reports Custom Reports Identify and define custom reports required Obtain sign-off on specifications Develop report Deploy and test custom reports Software Customisations Identify and define custom development required Obtain sign-off on specifications Develop functionality Deploy and test functionality against specifications 26 August 2011 P a g e | 18 Human Resources Information Proposal VIII. User Training We provide the following standard training courses at our Absalom Systems offices. On-site training can be arranged on request. In addition, customised “Train the Trainer” courses can be developed on request. Introduction to SmartHR 1 Day Changing of Passwords Data exporting: Quick Export Quick Finding a Person Management Statistics Toggle between Table/Tab view Standard Reports Building a Query Error Messages General User 1 Day Adding New Records/Employees Transferring Employees Editing Records Linking Documents to Employees Deleting Records Creating Reports The Setup Absalom SmartHR Editor Reports 1 Day Building a Queries and Advanced Queries Data Exporting: Templates All Reports Excel and Pivot Manipulation Tables, Data Data Filtering Administrator 2 Days Database Back-up and log files Table Cleanup Product Licensing Data Defaults Upgrade Procedures Setting Up Custom Forms Understanding SmartHR messages and bug reporting error Running SQL Statements SmartHR Security Model Audit Trail Reporting Configuration Working with Lookup Tables Setting Up Pay Templates Changing Leave Schemes and Setting Up the Scheduler for Events, Reports and Reminders Importing Data Adding Custom Applications Reports Bulk Actions EMSS Configuration options and EMSS Workflow Setup 26 August 2011 P a g e | 19 Human Resources Information Proposal Employee Self Service (ESS) 1 Hour Employee/Manager Self Service - 1 hour sessions Completing Performance Appraisal Online Logging on, changing and resetting passwords Applying and approving Training Online EMSS Functionality Overview Free Telephone and e-mail support is included for all trained users Applying for and Cancelling Leave The introduction and general user courses are prerequisites for individuals taking modulespecific courses. Training Module Set-up parameters and security Understanding training processes and data capture Performance Module Half Day Training exports queries, imports and Training administration on the ESS – approval workflows, needs analysis 1 Day Understanding the performance processes and data capture guide Scheduling events, reminders and reporting on performance data Creating performance schemes with Range Elements and element types Performance Management via the ESS: Self appraisals, 360 appraisals, creating schemes Querying, importing and exporting performance data Recruitment Module Performance workflows on the ESS 1 Day Understanding the recruitment processes and data capture guide Querying, importing and exporting recruitment data Working with recruitment data Setting up template letters with the RTF editor Set-up company roles, positions and profiles Appointing recruits 26 August 2011 Scheduling events, reminders and reporting on recruitment data P a g e | 20 Human Resources Information Proposal IX. Absalom Systems Support The Annual License fee includes unlimited telephone support for all trained users. Where possible support is provided via Remote Desktop for more cost-effective query resolution. We recommend bi-annual site visits to install any SmartHR upgrades and to audit data for accuracy and completeness. Refresher training will also be provided for existing users. X. SmartHR Technical Environment SmartHR is designed to run in a Microsoft® Windows® environment. Hardware and Software Requirements SmartHR is a Microsoft Windows application that requires a minimum of Microsoft Windows XP Professional or above on end-user workstations. SmartHR also requires a server capable of hosting a Microsoft SQL Server 2000 database or above. Work Station Database Server Minimum Pentium II 350 MHz CD ROM drive Pentium III 800MHz CD ROM drive Recommended Pentium, IV 2.4 GHz CD ROM Drive Xeon 2.4 GHz CD ROM Drive Minimum Windows XP Professional Windows 2000 Server (with SP4) or Windows 2003 R2 Recommended Windows XP Professional, Vista or Windows 7 Windows Server 2005 Standard Edition 128 MB RAM (XP) 1Gb RAM (Vista) 2 Gb RAM 512 MB RAM (XP) 2 Gb RAM (Vista) 4 Gb RAM Minimum 1 Gb 10 Gb Recommended 5 Gb 30 Gb Hardware Operating System Memory Minimum Recommended Available Disk Space 26 August 2011 P a g e | 21 Human Resources Information Proposal XI. Database System SmartHR features three database options: Microsoft® SQL Server 2000 (With SP4) Microsoft® SQL Server 2005 or SQL 2005 Express Microsoft® SQL Server 2008 or SQL 2008 Express The MS SQL Server 2005 is the option recommended. MS SQL Server 2005 is required if the client purchases the workflow component of the browser-based Employee/Manager Self Service system. With this database option, the client will need to provide the Microsoft® SQL Server 2005 single processor license at their expense. As many computers as required can connect to the application. Please note: it is not necessary to purchase CALs when a SQL processor license is purchased. We recommend that the databases run on a dedicated server or a server that will otherwise require only infrequent access by other applications. However, if a high capacity server is used, a dedicated server is NOT required and the SQL server may contain other databases without affecting performance. This means that the SQL database may reside on a server currently in place. The MS SQL Express database option is generally used when the client wants to avoid purchasing an SQL Server license. Microsoft SQL Express is a free, redistributable version of SQL Server that can be downloaded from the Microsoft SQL Server Web site. The Express version incorporates the same functionality as the SQL Server database version including workflow. Please be aware of the size limitations of SQL Express. Local Area Networks (LAN) SmartHR can be installed in the following network environments: Microsoft® Windows (TCP/IP), Microsoft® Terminal Services and Citrix® Wide Area Networks (WAN) Clients considering operating SmartHR in a WAN environment must ensure sufficient communication speeds. Alternatively, a Microsoft® Terminal Server environment can be considered. Standard Reports SmartHR Standard Reports is delivered using Crystal Reports 10. The runtime library for this built-in reporting functionality is provided as part of SmartHR at no cost to the client. The client may also wish to purchase a Crystal Reports License to create additional reports from the SmartHR database. It is also possible for the client to extract data to use in its reporting tool of choice. Employee/Manager Self Service System The Employee/Manager Self Service system (EMSS) is a browser-based Microsoft .Net system. It is recommended that the EMSS system be installed on a dedicated Web server machine. If this is not possible, it is preferable that the server containing both database and Web system be a dual processor server to optimise performance, as per Microsoft Web 26 August 2011 P a g e | 22 Human Resources Information Proposal deployment standards. The EMSS system must be installed on a .Net compliant server, but can reside alongside other Web applications without any degradation in performance. Please note that .Net only runs on a Windows 2000 server or higher. The EMSS system cannot be installed on a NT 4.0 server. Details about making your server .Net compliant can be found at http://www.asp.net. These components are free from Microsoft and can be downloaded from the Microsoft Web site. The components are standard on Windows XP and Windows Server 2003. Work Station Server Minimum Pentium III 800MHz CD ROM drive Pentium 4 2.8Ghz Hyper Threading technology Recommended Pentium IV 2.4 GHz CD Rom Drive Xeon 2. 4 GHz CD Rom Drive Minimum Windows XP Professional Windows 2000 (with SP4) Server or Windows 2003 R2 Recommended Memory Minimum Windows 7 Windows server 2008 R2 512 MB RAM 2 Gb RAM 2 GB RAM 4 Gb RAM Microsoft Internet Explorer 6 or higher Min Internet Information Services 5.1 (the min version installed on XP or above, or Server 2000 with SP4 or above) Hardware Operating System Recommended Software Minimum Recommended Microsoft Internet Explorer 8 Available Disk Space Minimum 50 MB Recommended 26 August 2011 1 GB Internet Information Services 6.0 500 MB 5 GB P a g e | 23 Human Resources Information Proposal XII. SmartHR References and Clients Client Name Reference Contact Industry # Sites Employees (Construction) 8 sites 20 000 Theunis Eloff +27 (0)11 506 1000 SAB International (Brewing) 8 sites (Africa) 3 500 Wayne Woodlands +27 (0)11 407 1700 DHL Supply Chain (SA) (Logistics) 1 site 1700 Barbara Kemp +27 (0)11 723 0177 Continental Outdoor Media (Media) 1 site Grinaker-LTA Group 26 August 2011 Contact Number 500 Hannes Viljoen +27 (0)11 348 1800 P a g e | 24