arval’s hr and payroll solutions for education. payment and payslip options _____ 57 8.13....

Carval Computing Ltd, Interchange Business Centre, Howard Way, Newport Pagnell MK16 9PY Web: www.carval.co.uk | Tel: 01908 787700 | Sales: 01908 787662 | Email: [email protected]

Carval’s HR and Payroll Solutions for Education

http://www.carval.co.uk/

Carval Computing Limited Tel: 01908 787700 Email:[email protected] Web: www.carval.co.uk

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Contents

1. Carval at a glance ................................................................................................................................................. 7

1.1. Key facts ________________________________________________________________________________ 7

1.2. Software and services for education _________________________________________________________ 7 1.2.1. Human Resources .......................................................................................................................................... 7 1.2.2. Payroll and pensions ...................................................................................................................................... 8 1.2.3. Integration and interface options .................................................................................................................. 8

1.3. Clients __________________________________________________________________________________ 9

1.4. Testimonials _____________________________________________________________________________ 9

2. Carval HR Unity – solution overview ................................................................................................................... 11

2.1. Overview ______________________________________________________________________________ 11

2.2. Our products ___________________________________________________________________________ 11

2.3. What makes our software different? ________________________________________________________ 12 2.3.1. Integration ................................................................................................................................................... 12 2.3.2. Multi-company post-based structure .......................................................................................................... 12 2.3.3. Flexible and future-proof ............................................................................................................................. 13 2.3.4. Cost-effective ............................................................................................................................................... 13 2.3.5. HMRC enhanced recognition ....................................................................................................................... 14

2.4. Purchase and installation options __________________________________________________________ 14

2.5. Product architecture _____________________________________________________________________ 14

2.6. Our services ____________________________________________________________________________ 15

2.7. Complementary products _________________________________________________________________ 15

3. Customer Services .............................................................................................................................................. 16

3.1. The implementation process ______________________________________________________________ 16

3.2. Ongoing support ________________________________________________________________________ 17

3.3. Account management ____________________________________________________________________ 17

3.4. Training _______________________________________________________________________________ 17

3.5. Upgrades ______________________________________________________________________________ 18

3.6. User groups ____________________________________________________________________________ 18

3.7. Bespoke work __________________________________________________________________________ 18

3.8. Software hosting ________________________________________________________________________ 18

3.9. Outsourced payroll services _______________________________________________________________ 18

4. Organisational structure - the heart of Carval HR Unity ...................................................................................... 19

4.1. Organisational structure __________________________________________________________________ 19

4.2. Policies and rules ________________________________________________________________________ 19

4.3. Posts __________________________________________________________________________________ 19

4.4. Multi-level security ______________________________________________________________________ 20

5. HR Software – Carval Unistaff............................................................................................................................. 21

5.1. Overview ______________________________________________________________________________ 21


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5.2. Dashboard _____________________________________________________________________________ 21

5.3. Adding new employees ___________________________________________________________________ 22 5.3.1. From recruitment module ........................................................................................................................... 22 5.3.2. New employee wizard ................................................................................................................................. 22 5.3.3. Multiple posts .............................................................................................................................................. 22

5.4. Company details ________________________________________________________________________ 23 5.4.1. Company ...................................................................................................................................................... 23 5.4.2. Skills ............................................................................................................................................................. 23 5.4.3. Key dates ...................................................................................................................................................... 23 5.4.4. Contractual .................................................................................................................................................. 24 5.4.5. Identification ................................................................................................................................................ 24 5.4.6. Absence ........................................................................................................................................................ 24 5.4.7. Pensions ....................................................................................................................................................... 25 5.4.8. Work schedules ............................................................................................................................................ 25 5.4.9. Payroll details ............................................................................................................................................... 25

5.5. Employee details ________________________________________________________________________ 26 5.5.1. Personal details ............................................................................................................................................ 26 5.5.2. Pictures and documents .............................................................................................................................. 26 5.5.3. Qualifications and languages ....................................................................................................................... 26 5.5.4. Absence and lateness .................................................................................................................................. 27 5.5.5. Employee performance ............................................................................................................................... 27 5.5.6. Company benefits ........................................................................................................................................ 27 5.5.7. Health and safety ......................................................................................................................................... 28 5.5.8. Travel ........................................................................................................................................................... 28 5.5.9. Employee history ......................................................................................................................................... 28 5.5.10. Employment checks ................................................................................................................................ 29 5.5.11. Driver information................................................................................................................................... 29 5.5.12. Leavers .................................................................................................................................................... 29 5.5.13. Working time directive ............................................................................................................................ 30

5.6. User defined screens _____________________________________________________________________ 30

5.7. Performance review _____________________________________________________________________ 31 5.7.1. Overview ...................................................................................................................................................... 31 5.7.2. Performance marking .................................................................................................................................. 31 5.7.3. Performance reviews ................................................................................................................................... 31 5.7.4. Performance reports and charts .................................................................................................................. 32

5.8. Training and development ________________________________________________________________ 32 5.8.1. Overview ...................................................................................................................................................... 32 5.8.2. Courses, suppliers and tutors ...................................................................................................................... 32 5.8.3. Exams ........................................................................................................................................................... 32 5.8.4. Employee training plans .............................................................................................................................. 33 5.8.5. Training needs and requests ........................................................................................................................ 33 5.8.6. Scheduling training events ........................................................................................................................... 33 5.8.7. Evaluation and review .................................................................................................................................. 34 5.8.8. Professional development ........................................................................................................................... 34 5.8.9. Training reports and charts .......................................................................................................................... 34

5.9. Recruitment ____________________________________________________________________________ 35

5.10. Reporting ______________________________________________________________________________ 35 5.10.1. Standard reports and charts ................................................................................................................... 35 5.10.2. Report wizard .......................................................................................................................................... 35 5.10.3. Report scheduler ..................................................................................................................................... 36 5.10.4. Quick enquiry utility ................................................................................................................................ 36 5.10.5. Mail merge .............................................................................................................................................. 36

5.11. Workflow and process automation _________________________________________________________ 36 5.11.1. Triggers and alerts ................................................................................................................................... 37


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5.11.2. Built in workflows .................................................................................................................................... 37 5.11.3. Custom workflows................................................................................................................................... 37

5.12. Wizards and tools _______________________________________________________________________ 37

6. Manager and Employee Self Service Software .................................................................................................... 38

6.1. Overview ______________________________________________________________________________ 38

6.2. Features for employees ___________________________________________________________________ 38

6.3. Features for managers ___________________________________________________________________ 38

6.4. Dashboard interface _____________________________________________________________________ 39 6.4.1. My summary ................................................................................................................................................ 40 6.4.2. My status ..................................................................................................................................................... 40 6.4.3. My tasks ....................................................................................................................................................... 40 6.4.4. My employees / My team ............................................................................................................................ 41 6.4.5. Team status .................................................................................................................................................. 41 6.4.6. Company messages ...................................................................................................................................... 41

6.5. Security and set-up ______________________________________________________________________ 42 6.5.1. Administration ............................................................................................................................................. 42 6.5.2. Security and Settings.................................................................................................................................... 42 6.5.3. Look and Feel ............................................................................................................................................... 43 6.5.4. Auditing ........................................................................................................................................................ 43

6.6. HR Unity Online mobile app _______________________________________________________________ 44

7. Recruitment solutions from Carval ..................................................................................................................... 45

7.1. Overview ______________________________________________________________________________ 45

7.1. Dashboard interface _____________________________________________________________________ 45

7.2. Vacancies ______________________________________________________________________________ 45

7.3. Application forms _______________________________________________________________________ 46

7.4. Applicants _____________________________________________________________________________ 46

7.5. Interviews _____________________________________________________________________________ 46

7.6. Job offer / acceptance ____________________________________________________________________ 47

7.7. Targets ________________________________________________________________________________ 47

7.8. Reports and charts ______________________________________________________________________ 47

7.9. Optional e-Recruitment __________________________________________________________________ 48

8. Payroll Software – Carval Uniwage ..................................................................................................................... 49

8.1. Overview ______________________________________________________________________________ 49

8.2. Integration options ______________________________________________________________________ 49

8.3. HMRC _________________________________________________________________________________ 49 8.3.1. HMRC enhanced recognition ....................................................................................................................... 49 8.3.2. Government Gateway .................................................................................................................................. 50

8.4. Dashboard _____________________________________________________________________________ 50

8.5. Pay groups _____________________________________________________________________________ 51 8.5.1. Unlimited pay groups ................................................................................................................................... 51 8.5.2. Pay group details.......................................................................................................................................... 51 8.5.3. Payroll group options ................................................................................................................................... 52

8.6. Inputs _________________________________________________________________________________ 52 8.6.1. Simple input ................................................................................................................................................. 52


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8.6.2. Flexible input................................................................................................................................................ 52 8.6.3. Expense and mileage claims ........................................................................................................................ 52 8.6.4. Data import .................................................................................................................................................. 52 8.6.5. Quick calculations ........................................................................................................................................ 52

8.7. Deductions _____________________________________________________________________________ 53 8.7.1. Deduction codes and types .......................................................................................................................... 53 8.7.2. Pensions and auto-enrolment ..................................................................................................................... 53 8.7.3. Attachments of Earnings .............................................................................................................................. 53

8.8. Employees _____________________________________________________________________________ 54 8.8.1. Employee details .......................................................................................................................................... 54 8.8.2. Multi-posts ................................................................................................................................................... 54 8.8.3. Pay details .................................................................................................................................................... 54 8.8.4. Absence ........................................................................................................................................................ 54 8.8.5. Fixed deductions and inputs ........................................................................................................................ 55 8.8.6. Bank details .................................................................................................................................................. 55

8.9. Statutory and company pay schemes _______________________________________________________ 56 8.9.1. SSP................................................................................................................................................................ 56 8.9.2. SMP, SPP, SAP and ShPP .............................................................................................................................. 56

8.10. Expenses and benefits ____________________________________________________________________ 56

8.11. Payroll processing _______________________________________________________________________ 57

8.12. Payment and payslip options ______________________________________________________________ 57

8.13. Powerful reporting and enquiries __________________________________________________________ 58

8.14. Payroll bureau software for accountants and payroll service providers ____________________________ 58

9. Outsourced payroll services ............................................................................................................................... 59

9.1. Overview ______________________________________________________________________________ 59

9.2. Service levels ___________________________________________________________________________ 60

9.3. Outsourced payroll service comparison chart _________________________________________________ 61

10. Time & Attendance Software – Carval Unitend .................................................................................................. 62

10.1. Overview ______________________________________________________________________________ 62

10.2. Integration options ______________________________________________________________________ 62

10.3. Data capture or “clocking” ________________________________________________________________ 63

10.4. Shifts and rotas _________________________________________________________________________ 63 10.4.1. Shift patterns ........................................................................................................................................... 63 10.4.2. Building shifts and rotas .......................................................................................................................... 64 10.4.3. Workforce planning ................................................................................................................................ 64 10.4.4. Policies and rules ..................................................................................................................................... 64 10.4.5. Flexitime .................................................................................................................................................. 64 10.4.6. Annualised hours .................................................................................................................................... 64 10.4.7. Zero hours ............................................................................................................................................... 64

10.5. Employees and supervisors ________________________________________________________________ 65 10.5.1. Adding new employees ........................................................................................................................... 65 10.5.2. Personal details ....................................................................................................................................... 65 10.5.3. Time and attendance details ................................................................................................................... 65 10.5.4. Absence details ....................................................................................................................................... 66 10.5.5. Skills ......................................................................................................................................................... 66 10.5.6. Supervisors .............................................................................................................................................. 66

10.6. Absence management ___________________________________________________________________ 66 10.6.1. Overview ................................................................................................................................................. 66


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10.6.2. Absence input ......................................................................................................................................... 67 10.6.3. Fit notes .................................................................................................................................................. 67 10.6.4. TOIL ......................................................................................................................................................... 67 10.6.5. Absence reporting ................................................................................................................................... 68

10.7. Holiday management ____________________________________________________________________ 68 10.7.1. Detailed parameter setting ..................................................................................................................... 68 10.7.2. Booking and authorisation ...................................................................................................................... 68 10.7.3. Statutory holidays ................................................................................................................................... 68 10.7.4. Global absences ...................................................................................................................................... 69

10.8. Accurate payroll data ____________________________________________________________________ 69

10.9. Timesheets and workforce management ____________________________________________________ 69

10.10. Real time presence monitoring ____________________________________________________________ 69

10.11. Information for management _____________________________________________________________ 70

10.12. Information for employees ________________________________________________________________ 70

10.13. Health and safety _______________________________________________________________________ 70

11. Roster module .................................................................................................................................................... 71

11.1. Overview ______________________________________________________________________________ 71

11.2. Features _______________________________________________________________________________ 71

12. Online timesheets and timesheet software from Carval ..................................................................................... 72

12.1. Overview ______________________________________________________________________________ 72

12.2. Accessible from anywhere ________________________________________________________________ 72

12.3. Keep track of clients, employees, projects and activities ________________________________________ 73 12.3.1. Clients ...................................................................................................................................................... 73 12.3.2. Employees ............................................................................................................................................... 73 12.3.3. Managing Activities and Projects ............................................................................................................ 73

12.4. Absence management ___________________________________________________________________ 73

12.5. Expense and mileage claims _______________________________________________________________ 73

12.6. Produce accurate payroll data _____________________________________________________________ 74

12.7. Automatic calculation of invoices and reports ________________________________________________ 74

12.8. Project Timer ___________________________________________________________________________ 75

13. Access control systems and door entry systems from Carval .............................................................................. 75

13.1. Overview ______________________________________________________________________________ 75

13.2. Flexible and competitively priced access systems ______________________________________________ 75

13.3. Wide choice of security solutions ___________________________________________________________ 75

13.4. Powerful and easy-to-use software _________________________________________________________ 75


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1. Carval at a glance

1.1. Key facts

Carval Computing Limited develops, sells and supports the Carval HR Unity software range. HR Unity is currently the only truly integrated HR, Payroll, Time & Attendance and Employee Self Service software solution available on the UK market today i.e. it operates from a single database and is written by a single supplier. Our solutions are used to manage HR and process payroll for well over a hundred schools, academies and colleges across the UK. Carval also provides outsourced payroll bureau services. Here are some key facts and figures:

Providing HR Solutions since 1986

Profitable & stable

Head Office in Plymouth

Sales/Support Office and Training Centre near Milton Keynes

Over 300 Installations in the UK

CIPP and CIPD qualified consultants

Prince2 qualified project managers

Investor in People

1.2. Software and services for education

Carval HR Unity provides all the tools you need to manage human resources, payroll and pensions in individual or groups of schools and academies. The range includes dedicated HR and Payroll software modules, time and attendance management and employee self-service options which can be implemented in a combination to suit your needs. We also offer an outsourced payroll service for schools and optional HR advice and support packages.

Complete integration means data is only ever entered once – be that by an employee, manager, HR or payroll –so creating reports, sharing information and automating processes is simple and improves policy adherence. Benefit from regular upgrades with new features and legislative updates.

1.2.1. Human Resources

Carval’s Unistaff HR Software provides all the tools you need for efficient and effective HR management. Its use will help increase administration efficiencies, reduce operating costs and provide immediate access to accurate information for strategic analysis.

Key features of Carval's HR software for education:

Recruitment

Pre-employment checks

Holiday and absence management

Training and development

Performance management

Workflow tools

Reporting including workforce census return and single central record


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Employee self-service and mobile apps

Time and attendance management options

Interface with SIMS or iSAMS (if required)

Optional support and advice packages available

Carval's solution has been designed to meet the needs of primary/secondary schools as well as tertiary and higher education establishments. It is also a proven solution for independent schools.

Carval HR Unity uses the latest proven technology, with apps for mobile devices, and can be installed in-house or hosted at our secure UK datacentre.

1.2.2. Payroll and pensions

Carval’s Uniwage payroll software is an incredibly flexible multi-company solution (so you could offer payroll services to other schools in your trust if you so wish). It offers the reassurance of HMRC Enhanced Recognition and includes everything you need to process the most complex payrolls in line with ever-changing legislation including auto-enrolment, efficiently and accurately.

Key features of Carval's payroll software for education:

HMRC enhanced recognition

Handles unlimited companies/schools

Handles employees with multiple posts with split-costing, aggregation of NI and a single payslip across all employments

Term-time only working

Teachers pay spines

All statutory deductions, TPS, LGPS and special allowances

Monthly and annual pensions reports

Local Authority returns

Link to Teachers’ Pensions Online (ASR/MDC)

1.2.3. Integration and interface options

Carval HR Unity works with the systems that your school already has in place to help you work efficiently, including:

Microsoft® Office

Any MAPI-compliant email system

Transfer to Finance systems via Excel, CSV, COM, ADO or ODBC Connectors

Sage Line 50 Payroll

Capita SIMS

iSAMS

Progresso

Carval HR Unity is also available on the Government’s Digital Marketplace, G-Cloud 8 platform as part of the newly launched Peloton Service from PricewaterhouseCoopers (LLP) PwC. Peloton is a best of breed offering

https://www.digitalmarketplace.service.gov.uk/g-cloud/services/473792330397980


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bringing together PwC, Carval, Sage and iSAMS to provide a cloud-based integrated solution covering everything from Finance through HR to Management Information. PwC’s implementation service unlocks the value of the systems to help drive down the cost of administration and improve educational attainment.

1.3. Clients

Carval works with an ever increasing number of schools, colleges, academies, multi-academy trusts and school business service providers providing HR software, Payroll software and outsourced payroll services..

A few of Carval’s education clients:

1.4. Testimonials

Harlow Education Consortium

“Thanks to Carval’s Uniwage Payroll software we have been able to expand our payroll business. We know that schools and academies want a low cost service that is flexible, understands the reality of life in schools and works to tight deadlines. Our feedback shows 100% satisfaction with the service that we provide. Carval was one of the few vendors with whose system we who could produce one payslip and we can aggregate our National insurance payments. Our previous supplier said their system could do this, but in reality they couldn’t deliver.”

Mossbourne Community Academy

“We needed a new system as our existing processes didn’t have the flexibility to meet legislation changes, particularly with our expansion plans. Carval’s solution did a lot more than other systems that we looked at. We liked the Self-Service aspect and the integrated nature of Payroll and HR, which will save us time and reduce rekeying errors. The HR functionality is important in helping us to comply with legislation, including safeguarding children, and for our workforce census return to the Department for Education. We were impressed with the range and flexibility of HR Unity for day-to-day monitoring and the recruitment of staff. The Self-Service option will help us streamline staff absence and we will be able to produce significantly improved reports to our Senior Leadership Team and Board of Governors.”


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Oakbank School

“We were looking for a new payroll system and came across Carval which as well as being able to manage a typically complex education payroll, were also able to provide a range of fully integrated HR software. Carval’s system is really user friendly and we can now provide more timely and relevant absence information for the leadership team. Our old system took a long time to draw the different data together. Using the new system we have made significant time savings, plus we have much more accurate data, which means fewer queries and errors to fix”


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2. Carval HR Unity – solution overview

2.1. Overview

Carval HR Unity is a range of specialist software solutions for HR and Payroll professionals. It is designed to simplify and unify every aspect of Human Resource Management for thousands of employees across multiple companies. It combines ease-of-use and an attractive user interface with rich functionality, inherent flexibility and powerful tools to standardise and automate processes. Its use will help increase administration efficiencies, reduce operating costs and provide immediate access to accurate information for strategic analysis.

2.2. Our products

Carval HR Unity is designed to simplify and unify every aspect of Human Resource Management for thousands of employees across multiple companies. It combines ease-of-use and an attractive user interface with rich functionality, inherent flexibility and powerful tools to standardise and automate processes. Its use will help increase administration efficiencies, reduce operating costs and provide immediate access to accurate information for strategic analysis. The Carval HR Unity range comprises:

Unistaff – HR Software, including:

o Recruitment and optional e-Recruitment

o Training and Development

o Absence Management

o Reporting

o Workflow

Unity Online – Manager & Employee Self Service Software

Unity Online Mobile app – for iOS and Android

Uniwage - Payroll Software, including:

o Multi-company functionality

o Pensions administration and auto-enrolment

o Expenses and benefits

o Electronic Payslips, P60s and P11Ds

Carval Payroll Services

Unitend – Time & Attendance Software, including:

o Flexible clocking solutions including browser, biometrics and Smart Phone apps

o Annualised hours, flexi-time and shift-based

o Holiday and absence management

o Carval Clocking app – for iOS and Android

Timesheet module – for cost and project management

Roster module – to allocate the most appropriate employees based on skills and availability

Carval HR Unity can be installed in-house on existing Windows platforms or hosted if preferred.


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Carval’s HR Software, Payroll Software and Time & Attendance Software modules are complete and highly-effective standalone systems. However they can be implemented in a combination to suit your needs and then additional modules added as those needs change.

2.3. What makes our software different?

2.3.1. Integration

Carval is currently the only supplier in the UK offering the level of integration and breadth of functionality across HR, Payroll and Time Management that Carval HR Unity provides. Across all our modules everything is on a single SQL database written by a single supplier. This means:

Users only enter data once.

Information added is immediately available throughout the whole system (subject to security permissions).

Processes can be automated across functions.

Across-function reporting is readily achieved.

2.3.2. Multi-company post-based structure

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. It can be customised so it’s in line with your employment policies on every issue, and you can create custom screens and fields according to your needs.

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. And 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.

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


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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 with in 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.

2.3.3. Flexible and future-proof

Whatever the future holds for your organisation in terms of growth, acquisitions and contractual changes, the software has the flexibility to cope with it. Carval’s solutions are designed to be inherently flexible so that they can meet the needs of a variety of different types of organisation without having to make bespoke changes. However our end to end process control gives us the flexibility to deliver bespoke amendments and additions with relative ease when required. What’s more, Carval’s commitment to Carval’s commitment to ongoing development and regular upgrades ensures you will continue to benefit from both legislative and functional updates. This means that you will always be using the latest commercially available version of our HR Software making the purchase a totally future-proof choice.

2.3.4. Cost-effective

Carval’s Unistaff HR module includes a variety of features as standard that you would often find you would need to pay extra for with competitive solutions, including:

Recruitment

Training & development

Performance management

Health and safety

Workflow

Reporting and analytics

Expenses and benefits


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2.3.5. HMRC enhanced recognition

Carval’s Uniwage Payroll module has HMRC Enhanced Recognition (formerly being both HMRC Payroll Standard and Pensioner Payroll Standard accredited). It is renowned for its flexibility and Carval supports more In-Year and End-of-Year forms than any other payroll system supplier bar HMRC itself. Carval has received special recognition from HMRC for the incredibly low error rates that our users experience.

2.4. Purchase and installation options

Carval HR Unity is a SQL-based solution that can be installed on your existing Windows infrastructure or hosted on the Carval Cloud. We can also offer finance arrangements to help you spread the cost. Here are the options:

Purchased outright and installed on your existing Windows infrastructure

The most popular method for implementing Carval HR Unity is to have it installed on your existing Windows infrastructure. The solution is not IT-intensive to maintain and can utilise both Microsoft terminal services and Citrix, making it straightforward to deploy and maintain.

Purchased outright and hosted on the Carval Cloud

If your company is looking to minimise its IT foot print, or if you would prefer Carval to take care of everything for you, then a hosted solution may be right for you. Carval works with a specialist data centre in the UK to offer secure hosting services, which are paid for monthly (minimum 3 year term).

Leased and installed on your existing Windows infrastructure

Carval’s leasing option allows you to “lease” the software over a period of years, typically 3-5, thereby avoiding large up-front costs. Rather than paying for services in one payment in advance and then an annual fee for software and support, we split the whole cost over the license period. This means a lower up front cost. At the end of your lease period you can either walk away or extend your contract for a further number of years.

Leased and hosted on the Carval Cloud

Carval’s leasing option is an alternative to SaaS. It allows you to “lease” the software over a period of years, typically 3-5, thereby avoiding large up-front costs. Rather than paying for services in one payment in advance and then an annual fee for software, support and hosting, we split the whole cost over the license period. This means a lower up front cost and lower IT overheads. No server, no server software licenses – just a monthly payment to Carval and we take care of everything. At the end of your lease period you can either walk away or extend your contract for a further number of years.

2.5. Product architecture

Carval HR Unity’s technical environment provides a solid foundation for extensive functionality, scalability, security and usability:

Audit – Carval’s comprehensive and definable audit facilities meet the demanding needs of system administration, monitoring access to the sensitive information held within HR, Payroll and Time and Attendance

Security - Flexible facilities allow control right down to record and field level. Carval can be devolved to departmental staff with the full confidence that access to sensitive information is easily managed.

Business critical computing – Carval HR Unity is a scalable system for enterprise-wide deployment. It provides the functionality and ease of use normally associated with much more expensive systems.

Multi-tier Client-Server – Carval offers flexible deployment support using Microsoft SQL Server relational database management systems. Can be deployed in both a 32bit and 64bit environment.


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Component interaction – Carval supports all the major models such as ODBC and COM using components with confidence and effectively future proofing Carval from changes in component technology. Carval also integrates with Microsoft Office and popular email facilities.

Web-based self-service – Carval provides genuinely scalable and open Employee and Manager Empowerment facilities, delivered using the latest technologies. Extended security model, audit and workflow are integrated into the web-based self-service system.

2.6. Our services

To complement our software we also offer the following services:

Outsourced payroll bureau service

Software hosting

Training

Support

Bespoke development

2.7. Complementary products

To complement our software we also offer:

The latest time & attendance data capture hardware and consumables

Payslips printing machines, sealers and payslips.


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3. Customer Services

3.1. The implementation process

Successfully implementing a new Human Resource Information System requires planning, time and commitment. But you won’t be doing it alone. The Carval team are qualified HR, Payroll and IT professionals, equipped with years of practical experience. They understand your business needs and will support you every step of the way, from initial demonstration, through implementation and beyond to help you meet your project objectives.

In order to understand your needs we like to take the time to discuss how you work now and what changes you are hoping to make. We can offer ad hoc help and guidance, consultancy services or full project management according to your requirements and budget. We can also offer a flexible range of leasing options to make that budget go further.

The key to the success of any project is drawing up a mutually acceptable project plan with tasks and responsibilities delegated and measured against agreed timeframes. Carval Computing Limited offers full Prince2 project management services with a nominated point of contact being given to oversee all aspects of the project.

You will be allocated a dedicated Project Manager to coordinate and oversee all aspects of your implementation. Your Project Manager will work with a responsible person from your team to develop a realistic plan for your company. This will cover the entire implementation process and take into account your exact configuration requirements and the availability of your HR and Payroll team.

Typically the time from initial planning meeting to “going live” is around 12 weeks, allowing for 2 parallel payroll runs. This allows key members of your project team to schedule the necessary time around their other business commitments, as we will require commitment that sufficient resources will be made available within the timescales allowed.

The plan will be complex and will contain the relevant topics from the following list represented on a Gantt chart showing agreed timescales:

Site preparation

Training

Consultancy days

Hardware delivery

Hardware commissioning/testing

Software installation

Software implementation

Acceptance testing

Data preparation

User training

Review meetings


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3.2. Ongoing support

Carval’s Customer Support Department is based in Milton Keynes and draws upon the experience of a team of thirteen qualified HR, Payroll and IT professionals. Modern technology and dial in facilities are utilised by the support team to ensure a rapid response to client queries. Carval’s Support Team is available to assist with customers’ difficulties between the hours of 09:00 and 17:00 Monday to Friday, excluding statutory holidays in England and Wales. Out of hours support contracts are available upon request. Support is provided via the following mechanisms:

Telephone

Email

Internet

Remote dial-in

On-site

Regular e-newsletters

Eighty-eight per cent of all support calls are cleared with 1 hour and our clearly defined escalation procedures ensure that we have never once had a non-processed payroll.

3.3. Account management

Each Carval client benefits from the services of a dedicated Account Manager. While our helpdesk team are on hand to deal with day-to-day enquiries, your Account Manager is your central point of contact here at Carval. Their role is to keep the lines of communication open and to work with you to ensure that you are getting the most out of your Carval HR Unity software.

Site Visits

Your Carval Account Manager can visit your site on a regular basis completely free of charge. Their objective is to help you get the best from your system through advice and support.

Regular e-newsletters

Carval issues a monthly e-newsletter called Carval CommUnity. This provides company news, advice about getting the best from your system, access to downloads and news about new features being developed.

New features and modules

The Carval HR Unity range is constantly evolving. With each of Carval’s regular upgrades your existing solution will grow in functionality. You may also wish to benefit from additional modules as your business needs change. Our Account Management team can discuss any features that you are not using or have not purchased so you can assess their value to you.

3.4. Training

Carval’s Training Centre is also based in Milton Keynes. We run a regular programme of training courses and one day workshops for new and experienced users alike. We can also offer on-site training if required – subject to availability and quotation.


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3.5. Upgrades

Carval’s clients continue to receive regular free upgrades, both legislative and functional, making Carval HR Unity a truly future-proof choice. Carval is committed to the on development of the HR Unity range and the functionality that goes into each upgrade will take into account:

HMRC

Legislation

Bespoke

User Group Requests

WIBNI’s (Wouldn’t it be nice if)

3.6. User groups

Carval runs a National User Conference annually. In addition there are a number of user-led groups, throughout the UK. Software User Group Meetings are a great opportunity to learn how to get the most from your HR software, to network with the Carval team and other users, and to have a say in the on-development of the Carval HR Unity range.

3.7. Bespoke work

Carval’s solutions are designed to be inherently flexible so that they can meet the needs of a variety of different types of organisation without having to make bespoke changes. However our end to end process control gives us the flexibility to deliver bespoke amendments and additions with relative ease when required. We are happy to quote for your specific requirements.

3.8. Software hosting

Carval HR Unity can be installed locally on your existing Window platforms or hosted externally. Carval Computing Limited work with a professional Data Centre, based in the UK, to offer clients that wish to minimise their IT footprint an affordable and secure hosting service. This Data Centre has been architected to deliver the maximum system uptime, security and reliability, including:

Data security

Comprehensive back-up service

99.9% uptime/system availability guarantee

File restore guarantee

Disaster recovery guarantee

3.9. Outsourced payroll services

Whether you are a small business or have many hundreds of employees, paying your people accurately, on time and in line with ever-changing legislation can be an onerous task. Carval can help lighten the load with a flexible range of payroll services and solutions - leaving your time free to concentrate on core business activities. You can find out more about these in the dedicated section below.


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4. Organisational structure - the heart of Carval HR Unity

4.1. Organisational structure

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.

4.2. 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

4.3. 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

Temp/Fixed end date

Full Time

Essential car user

Allowances and benefits


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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

Salaried

Evaluation score

Training Plan

Self Service Profile

Post Hierarchy

Reports to post

Manager

Assistant

Obsolete

Additional features for Unistaff HR users:

Post skills

Post benefits

Post health checks

Post risk assessments

Post competencies and objectives

Disciplinary rules

Grievance rules

Capability rules

4.4. Multi-level security

Carval offers system administrators full control over the security of HR data, by extending security down to individual field level at three possible settings: Full Access, Read Only and No Access.


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5. HR Software – Carval Unistaff

5.1. Overview

For Human Resources Software that’s functionality-rich, flexible, future-proof and easy to use, look no further than Unistaff, part of Carval’s HR Unity range. This adaptable HR Software System features a host of versatile tools to standardise and automate your processes, increase administration efficiencies and make information much more readily available.

Features available include the ability to:

Maintain personal details.

Maintain employee/company details.

Maintain, enquire and report on: o job and contractual details o performance review management o training & development o qualifications & languages o recruitment o absence and lateness o employee performance o company benefits o accidents o travel o career history o leavers o track accreditation progression using the Accreditation (or NVQ) Wizard and NVQ tracking

tools

Produce around 100 standard reports plus unlimited user-defined reports (using a Wizard).

Produce user-defined screens (using an easy-to-use Custom Screens Wizard).

Maintain an Event scheduler that will send reminders as key dates loom.

Create custom workflows

Unistaff encompasses multi-level security that can be applied across the entire integrated HR Unity system. The security ranges from database level through company and department access down to field level security.

5.2. Dashboard

When opening the Unistaff module a noticeboard will be displayed providing the user with links to articles and personnel and payroll related information from the general Carval RSS feed. This can be switched off if desired.

Users can also set up a company dashboard where they can see at a glance their chosen key performance indicators displayed as charts and lists.


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5.3. Adding new employees

5.3.1. From recruitment module

Users can transfer a candidate straight through from our built-in Recruitment Module.

5.3.2. New employee wizard

Creating an employee record is incredibly simple with Carval’s New Employee Wizard or by transferring a candidate straight through from our built-in Recruitment Module.

5.3.3. Multiple posts

Unistaff also caters for employees with multiple posts with split costing and aggregation of earnings.


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5.4. Company details

5.4.1. Company

Maintain comprehensive details of where the employee fits within the organisation’s structure, their payroll details and more.

5.4.2. Skills

The Skills function in Unistaff enables you to:

Set up a list of criteria by which performance is to be measured within the company.

Record whether a person possesses a skill

Attach a grading to the skill

Assess skill levels to identify training needs in a Training Needs Analysis report

Perform a skills gap analysis

5.4.3. Key dates

Important dates on the employee’s record, though entered in different parts of the system, can be found together on the Key Dates screen. None of these dates are compulsory, but some are populated by Unistaff HR Software automatically after certain events. All of these dates can be used by the Event Diary Manager, which is Carval’s tool to automate processes and drive workflow.


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5.4.4. Contractual

Maintain comprehensive contractual details for the employee, including:

Contract

Notice periods

Salary details

Pay rates

Contract terms

Working times

Benefits

5.4.5. Identification

Record personal details, salutation and employment checks with links to any supporting documentation.

5.4.6. Absence

Absence Management is standard across the Carval HR Unity range, including Unistaff HR Software, with a host of tools to help you manage and control every type of absence.

Holiday scheme details and rules

Holiday allowance and balance

TOIL balance

Absence stage

Sickness for current, holiday and rolling year

Sick days and percentage since joining

Bradford score


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5.4.7. Pensions

Carval Unistaff provides the facility to keep track of each employee’s auto-enrolment status and eligibility and record any communications that they have been sent. (Users of our Uniwage Payroll module can automate the auto-enrolment process.) Facilities are provided to record and monitor when an employee is eligible to join company pension schemes and the date they joined (and left) them.

5.4.8. Work schedules

You can assign an employee to a Rota and Shift Pattern. The system will then reference this when calculating absence.

5.4.9. Payroll details

This read-only screen is available only where the Carval Payroll Module (Uniwage) is also in use. It enables HR departments to view some basic payroll information for each employee, including any statutory payments that have been processed.


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5.5. Employee details

5.5.1. Personal details

Record comprehensive details on each employee, including:

Personal details

Next of kin

Bank details

Equal opportunities

Medical details

Vehicle details

5.5.2. Pictures and documents

You can automatically record communications created using Carval’s mail merge facilities and also store any number of documents concerning an employee, such as Contracts of Employment, Job Description, Offer Letters, Disciplinary /Grievance documents etc. This means they are instantly available at the click of a button from within the personnel record. You can also store a picture of the employee.

5.5.3. Qualifications and languages

Record, monitor and maintain your employee’s qualifications and even professional accreditations with a handy wizard. Includes:

Language details

Academic qualification details

Vocational qualification details


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5.5.4. Absence and lateness

Absence and lateness can be entered by an HR Administrator or where Carval’s Unity Online Self-Service module is used the responsibility can be delegated to Line Managers if desired. You can see at-a-glance the absence stage an employee has reached and set triggered alerts to managers too. All absences can be veiwed on handy map.

Lateness details input

Absence details input

Toil earned input

Fit note input

Global absences

Employee absence map

5.5.5. Employee performance

The provision of adequate disciplinary and grievance policies is of vital importance to your company as the penalties for offences such as unfair dismissal are quite significant. Capability and Conduct functionality is also included for use where an employee’s performance needs to be monitored but where this has not yet reached a requirement for a disciplinary.

Grievance details input

Disciplinary details input

Capability details input

Purge lapsed disciplinary records

5.5.6. Company benefits

Unistaff HR Software offers the option of an Expenses and Benefits module. So you can record not only salary details but full details of any company benefits that an employee may be entitled to and that will be included on their P11D.

Total Reward Statement

See at-a-glance all the benefits that an employee has and add new ones. Select contribution levels and record P11d data all in one screen. Employees can also view a total reward statement via self-service, where used.

Carval can interface with a number of leading flexible benefits providers.


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5.5.7. Health and safety

Detailed accident reports can be recorded and linked to employee absence records with Unistaff, along with details of any resulting liability claims. Record any health checks that are required and ensure they stay current. Thorough risk assessments can be carried out via Employee Self-Service.

Accident details

Liability claims

Health checks

Risk assessments

5.5.8. Travel

Record details of any travel an employee has had to do and associated expense claims and payments.

5.5.9. Employee history

A history of every aspect of an employee’s history with your company is maintained to be viewed and reported on as required, including:

Career history

Education history

Medical history

Medical conditions

Flexible working requests

References

Previous employment

Maternity and paternity


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5.5.10. Employment checks

Record and maintain any necessary employment checks, including:

Passport

Visa

Certificate of sponsorship

Work permit

DBS

Evidence of ID

Disqualification from childcare

Document copies

5.5.11. Driver information

Everything you need to keep tabs on those employees who are required to drive as part of their job, including:

Driving license

Driving categories

Driving endorsements

Driver qualification card

DQC categories

5.5.12. Leavers

Upon making an employee a leaver the Carval system will:

Calculate the pro-rated leaving salary

Calculate pro-rated holiday salary

Alert you to any training investment repayable by the employee

Alert you to any company equipment requiring return.

Give you the option to create a vacancy for the post that the employee is leaving.

When an employee is set as a leaver, their employee records are not removed from the system. Instead that employee is marked as an ex-employee. If the employee returns to work for the company, you can simply reinstate them maintaining a full career history.


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5.5.13. Working time directive

Record, maintain and report on working hours for WTD:

Working hours input

Period end

Working hours report

5.6. User defined screens

You can create custom screens and fields according to your needs. These can be included in custom reports and made available via Self-Service but will not be affected by future upgrades. Many of the field names or labels in Carval can also be renamed to reflect common terminology employed in your company.


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5.7. Performance review

5.7.1. Overview

Unistaff HR Software includes a dedicated performance review module. This helps ensure appraisals are carried out objectively and on time through reminders, detailed analysis and process management.

Links to Unistaff’s Training Module enable any training or development needs identified to be recorded and tracks the fulfilment of this need through request to review.

5.7.2. Performance marking

Unistaff supports a range of review marking schemes including:

Ratings

Objectives

Competencies

5.7.3. Performance reviews

The results of an appraisal can be entered into the main HR database or by manager self-service with the facility for employee sign-off.

If hand-written forms are used, they can be scanned and attached as an image.

If Microsoft Word documents are used, they can be completed during the appraisal, agreed by the appraiser and the employee being appraised and then ‘linked’ to the employee’s appraisal record thereby reducing paperwork.


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5.7.4. Performance reports and charts

The Performance Review module includes a selection of standard reports and charts with flexible parameter setting, while others can be created using the in-built report writing wizard.

5.8. Training and development

5.8.1. Overview

Unistaff HR Software comes equipped with a comprehensive Training and Development Module at no additional cost. This includes everything you need to identify your employees’ training needs, deal with training requests from your staff and includes practical tools to help manage the administration of training courses and training budgets. Once courses have been completed, our HR Software will record the new skills obtained. Meanwhile, when the validity of a qualification (e.g. First Aid) is about to run out, the system will issue timely alerts.

5.8.2. Courses, suppliers and tutors

Define your courses (both one off and repeated), who will deliver them, the skills and qualifications that will be gained, the training plans that they will be part of, costs and more.

Suppliers

Tutors

Courses

Course skills and qualifications

Questionnaires

Training plans

Professional bodies

5.8.3. Exams

Where employees are required to take a series of professional exams in order to progress their career and perhaps pay, Carval’s training module provides a range of tools to manage this process and record progress towards goals, including:

Exam categories

Exam titles


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Exam sessions

Exam hurdles and rules

Exam details and tracking

5.8.4. Employee training plans

Define training plans and the courses that they encompass, assign them to specific employees and monitor progress towards meeting goals.

5.8.5. Training needs and requests

Users can record a training requirement on behalf of an employee:

A training “need” that is a longer term training objective that will often require the completion of a number of training courses.

A training “request” is a mechanism for an employee to request training in a particular skill or competency and specify a training course as part of that request. These are often initiated from the appraisal system, but may also arise as a result of some skill deficiency being identified.

These can also be initiated on line via self-service.

5.8.6. Scheduling training events

A range of tools are provided for:

Creating and scheduling individual or runs of training courses

Booking employees onto courses

Sending out communications

Attaching documents

Recording attendance

Recording progress, scores and award certificates

Automatically awarding skills and qualifications post-course


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5.8.7. Evaluation and review

A range of features to measure whether your training courses are delivering against objectives and at what cost:

Design and send course evaluation questionnaires for completion via self-service if used.

Record perceived benefits of the course

Record the overall cost of training

Record a summary of strengths, weaknesses, comments etc.

Record and review outcomes

Review whether personal and company objectives and whether they have been met.

5.8.8. Professional development

For employees who are part of a professional body and have a requirement to complete a specified number of units each year as part of the program of Continuous Professional Development:

Record professional memberships and fees

CPD and CPC units can be recorded and automatically allocated post course.

Facilities can also be made available to employees to do this via self-service.

5.8.9. Training reports and charts

The Training and development module includes a selection of standard reports and charts with flexible parameter setting, while others can be created using the in-built report writing wizard.


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5.9. Recruitment

To make light work of the recruitment process Unistaff includes a dedicated recruitment software module* at no additional cost. Our HR Software allows you to import candidate details, establish shortlists, note interview details, record assessment results and manage all communications. Successful candidates can be transferred to the main database with one click. Employees can apply for vacancies using Carval’s Unity Online Self Service module and we also offer an optional e-Recruitment module.

* For further details on our recruitment functionality please refer to the Recruitment Solution section.

5.10. Reporting

5.10.1. Standard reports and charts

Unistaff includes a huge suite of customisable standard reports and charts with flexible parameter setting including:

All aspects of HR

Absence

Company statistics

Graphs

Output to screen, printer or file

MS Office compatible outputs

5.10.2. Report wizard

A custom report writer is provided that supports interrogation of any field within the database (subject to the user’s security permissions).


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5.10.3. Report scheduler

If you need to provide regular reports to key people within your organisation then the in-built scheduled report wizard allows you send them automatically.

5.10.4. Quick enquiry utility

Carval’s handy quick enquiry tool enables users to choose from the most popular fields within Carval HR Unity and then simply output the data to a spreadsheet.

5.10.5. Mail merge

Use Carval’s handy wizard to create mail merge documents to send to individual or groups of employees or applicants. Produce mail merges using Microsoft® Word® document or template files to be printed, emailed or saved and these will be automatically stored against an employee’s record.

5.11. Workflow and process automation


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Unistaff HR Software includes a range of features to help make sure things within your company happen exactly when they should by automatically triggering processes and driving workflow.

5.11.1. Triggers and alerts

It can be set up using a handy wizard to react to any date related activity, for example appraisal dates, disciplinary follow-up dates and probation periods - by sending e-mails and alerts to specified employees and making entries in their Carval and Outlook calendars.

5.11.2. Built in workflows

Where Carval’s manager and employee self-service module is used the system will automatically route requests to the relevant individuals for authorisation and can also support multi-tiered authorisation processes if required.

5.11.3. Custom workflows

The ultimate streamlining tool, Carval’s HR Software includes a workflow module as standard. Create custom workflows to fit your company’s processes and monitor their progress quickly and easily.

5.12. Wizards and tools

Carval HR Unity includes a range of wizards and tools designed to help the user carry out routine tasks quickly and easily and keep track of changes. These include:

New employee wizard

Custom screen wizard

Report wizard

Professional accreditation wizard

Employee badge wizard

Salary modelling tool

Custom questionnaire

Menu activity log report

Audit trail report

HR Administration

Event diary manager

Internal notes system

HR noticeboard

Diary

Calculator


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6. Manager and Employee Self Service Software

6.1. Overview

Manager and Employee Self-Service offers a simple and cost-effective way to engage with your employees and drastically reduce the administrative burden on your HR team. It enables you to devolve responsibility for key tasks to employees and managers, and to provide them with instant and secure access to tailored information 24 hours a day from any device with internet access or via a mobile phone app. Unity Online is personalised to reflect your organisation's corporate identity and is a winner environmentally, helping your company reduce or even eliminate the HR paper trail. Some of the key features are listed below. Unity Online is designed for use with one or more of the three core modules from the Carval HR Unity software range (HR Software, Payroll Software or Time and Attendance Software) and the exact features present will depend upon the modules with which it is implemented.

6.2. Features for employees

The features that employees are able to access depend on the main Carval HR Unity modules that are in use (HR / Payroll / Time and Attendance) plus the permissions that administrators have given them. Here are just a few of the things that employees can do using Unity Online:

Keep personal information up to date

Update next of kin

Share workflow tasks

Access company communications and policies

Request holidays and other types of absence

Input TOIL

Enter accidents and near misses

Review Risk assessments

Review their competencies and objectives

Request and record training

Apply for vacancies

Access pay and benefit details including payslips, P60s and a Total Reward Statement

Submit expense and mileage claims

Complete timesheets

Record clock times

Complete questionnaires

Access a company telephone and email list

6.3. Features for managers


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The image above shows a typical Management menu although the actual configuration may vary from

company to company; each company’s Self Service Site Administrator has the capability to rearrange the

groupings and the items on the menu as well as renaming the menu items to something more suited to the

company.

Here are just a few of the additional features for managers available in Unity Online self-service:

Add a new employee

Confirm training

Access a ToDo list

Find emergency contacts

Area managers

Administer leavers

Manage payment requests

Start a new workflow

Approve time allocation

Manage sickness absence

Edit rosters

Confirm salary changes

Request a vacancy or confirm vacancy requests from others

Review vacancies

Review job applications

Manage performance reviews

Conduct capability and conduct reviews

Review training schedules

Authorise absence requests

Authorise TOIL requests

Authorise expense and mileage claims

Authorise timesheets

Authorise shift swaps

Run reports

6.4. Dashboard interface

The opening screen is a combination of a dashboard, a ‘To Do’ list, Quick Links to different parts of the system plus a link to employees reporting to you (if you are a manager) or to employees in your team. A series of menu options across the top provides the user with access points to different sections of the Self Service module.


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6.4.1. My summary

An at-a-glance overview of the user’s personal and work details plus the facility to send a system message, email or SMS to their manager.

6.4.2. My status

This shows the user some information about their next booked absence, their current holiday balance, and absence requests still awaiting approval. An overview of the status of expense and mileage claims is shown: still awaiting approval, awaiting submission for approval, and rejected. The stasus of timesheet approvals is also shown.

6.4.3. My tasks

If the user has management responsibility, this list will show them what tasks are outstanding in terms of reviewing and approving various requests, applications, and documents, along with quick links to go on and deal with the jobs outlined.


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6.4.4. My employees / My team

For managers this box will display the employees reporting into them with access to some of their information. For users who are not managers but are assigned to a team, then the other team members will be listed here. Drill down facilities take the user to summary information for that employee – subject to security permissions.

6.4.5. Team status

See at a glance who on your team is due in today, who’s on holiday and who’s unexpectedly absent.

6.4.6. Company messages

Company-wide messages can be included here and will be displayed to all users of Self Service.


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6.5. Security and set-up

6.5.1. Administration

The Carval Self Service application has been designed to run with Microsoft Internet Explorer and be part of a company’s intranet. It is connected to the Carval Human Resources database and so enables employees to make ‘real-time’ changes to their own data; this gives responsibility to employees to ensure their personal details in the Carval HR database are accurate. However your company’s Administrators will have detailed control over what employees can see, and do, via self-service. Linking users to their Windows login The Administrator can also use this page to make the link between the user’s Windows login and their record within the Carval HR Unity database. This means the system can be set up whereby users can log in using their Windows login details.

6.5.2. Security and Settings

The system administrator can specify and control everything to do with the system and how it works, including:

Set a timeout period for preventing sensitive information being left unattended on the screen.

Apply rules around password complexity and expiry

Lockdown the system for maintenance

Define permissions and authorisation processes

Send out messages to all users of the system

Set various controls for expense requests

Customise the dashboard/home screen

Set controls for payment requests and define the levels of approval required

Control where notification emails are sent

Nominate substitute managers


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6.5.3. Look and Feel

The Site Administrator and Web Administrator can determine the look and feel of Unity Online. The site title, footer text, default theme, system font and the colours of the various screen components can be amended.

6.5.4. Auditing

The system will automatically keep a record of when a user logs in and logs out. It will also perform a simple calculation showing the length of time a user was logged in. Administrators can view this log by selecting User Log in the Auditing group. The system also provides an Audit Trail report; this is a report of any changes that have been made to data in the system - not only within the Self Service module, but users can also view changes made through the other Carval HR Unity modules - HR (Unistaff), Payroll (Uniwage), T&A (Unitend).


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6.6. HR Unity Online mobile app

The HR Unity app complements Carval’s Unity Online Employee Self-Service module by making some of its most popular features available to your employees when they are out and about. The app, which is designed for both Android and iOS, has handy features for managers and staff too. Employees can:

Request an absence

View their absence history

Check their holiday, time off in lieu (TOIL) and flexitime balances

View the date of their next appraisal

View their HR Unity Online inbox Managers can: In addition to the features listed above managers can:

Approve and reject absence requests made by the team

View upcoming and historical absences for the team

View team member contact details, and contact them (via phone or text) from within the app

https://play.google.com/store/apps/details?id=com.carval.CarvalHR

https://itunes.apple.com/us/app/carval-hr-unity/id907487209?mt=8


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7. Recruitment solutions from Carval

7.1. Overview

Carval’s Unistaff HR Software includes a fully-integrated recruitment administration module as standard to simplify the recruiting process and make the management of candidate to employee to leaver to vacancy seamlessly efficient with intelligent and joined-up processes.

Successful candidates can be transferred from the Recruitment software to the main database with one click. Then when an employee leaves Carval’s HR Software offers the option of automatically creating a vacancy in the integrated recruitment software module, using the job description, skills, competencies relevant to the post.

Vacancies can also arise from:

A new post being created by HR

A new vacancy/post being requested by a manager with the relevant authorisation

Where Carval’s Unity Online self-service module is also used then vacancies can be made available for existing employees to apply for online and managers can also be directly involved in the recruitment process.

Carval also offers an optional e-Recruitment module which extend the functionality available to publishing vacancies online and taking applications from external applicants. Candidates’ data will feed into the recruitment module in Carval’s Unistaff HR Software saving you considerable data entry time.

7.1. Dashboard interface

Carval’s Recruitment modules features a graphical dashboard which enables users to see key metrics at-a-glance.

7.2. Vacancies

Record and maintain:

Contractual details

A job description

Skills required

Maximum number of applicants

Key dates

Costs

Advertising

Reviewers

Attach documents


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7.3. Application forms

Create custom application forms according to your needs. These can then be utilised by the Carval e-Recruitment module to support online applications.

7.4. Applicants

Users can record and maintain comprehensive details on each applicant, including:

Details

Equal opportunities

Skills

Qualifications

Education

Medical

Previous employment

Activity

References

Expenses

Tests

DBS checks

Document checks

Successful applicants

Next of kin

Picture and document links

User defined data

Applicant vacancies

Applicant status

7.5. Interviews

Facilities are provided to shortlist applicants for interview and send communications to successful and unsuccessful applicants using mail merge.

Users can define interview dates and times, schedule in applicants, specify interviewers and send communications.

Notes for interviews can be recorded and documents attached.


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7.6. Job offer / acceptance

Should an applicant be successful then users can record a range of information that will form the basis of their job offer and future contract including:

Holiday days

Hours per week

Employee notice period

Employer notice period

Probation period

Offer pay details

If the applicant accepts the job offer then they can be made an employee and start their onboarding process.

7.7. Targets

Tools are provided to help keep your recruitment process on-track. Specify targets in the vacancy and application process along with dates they should be achieved by, record when they are achieved and the actual date accomplished.

7.8. Reports and charts

In addition to the metrics and KPIs displayed on the user’s dashboard, Carval’s Recruitment Software also includes a suite of standard reports to support the recruitment process and analyse the effectiveness of your strategies and advertising. These can be saved and edited, exported in many common file formats, printed, displayed and emailed according to your requirement. You can also create additional recruitment reports using Carval’s Custom Report Builder


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7.9. Optional e-Recruitment

Carval’s HR Unity e-Recruit module extends the recruitment administration functionality already available in Unistaff HR software, enabling you to post vacancies to your website and for applicants to apply for them.

HR Unity e-Recruit complements the recruitment module that comes as standard with Carval’s Unistaff HR software. From leaver, to vacancy, to application, to on-boarding your Carval system streamlines processes throughout the employee life-cycle, minimises data entry and provides valuable metrics to help you meet your organisational goals.

Your own recruitment website

Create your very own recruitment site

Describe your organisation, what makes you special and why potential employees should join your team

Vacancies

Post vacancies straight from your Carval software to your website with job descriptions and more

Create unlimited application forms to suit your exact needs

Applicants

Create and save their own detailed profiles

Upload documents and CVs

Apply for vacancies


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8. Payroll Software – Carval Uniwage

8.1. Overview

Uniwage, Carval’s Payroll Software system, is an inherently flexible, user-friendly, net-to-gross and gross-to-net, multi-company payroll package, which offers the assurance of having HMRC Enhanced Recognition (formerly being HMRC Payroll and Pensioner Payroll Standard accredited).

Its flexibility lies in:

Its ability to handle multiple databases (for separate companies or for a test company).

Its ability to handle a large number of pay groups (up to 9999). This allows you to set up different groups for weekly, fortnightly or monthly paid employees.

The way in which inputs are user-definable. Input to payroll can be either via the Simple Input Program with up to 20 user-defined input fields, via a more flexible input screen with up to 9999 possible inputs, imported from an external CSV file or imported from a remote Access database.

User-definable outputs such as payslips and cheques can be designed to suit your own requirements and letter-headed stationery.

Uniwage is equally suitable for processing both in-house and client payrolls.

Carval’s Payroll Software is crammed with tools and functions that will make processing even the most complicated public and private sector payrolls an absolute breeze. Moreover, Carval’s commitment to on-going development and regular free upgrades means that you not only always stay up-to-date with current legislation but with new technology too.

8.2. Integration options

While our Uniwage Payroll Software can, of course, be used alone (with or without Employee Self-Service), it can also be seamlessly integrated with the other modules in the Carval HR Unity range - our HR Software (Unistaff) or Time & Attendance Software (Unitend) - to form a complete Human Resources Software system.

It’s reassuring to know that Carval HR Unity is one of the few truly integrated solutions on the market, in that it operates from a single SQL database and is written by a single supplier. Meanwhile, you can rest easy knowing that output to Microsoft® Excel is standard and that dynamic integration with other third party finance systems is also possible.

8.3. HMRC

8.3.1. HMRC enhanced recognition

You can rest assured that you will always be processing your payroll in line with UK legislation as Uniwage Payroll Software is approved annually by HMRC for:

PAYE submissions

RTI submissions

Expenses and benefits submissions - P11D and P46(Car)

P60

P11D


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We also support the following to HMRC specifications:

P45

New starter checklist (P60) Carval provides regular legislative upgrades at no additional cost, so you will always have the latest version of our Payroll Software available to you.

8.3.2. Government Gateway

Users can set up their Government Gateway details ready for filing their returns to HMRC online and downloading HMRC messages and notification. The system can also be set to automatically update your Payroll Software with rates and values set by the Government, including:

Tax Rates

NI Limits

NI Rates

SSP Rates

SMP Rates

Student Loans

Minimum Wage

Car/Fuel/Mileage Rates

VAT

Workplace pensions

8.4. Dashboard

This shows the Pay Groups to which the user has access plus information about each including tax reference, payment frequency, current period, and the last time a Full Payment Submission was made (RTI).

There is also a handy Notice Board option with links to articles from HMRC and Carval.


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8.5. Pay groups

8.5.1. Unlimited pay groups

Uniwage may be multi-company if there is the requirement for more than one company's data to be processed or where employees are being paid on different pay frequencies, for example, monthly, weekly, fortnightly or 4 weekly. Users can set up to 9999 payroll groups and where required set up different levels of access security on each one of these groups. Users can select an individual or group of pay groups to work with – with optional password protection.

8.5.2. Pay group details

Define all the facts that relate to each payroll group including:

Payroll group number

Password

Group name

Employer name and address

HMRC Office

PAYE reference

Bank Details

Accounts Office Ref

ECON

Corporation Tax Ref

NI Scheme Type

Tax year and period

Payment frequencies and dates

Basic Hours


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8.5.3. Payroll group options

Define all the rules that relate to each payroll group including:

Variances that will trigger excess pay alerts

Rounding rules

Sick pay scheme

Default contract

Options for calculating week numbers

Passwords and security options

Mileage calculation options

Notional days

Input rules

Pensions

8.6. Inputs

Uniwage offers a very flexible approach to the input of pay details for the build to gross calculation. Our flexible Payroll Software enables you to input up to 9,999 build-to-gross elements, enter hours or values and allocate them to different cost centres and even import data from files and Time and Attendance systems. Each Payroll Group on the system can be set up with a different set of Input Codes if desired or if one or more groups have similar or identical codes, then details can be copied across from one group to another to avoid duplication of effort when inputting the codes into the system. The built-in flexibility of Uniwage allows you to enter information by the means which best suits you:

8.6.1. Simple input

The Simple Input Program is a user definable screen allowing for the input of up to 20 different codes.

8.6.2. Flexible input

The Flexible Input Program allows you to input an almost unlimited number of codes. Flexible inputs can also be made by department and cost centre.

8.6.3. Expense and mileage claims

Input employee expense and mileage claims, either through direct entry, or automatically where Self Service is used.

8.6.4. Data import

Tools are provided to import payroll data using a CSV file or from a Time and Attendance system.

8.6.5. Quick calculations

A handy “Quick calculation” feature enables you to execute a quick calculation of an employee’s gross-to-net pay and even see their full payslip from any input screen.


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8.7. Deductions

8.7.1. Deduction codes and types

A different set of deduction codes can be set up for different payroll groups but to save input time and effort, deduction codes can be copied from one payroll group to another when similar codes are appropriate. The system will cope with up to 9999 deduction codes. Once the deduction codes are defined, those appropriate to a particular employee are assigned on the employee’s Fixed Deductions screen. Users can define a deduction not to apply at Holidays or to temporarily suspend a deduction on some weeks for circumstances such as sickness.

8.7.2. Pensions and auto-enrolment

Uniwage includes the tools you need to meet your Workplace Pension Reform and auto-enrolment responsibilities. The system will help automate the monitoring and management of eligibility, postponement, opting out and 3 year reminders in line with current and future legislation. Uniwage caters for multiple pension schemes for each employee including Occupational Final Salary, Stakeholder Schemes, Personal Schemes, Group Personal Pensions, Teachers Pension Scheme and Local Government Pension Schemes. Meanwhile, for civil service pension administration, an interface to Penserver is available as standard.

8.7.3. Attachments of Earnings

Uniwage supports banded Attachments of Earnings for the deduction of council tax and other deductions including court orders. Users can define deduction values which vary according to the level of earnings less any specified components (e.g. tax, national insurance, SSP etc). It also allows you to specify a top percentage figure which is a percentage that can be applied to earnings above the top specified limit.


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8.8. Employees

8.8.1. Employee details

Uniwage holds comprehensive details for each employee, including current and previous name, address, DOB, marital status, NI number, bank details, driving licence details and next of kin. It also includes full company, pay and contractual information. For each employee the system shows at a glance, with drill down facilities, details of both their company and post. Also included is their pay grade and/or spinal column point, basic hours, shift pattern and FTE.

8.8.2. Multi-posts

Uniwage Payroll Software can fully handle employees holding multiple posts, with split costing and aggregation of earnings. Comprehensive details of all posts held can be accessed from the employee’s record.

8.8.3. Pay details

Maintain details of all payments the employee is entitled to including:

Salary

Protected pay

Sick pay and SSP

Pay bands

Previous pay

Pension

8.8.4. Absence

Absence Management is standard across the Carval HR Unity range, including Uniwage Payroll Software, with a host of tools to help you manage and control every type of absence.



TOIL balance

Absence stage



Bradford score


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8.8.5. Fixed deductions and inputs

Define up to 20 standard fixed inputs for each employee (more can be added from the flexible input screen) and as many deductions as required.

8.8.6. Bank details

Record bank details for employees paid by BACS, Autopay or Foreign (IBAN). Employees can split their pay between multiple bank accounts and specify how much of their net pay should go to each.


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8.9. Statutory and company pay schemes

8.9.1. SSP

Uniwage handles not only SSP but also company sick pay schemes. There are flexible facilities to set up your own however if your calculation methods are particularly complicated we can create plug-ins to support them.

8.9.2. SMP, SPP, SAP and ShPP

Uniwage carries Statutory Paternity, Maternity and Adoption pay systems and can handle numerous Company Maternity Schemes. Features include a useful tool that allows the user to see and print an SMP payment schedule. Facilities are also provided to support Shared Parental Leave and associated payments, including:

Eligibility

Schedules

SPLIT days

8.10. Expenses and benefits

Carval’s Uniwage Payroll Software supports salary sacrifice schemes and also includes an integrated P11D module.

Employees can benefit from multiple salary sacrifice schemes at any one time

Enables a gross pay scheme for pension contributions made through salary sacrifice

Automatically calculates the NI saving and allows you to choose whether this should be paid into the employee’s pension scheme.

Carval HR Unity can interface with the UK’s leading flexible benefits providers.


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8.11. Payroll processing

Uniwage calculates each employee’s gross pay, deductions and net pay in line with HMRC requirements. This includes calculating the tax and National Insurance to be deducted in a particular pay period. Facilities are included to:

Run an Input Audit Report

Run a Pre-Calculation Check (for new starters and other issues)

Run a Calculation program

Amend any errors, using the Simple or Flexible Input screen

See individual payslips

Re-run the calculation program until the results are correct

Process auto-enrolments

Run Totals reports by Department and / or Cost Centre

Run payslips and then the following where appropriate: o Credit transfer prints and listings (GIRO) o Cheque prints and listings o Cash payments listing o BACS payment listing

Make RTI submissions

8.12. Payment and payslip options

Uniwage supports payment by BACS, Autopay, credit transfer, cheque and cash. Payslips can be easily designed to suit your requirements. Password-protected free-format e- payslips can be automatically distributed to employees via e-mail, ending the need to create and deliver paper payslips. Payslips, P60s and P11Ds are also available via Self Service. Carval also supplies payslips, printers and sealing machines.


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8.13. Powerful reporting and enquiries

Uniwage maintains a complete audit trail of all data entry for later analysis and provides an exhaustive suite of standard reports, including Input Audit Report, Credit Transfers, Working Hours Report and P60, P35 and P32 production, among many others.

Full absence reporting including Bradford factor analysis is standard.

A comprehensive custom report writer is also included.

8.14. Payroll bureau software for accountants and payroll service providers

If you're an accountant or payroll service provider looking for flexible and affordable multi-client payroll software, then Carval's Uniwage payroll system could be the perfect solution for you. A proven solution for the payroll service bureau environment, here are just some of the specialist features on offer:

Low up-front costs plus a per payslip charge

Regular legislative and functional updates

Full UK-based support

HMRC PAYE RTI approved

Web portal for your clients to enter new employees, leavers, changes, period variations, sickness and also view payslips and P60s

Multi-company payroll software - process payrolls for up to 9,999 different companies at no extra cost

Reduce manual entry with our importer tools - easily import starters, leavers, additional payments and deductions (both one-offs and fixed)

Integrated P11D module - process expenses and benefits at no extra cost

Auto-enrolment - monitor eligibility and more and easily export data to clients and pension providers at no extra cost

Enhanced nominal extract - create complex nominal reports with ease in line with client requirements

Sick pay schemes - easily create new schemes according to your clients' rules


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9. Outsourced payroll services

9.1. Overview

Whether you are a small business or have many hundreds of employees, paying your people accurately, on time and in line with ever-changing legislation can be an onerous task. Carval can help lighten the load with a flexible range of payroll services and solutions - leaving your time free to concentrate on core business activities.

Our bureau service includes:

Initial set up of your payroll

A web portal to enter new employees, leavers, changes, period variations, sickness and also view payslips and P60s

Printed or e-Payslips, P60s and P11Ds

Process starters, leavers and amendments

BACS bureau service (employee, 3rd party and HMRC payments)

Nominal Ledger file extract

Mid-period calculations for new starters

Timesheets entered

Process variable pay instructions

Calculations of PAYE and all statutory requirements.

Gross to net calculations

Process in year tax code changes

Payroll reconciled monthly

Re-runs of your payroll

Standard reports provided securely and electronically in PDF and EXCEL formats

Experienced and friendly helpdesk support

Options:

Auto-enrolment – we can monitor eligibility and provide communications for employees and pension providers at a small extra cost

We can answer employee queries on Tax and NI

Integrated HR software

Integrated T&A software

Carval can also print, seal and distribute payslips for non-bureau clients and process BACS through our BACS Bureau Service.


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9.2. Service levels

Carval's pick and mix range of payroll software and services offer you the flexibility to find a solution that's just right for your business. So whether you want to outsource your payroll entirely, or just the final payslip production, then Carval can help. Choose from:

Standard Bureau Service

Carval takes complete control of your payroll, from calculation of the payroll to distribution of the payslips. All you need to do is supply us with the information using our online portal or simple templates and we will do the rest.

Fully Managed Payroll Service

With this option Carval becomes your payroll department. Not only do we manage every aspect of the payroll process but we will also provide your employees with a helpline for any queries that they may have.

Bureau with integrated HR

Any of Carval's payroll service options can interface securely with our HR software so that you can benefit from an integrated HR and Payroll solution and your employees can benefit from self-service access to payslips, P60s and P11Ds.

Enhanced Bureau Service

This option enables you to benefit from the additional flexibility that having in-house access to payroll software offers you, but has us take care of the actual processing, including RTI and payslip production. You can have your payroll software installed in-house or on the Carval Cloud and we can help you decide which is right for you.


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9.3. Outsourced payroll service comparison chart

Standard Bureau

Service Enhanced Bureau

Service Fully Managed Payroll Service

Company size (employees) 2+ 75+ 2+

Set up of your payroll

Process your own payroll

Payroll processed by Carval

We produce payslips (choice of printed or e-Payslips)

Produce BACS file for your own bank payment method

Process BACS through our BACS bureau service (employee, 3rd party and HMRC payments)

* * *

Nominal Ledger file extract

Forms P45/P46 produced at no extra cost and sent directly to HMRC

Process starters, leavers and amendments

Mid-period calculations for new starters

Timesheets entered

Process variable pay instructions

Calculations of PAYE and all statutory requirements.

Gross to net calculations

Process in year tax code changes

Payroll reconciled monthly

Re-runs of your payroll

Standard reports provided securely and electronically in PDF and EXCEL formats

Run your own ad hoc payroll reports

Automate auto-enrolment process * *

Experienced and friendly helpdesk support

We answer employee queries Tax and NI

Integrated HR software * * *

Integrated T&A software * * *

*option


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10. Time & Attendance Software – Carval Unitend

10.1. Overview

Unitend is a multi-company Time & Attendance system that enables the tracking and holding of information around shift patterns, hours worked, absences, etc. for thousands of employees.

If your company operates complex shift patterns or is one of the increasing number of organisations to offer the benefit of flexible working, then Unitend will assist you in planning, measuring, analysing and accurately calculating the hours worked and in creating an input file for the payroll system.

It reduces the need for employees to complete timesheets and also speeds the calculation of hours and processes for payroll purposes.

Unitend is an automated process; the data is collected onto the system via Clocking Terminals, a mobile phone app or by manual clocking. The information is then processed and output either electronically to Carval Uniwage or via reports to a third party payroll system.

Benefits include:

Speed and accuracy of calculation.

Enquiry facilities.

Absence enquiries and analysis.

Monitoring of staff movements.

Functions available within Unitend include the ability to:

Set up and maintain simple and complex weekly shift patterns.

Create an annual Rota using 52 shift patterns if necessary.

Maintain enquire and report on various attendance issues.

Set up and maintain holiday schemes.

Record absences and lateness.

Maintenance of employee records by supervisor.

Accurately calculate hours of work and absences for payroll.

Transfer details directly to Uniwage or Sage payroll.

Reporting facility on infringements to rules.

Monitor in advance any planned absences by department or teams.

Unitend also implements a high level of security that can be found across the whole HR Unity system. The security ranges from database level right down to individual record and field level security.

10.2. Integration options

While our Unitend Time & Attendance Software can, of course, be used alone (with or without Employee Self-Service), it can also be seamlessly integrated with the other modules in the Carval HR Unity range, our Payroll Software (Uniwage) or HR Software (Unistaff), to form a complete Human Resources Software system. Carval can also provide integrated access control solutions to improve site security.

It’s reassuring to know that Carval HR Unity is one of the few truly integrated solutions on the market, in that it operates from a single SQL database and is written by a single supplier.


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Meanwhile, you can rest easy knowing that output to Microsoft® Office is standard, dynamic integration with Sage Payroll is possible and Unitend can import and export data using CSV and Excel files.

10.3. Data capture or “clocking”

Carval supports a range of cutting-edge data capture methods, in line with your budget and business needs. Popular systems include:

Finger Print Readers

Facial Recognition

Proximity Fobs and Cards

Mobile Apps

Browser Clocking

Geo-fencing

Bar Code Readers

Magnetic Stripe Readers

Carval can supply you with a wide range of Time & Attendance hardware and consumables including cards, pouches, laminates, fobs and printers.

10.4. Shifts and rotas

10.4.1. Shift patterns

The varying work patterns that are used to define the hours to be worked including start and finish times are commonly known as shifts. An employee will work a sequence of daily shift patterns and these are combined together firstly as weekly shift patterns and then as an annual rota. The daily shift record holds details of the rules to be applied in the calculation of pay for the hours worked on that shift.

There are three main types of shift patterns:

Regular : A regular and consistent pattern, e.g. Mon - Fri 09.00 - 17.00.

Rotating : An alternating shift pattern e.g. one week of dayshifts followed by one week of nightshifts, and then back to dayshifts etc.

Continental : Where the pattern is over a period other than a week e.g. 7 days on, 3 days off, 4 days on, 2 days off, 6 days on, 3 days off etc.

Unitend has been designed to cater for all of these. It can cope with many annual rotas with each one holding a maximum of 52 weekly shifts.


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10.4.2. Building shifts and rotas

Planning even the most complicated shift patterns is simple with Carval’s Time & Attendance Software. The practically limitless shift database permits you to:

Use regular, rotating and continental shift patterns

Build daily and weekly patterns

Create unlimited annual rotas

Define overtime

Define detailed rules

Allow multiple starts of week

Set-up flexi-time shifts with core hours

Establish rotating shifts and much more.

Working Time Directive monitoring is standard.

10.4.3. Workforce planning

Employees are assigned to one of these Annual Rotas and the system automatically recognises the pattern of their working hours. Supervisors can, of course, intervene and make temporary or permanent changes according to operational demand. A handy tool “Shift Swap” tool is included.

10.4.4. Policies and rules

Unitend recognises when your employees are working and the different rules that apply to them, including start and end times, break times, penalties for clocking in late or clocking out early, overtime rates, handover limits and much more.

10.4.5. Flexitime

Unitend T&A Software will significantly simplify the management of flexible working initiatives, supporting flexitime, time off in lieu, annualised hours, compressed hours, job shares, home working and much more.

10.4.6. Annualised hours

Carval Unitend supports the management of employees on Annualised Hours contracts including planning and maintaining working times, managing absence, overtime etc.

10.4.7. Zero hours

Carval Unitend also supports the management of employees on ‘zero hours’ contracts with zero-hours Holiday Schemes. It will show you all hours worked & earned, plus holiday taken, and show future-booked holidays.


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10.5. Employees and supervisors

10.5.1. Adding new employees

Employees can be added directly from Carval’s recruitment module where the Unistaff HR module is used or via an easy-to-use new employee wizard.

10.5.2. Personal details

Record basic personal and company details on each employee including:

Name

Address

Phone numbers

Email

DOB

Start date

Payroll group

Company

Post

Department

Grade

Location

Team

Manager

Default activity

Supervisor/s

Pictures

10.5.3. Time and attendance details

Carval understands that every company and indeed every employee is different and the flexibility in Unitend reflects this. Therefore in addition to shift information for each employee you can maintain details of flexitime and annual hours contracts, if and where they should clock-in, whether clock-ins are to be interpreted for pay purposes or for safety-only, overtime entitlement and authorisation procedures, Working Time Directive information and much more.


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10.5.4. Absence details

Absence Management is standard across the Carval HR Unity range, including in Unitend Time and Attendance Software, with a host of tools to help you manage and control every type of absence.



TOIL balance

Absence stage



Bradford score

10.5.5. Skills

The Skills screen allows the user to set up a list of criteria by which performance is going to be measured within the company. It is not intended to be used solely to record whether a person possesses a skill in a certain area, but also to attach a grading to the skill.

As well as recording an employee’s competencies, it can also be used to assess skill levels in certain areas which will help to identify any training needs.

A handy search tool is provided to identify employees with a particular skill.

10.5.6. Supervisors

Each employee can have one or more supervisors on the system. Supervisors are employees that are allocated special privileges or permissions allowing them to enquire about clockings, absence details etc. for their staff. They can also make manual clocking’s e.g. if an employee is working off site and needs to be paid or if an employee loses his or her clock card, or if an adjustment to worked hours needs to be made.

10.6. Absence management

10.6.1. Overview

Carval’s Unitend T&A Software provides all the tools you need to manage, monitor and reduce absence and lateness in line with company policy. It also allows for global and team absence, caused by factory shutdown for example, and shift changes - aiding forward labour planning.

Having adequate sickness absence policies in place is very important but it is ultimately the long-term monitoring and implementation of these policies that will pay dividends and this is where the technology in Carval can really help you by:


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Ensuring that policies are adhered to and documents returned.

Automatically alerting the relevant people when an employee has reached a level or stage of absence that requires the provision of additional documentation, a back to work interview, further intervention or investigation.

Providing the data required to identify absence trends for individual or groups of employees. A suite of comprehensive absence reports is available including Bradford Factor analysis.

10.6.2. Absence input

Absences can be input by a user or supervisor using Unitend or by a manager using Carval’s optional Unity Online self-service module.

The software displays a summary of the employee’s rota plus their:

Holiday allowance

Holiday balance

Sick occurrences in last 52 weeks

TOIL balance

Absence stage

Holiday accrued (if the employee is set to accrue holiday)

Absences can be recorded in full days or by hours and minutes. The system will work out the start & end times from the employee's shift and calculate the hours accordingly.

10.6.3. Fit notes

The system also supports The Statement of Fitness for Work, or 'fit note' helping you managed a phased return to work and altered hours. Carval HR Unity also includes facilities for automating the process of getting employee’s to produce self-certification documents and doctor’s certificates.

10.6.4. TOIL

Input start and end times for employees who have worked extra hours, but instead of being paid for those worked hours, want to add them to their TOIL balance.


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10.6.5. Absence reporting

A comprehensive suite of absence reporting is included, plus a custom report writing wizard.

10.7. Holiday management

Carval’s Time and Attendance Software includes all the functionality that you could possibly need for holiday management.

10.7.1. Detailed parameter setting

Set-up rules for how each Company allocates their Annual Holiday Entitlement, including: Scheme number, description, holiday year start, contract expiry date options, whether to record holiday in days, basic holiday allowance, holiday accrual method (e.g. monthly scheme or zero-hours scheme), accrual rate, weekly cap, maximum advanced holiday allowed, payroll calculation options, length of service options, carry forward rules, statutory holidays, part-time pro-rata options and starter / leaver pro-rata rules.

10.7.2. Booking and authorisation

Holidays can be entered by HR, supervisors or employees, who can make holiday requests via self-service for line managers to authorise.

A handy calendar shows what holiday has been taken and is due, by employees and their colleagues.

Alerts can be set to warn if a particular holiday booking is likely to leave a team or department short-staffed in line with your policies.

Alerts are also triggered if an employee has holiday refused and is subsequently “sick” on that day.

10.7.3. Statutory holidays

Users are able to maintain a list of all statutory holidays in use throughout the organisation. You can designate certain holiday dates to either all or a combination of Holiday Schemes. The system includes functionality for correctly calculating Easter holidays for any given year and also for adding one-off bank holidays such as Royal Weddings.


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10.7.4. Global absences

Should an absence need to be entered for the whole company or department, the option of Global Absence Input can be used. Typically this would be for factory closures

10.8. Accurate payroll data

Integrating you Time and Attendance System with your Payroll Software makes accurate payroll data automatically available without the need for time-consuming and error-prone manual data entry and timesheet reconciliation. Unitend integrates with both Carval Uniwage and Sage Payroll Software as standard and interfaces with many other third party systems are possible.

10.9. Timesheets and workforce management

Carval offers a range of flexible solutions to simplify workforce management across your business. These include timesheets, cost and project management, automated employee rostering and scheduling – all with self-service features built-in.

10.10. Real time presence monitoring

A really handy tool for managers, team leaders, supervisors or reception to have running alongside whatever they’re working on. See at-a-glance who’s in, due in, or absent and drill down for further information.


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10.11. Information for management

Unitend’s powerful reporting tools allow you to make decisions based on exact knowledge of your workforce. A comprehensive suite of standard reports is included plus a custom report writer.

A handy Supervisor Enquiry facility provides line managers with up to the minute information on their employees, to see instantly who hasn’t clocked in, for example, so they can take immediate action or to quickly find an employee with a particular skill.

It also provides tools to help to identify absence and lateness trends, monitor and authorise holidays, overtime and much more.

10.12. Information for employees

To help reduce employee enquiries and the obvious administration overload this entails, Carval can provide a solution. The best option is to add our web-based Employee Self-Service module, Unity Online, which will enable your employees to clock in, submit time sheets, book holidays and update personal details.

10.13. Health and safety

In an emergency or in the event of a fire alarm, you naturally want to know who is on the premises - well, with Unitend you’ll know exactly that. The system includes both a safety-only clock-in, as well as a visitor element, to guarantee an accurate picture of who’s in the building at any one time. An automatic fire alarm register print-out is also available, as well as a skill search tool that will help you easily locate first aiders or other skilled individuals. Carval can also offer solutions for lone workers using mobile phone clocking and location services.


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11. Roster module

11.1. Overview

Carval’s optional Roster module provides all the required services to help with rostering employees on a day-to-day and week-to-week basis. It will allocate the most appropriate employees based on skills and availability. If there are any shifts that cannot be filled due to holidays or sickness, then Roster will suggest appropriate employees for the user to select manually. Once a roster has been created, the user can transfer the employees hours into the Time & Attendance module (Unitend) and from there transfer them across to payroll (Uniwage).

11.2. Features

Use the system to plan working schedules for multiple companies, sites, departments, cost centres, locations and teams.

Set-up rules for the minimum and maximum times an employee can work, along with specifying rest days.

Manage hours in line with working Time Directive requirements.

Set up unlimited roles or jobs and define the skills required to do them.

Set-up daily work groups to cover all your business needs and build these into weekly schedules.

Automatically roster employees according to the skills that they have and their availability.

Notify employees of their shifts via self-service or email.

Notify employees of additional shifts that are available via SMS with the facility to accept these.


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12. Online timesheets and timesheet software from Carval

12.1. Overview

Carval offers a range of flexible solutions to simplify workforce management across your business. Our online timesheets and timesheet software allows you to record attendance, absence, TOIL and holidays and also to track the hours of employees across multiple projects and activities, making it suitable for a range of business environments. It can be used to simplify:

Time and attendance management

Cost and project management for payroll and billing purposes

Carval also offer solutions for employee rostering and scheduling

12.2. Accessible from anywhere

Carval’s Time Sheet Software can be either web-based or desktop-based, which makes it accessible from anywhere. It is available for use with any of Carval's three main HR Unity Software modules - HR Software (Unistaff), Payroll Software (Uniwage) and Time and Attendance Software (Unitend).

Two options are available for the input methods depending upon who enters the data. The same information is entered via the main Carval application front end on the user’s desktop or Timesheet functionality can be made available through Self Service. With the right access, users/managers can:

Edit and view weekly timesheets

Manage activities

Manage projects

Run the User Project Timer

Manage absence

Manage expense and mileage claims against projects A user or manager can review and amend their own times for projects/activities. Managers can also review those of their direct reports and users can submit their timesheets to their line managers for approval.


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Following submission, the line manager will receive an email notification and the user will receive confirmation on the screen.

12.3. Keep track of clients, employees, projects and activities

Carval’s easy-to-use timesheets will enable you to keep track of employee working hours across multiple companies along with the projects and activities being worked on, for budgeting, billing and payroll. A handy calendar view allows the user to easily view weekly and monthly totals for particular projects, and show overall work patterns for all projects.

12.3.1. Clients

Being able to view all the work you've ever done for a client is a great way to identify clients you need to improve your relationship with, and clients you need to keep in touch with. Clients can be internal clients like the Human Resources Department or External Clients like Jed Smith Industries. Multiple rates can be set-up for each client.

12.3.2. Employees

Employees can complete their own online timesheets and benefit from automatic clock on / off and a handy project timer. If employees only ever work on one contract per day enter your time on a per-day basis. If employees work on multiple projects and multiple activities per day use the detailed input to give chapter and verse on what time is being spent on what projects.

12.3.3. Managing Activities and Projects

Users can create new activities and projects and amend existing ones against which time can be recorded.

12.4. Absence management

The functionality Carval’s timesheet software goes beyond time management. It can also be used to record holiday, time off in lieu and other absences, automatically generating employee absence records in the main Carval HR Unity system.

12.5. Expense and mileage claims


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Users can enter expense and mileage claims and upload receipts. Where Carval’s Uniwage payroll module is used individual expense codes can be set up to calculate VAT automatically.

12.6. Produce accurate payroll data

When all the timesheets have been completed and checked, the data can be transferred to Carval’s Uniwage Payroll Software, with each activity being attributed to the correct employee and cost centre. Data can also be exported to a csv file or Microsoft Excel for simple import into other systems.

12.7. Automatic calculation of invoices and reports

Carval’s time sheet software comes with a suite of editable reports as standard to enable you to view details of not only employee timesheets but time spent on clients’ projects. Users can also use the Custom Reports Wizard that is part of the core Carval HR Unity software to build their own reports.


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12.8. Project Timer

This is a very useful way of tracking and recording time spent on each project/activity on the day it actually happens. The user can log out of Self Service or even switch off their PC, the timer will continue working until the Stop Timer button is clicked. The timesheet will then be populated.

13. Access control systems and door entry systems from Carval

13.1. Overview

Implementing an access system improves site security and controls access to sensitive areas such as computer rooms, laboratories and store rooms etc. Carval offers security solutions that integrate with the Carval Unitend Time and Attendance Software System, giving you the option to control access in line with employee shift patterns.

13.2. Flexible and competitively priced access systems

The Carval access control system is a modular and competitively priced solution for businesses of all sizes, whatever the number of locations to be controlled. The system is designed around IP-addressable door controllers, which plug directly into your existing TCP/IP computer network. The software communicates with the door controller hardware via LAN, WAN or over the internet. Additional access points can be easily added allowing the system to grow with your requirements.

13.3. Wide choice of security solutions

Readers that are capable of opening a locked door or other physical barrier, such as a gate or turnstile, are installed on entry points and only specified people will be allowed through. This can be determined by:

biometric readers / fingerprint readers

bar code badges

magnetic strip cards

proximity tags

pin pads

13.4. Powerful and easy-to-use software

Carval's Access Control System is easy to use and configure with clear, simple to use screens. It includes Badge Production and Visitor Registration. Access rights and permissions can be granted and rescinded at the push of a button, giving you the power to maintain site security at all times.

Architecture

Carval uses Feedback Data’s successful Microtrak Evolution Software integrated with the Carval Unitend Time and Attendance Software solution. Microtrak Evolution was developed using C#, .NET Remoting, MS SQL Server and Web Services. It is network-enabled and takes advantage of the latest communication techniques to connect client and server through an intuitive graphical user interface (GUI).

Please contact us to discuss your needs in more detail and arrange a site survey.

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