Human Capital Management

Simple | Intuitive | Flexible | Complete

Main value

Organizes, simplifies and automates complex

processes and workflows;

Cross departmental automation and

organizational processes that cover multiple

departments;

Dramatically decrease operational costs and

improves employees' effiency;

Increases the company's agility and

competitiveness;

360 view over the performance indicators;

Increases customer loyality;

Collaborative working environment, focused on

satisfying business partners’ needs;

Updates and develops customers' business needs.

value

Provides key reports and analysis for executives to

run business;

Reports with the ability to go from high level to

low level detail;

Comprehensive insight from all departments and

systems;

Provides executive dashboards, on-spot quick

facts and real-time notifications.

value

Clean and friendly user interface;

Commonly performed tasks can be automated;

Can provide data from other applications and

sources;

Can access various reports from the same

interface;

Provides technical support directly from the

application interface;

Provides development methods and tools for

business flows and entities directly from the

application.

value

In 2012, Charisma ERP was designated as one of

the 5 strongest European B2B solutions in the

"Enterprise Vertical Market Solution" segment.

Management

Employee’s

Market

Charisma HCM is the most

powerful Human Resources

management solution,

adapted to the Romanian

law, that covers both the

critical areas of payroll and

personnel management, as

well as the strategic area of

investments in the

development of human

capital. Thus, Charisma

HCM solves in a simple and

user-friendly manner the

great complexity of the

human resources field,

providing advanced

functions for analysis of the

employees' performance,

competencies

management, training

planning or programs for

training and tracking the

career path within the

organization.

In modern organizations, the

human capital replaces the

financial capital as a strategic

resource. The Human Resource

management overstepped the

simple administrative role,

becoming a key component in

maximizing the organization's

performance.

Due to the continuously changing

competitive environment, the

main challenge is to maintain and

keep the loyalty of valuable

employees who can make the

difference between the company

and its competitors. Maintaining

the balance between the

employees' personal goals and the

company's performance targets is

essential for the success of any

organization, because motivation,

reward or the alignment of the

employees to a healthy

organizational culture, customer

success-oriented, determines and

directly affects the company's

financial performance.

Charisma HCM is a complex system consisting in modules that cover

different human resources issues, that can work both as standalone or

integrated applications. The advantage of the solution's modularity is given

by the possibility to quickly adapt to the needs of any organization,

regardless its size or complexity. And, even more important, it can adapt to

the evolution of human resources, based on the dynamics of these

organizations.

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Ensures compliance with the applicable law security that ensure data privacy on 7 security levels.

You don't need to worry about the legal changes. This Thus you have the certitude that the sensitive data will

aspect is our sole responsibility; be available only for the employees with appropriate

access rights to this data, but also that general

The organization chart at a glance information can be accessed by all the employees,

The whole organizational structure is centralized and while relieving the HR personnel;

the roles, positions and responsibilities, as well as the

critical personnel information are accessible to the Quick data transfer with other information systems

authorized persons; Charisma HCM integrates with a large number of

financials-accounting systems or with other internal

Flexibility in payroll calculation applications that already run at the beneficiary, such as

You have the possibility to change the tariffs or rules PeopleSoft, Workday, ORACLE, SAP, SUN, Scala,

during a month, depending on the internal policy of MFGPro, Charisma ERP. The application enables

the organization; configurable imports/exports based on a dedicated

module that can work with different file formats - DBF,

Strategic support for the managerial decisions XML, XLS, XLSX, TXT, CSV, PDF, DOC, VSD, JPEG, Open

The solution allows various scenarios and forecasts for Office;

the accurate calibration of payroll investments or for

the development of headcount with the company's Reporting and display in many foreign languages

financial and business targets; Charisma HCM is perfectly adapted to multinational

companies. No matter if the interface is required in

Ensures data privacy English, French, German, Russian, Serbian or Polish,

The solution includes advanced levels of complete the solution provides the same complex reports in the

Financial and OperationalBenefits

Charisma HCM is the solution preferred by

over 400 national and multinational

organizations in business fields such as

finance-banking, services, distribution, retail,

medical-pharmaceutical, manufacturing,

constructions, engineering, utilities, and

public institutions. Besides, Charisma HCM

manages the payroll of over 10% from the

active labor force in Romania, and calculates

over 25% from the aprox. 150,000 outsourced

payrolls.

required language with a single click; Alerts and notifications in advance

Expense tracking per cost centers You will not forget to congratulate your employees on

You can evaluate the investment efficiency in the their birthdays, you will know in advance about the

development of employee's competencies, the top persons whose contracts will terminate. You are able

performance areas and the areas that need to set up the alerts depending on any event of interest.

intervention of the HR team. The entire activity is The module enables e-mail notifications to distribution

tracked at cost center level, allowing the tracking of lists, such as the list with new employees in the

budget execution by various components, such as security or IT department;

training, assessments, compensations, benefits,

recruitment processes, etc. Thus, Charisma HCM Enables multiple, simultaneous configurations

provides an actual support in adjusting the efforts Charisma HCM provides the interest information

towards the areas with maximum impact on the depending o each single user's preferences. Thus, the

organization's growth; most system configurations can be performed by the

users. The solution includes a validation mechanism

Completely configurable complex, static or dynamic for data entry that does not allow wrong records into

reports the system.;

You can quickly access any information category in the

database, including statistic reports as graphics. Thus, Reduces the work time and optimizes the routine

you can assess at any time the dynamics of yours tasks

company's personnel or other performance indicators The self-service solution enables the participation of

specific to your company. Additionally, you can track employees and managers to certain human resources

the activity of the users, the changes made in the processes, such as employee satisfaction surveys,

system, viewed information or other actions complete 360º assessments, electronic leave requests,

performed by the users. The solution also provides but also various personal information, such as

centralized reports, in real time, at group level in case remaining holiday days.

of holdings;

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Furthermore!

Enables operating on employee groups -

timesheets, bonuses, salary raises;

Enables automatic retrieval of individual

employment contracts, addenda or various

certificates;

Enables the automatic generation of addenda

depending on the depreciation of training period

provided by the company to its employees;

... and more.

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The largest community built around

a human resources management

software solution in Romania;

Possibility to visit international

reference customers;

Complex interfacing with third

party applications (SAP, PeopleSoft,

Workday, SUN, ORACLE, Scala,

MFGPro) The interfacing covers

both financial data and all types of

information on human resources -

payroll, personal data, contract

data, timesheets;

Additional developments on

demand, which prove our teams'

reaction speed and accuracy of their

results;

The most powerful training module

in Romania, capable to manage over

800,000 training classes per year, to

ensure a flow for obtaining training

needs form managers (including

over 250 users), to allow the

logistics management but also the

monitoring of the training

processes;

Significant experience in the

human resources management,

achieved after those over 400

implementations in complex

organizations of different sizes, in all

business fields;

Diferentiators

Serv

ices Technical support

Decreased reaction

time to any requests;

Permanent access to

Charisma consultants.

Implementation

Data migration;

Integration with

external applications;

Quick customization

of internal specific processes.

Business consultancy

Internal processes consultancy;

Performance indicators and

specific processes implementation.

Training

Internal courses for

application use;

Training workshops

for internal users;

Seminars for understanding

the benefits of HCM strategies.

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Unique feature of document forms, leave requests,

management, that provides the certificates, etc.);

users with direct access to the A powerful and extremely

documents scanned and saved into configurable reporting engine -

the system (employment records, with Dashboard module, the system

employment contracts, degrees, provides the users with a complex

certifications, etc.), regardless the set of configurable reports and

location. The solution eliminates indicators;

the time needed to search them in Eliminating the redundant

the physical archive and to send recording in multiple HR systems –

them via different means; all software applications provided

Significantly reducing the number by the State for the submission of

of written documents of the HR the mandatory statements to the

department through a series of state authorities (REVISAL, IVG) can

unique features: be replaced by a single one -

nThe automatic submission of Charisma HCM. This ensures the

pay slips in electronic format submission of all legal or mandatory

(online, e-mail or SMS), thus reports and statements that occur

eliminating the printing costs in relation with the State;

an the distribution time; Increasing the communication

nElectronic timesheets - efficiency by ensuring an Intranet

recording the timesheets with that, in addition to other similar

access - timesheet devices, solutions, allows for the data to be

automatically initiating the directly changed by the employees,

timesheet month and filling it according to the granted rights;

in by the managers; Configurable alerts and

nEliminating written leave notifications, that can be sent via e-

requests by ensuring an mail or SMS;

approval flow of the leaves, Ensuring the compliance with the

based on hierarchical applicable law. In order not to

relationships; disrupt the company's operations,

nReplacing other written forms the legal changes are implemented

within the HR department with into the system in real time;

electronic forms (assessment

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Human Resources module - covers

all aspects related to the human

resources management, from

defining a company's organization

to detailed information on

employees, performance,

professional education and

recruitment processes;

Payroll module – a completely

configurable module regarding the

calculation formulas, salary types,

benefits, bonuses, sick leaves,

annual leaves, check-offs;

HCM Portal module - a self-service

module within Charisma system that

has the main role to provide system

data to certain categories of

employees who are not able to

access the entire database;

Talent Management module –

covers the recruitment process,

allowing to record the potential

applicants (internal or external

applications) for the vacancies

within the company, to select the

applications according to criteria set

by user, to retrieve the applications

from the company's Website, in

case it has a specialized section;

FeaturesCharisma HCM is an integrated system,

consisting in distinct and perfectly

integrated modules, as well as an unique

employee database, this structure

significantly reducing data redundancy.

These modules can also operate on their

own, as standalone applications.

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Occupational Medicine module – Dashboard module – the business

manages the information about the intelligence solution dedicated to

employees' medical visits, the the HR department, that provides a

medical tests they took or should set of configurable indicators for the

take, as well as information about analysis and evolution of the

all their medical problems; department;

Access – Timesheet module - Budgets module - includes the

intended for controlling and logging required features to generate the

the access within the company for payroll budgets and headcount, as

the employed personnel and it well as different comparative

provides tools for logging the analysis reports;

arrival/leaving time, in order to Timesheet Clocking In module –

calculate the working hours; allows to review the employee's

Reports module - standard set of timesheets by the responsible

reports, as well as the possibility to manager;

retrieve from the database any Statements module - includes the

existing information as reports required features for loading,

adapted to each user's checking and generating the

requirements, the application statements to the state budget;

having a powerful report Alerter module – manages the

configuration module. In addition, system alerts and notifications;

any type of external application can Training module– covers the whole

be exported for further processing; training process ran within the

ITM module – generates the files company;

that should be submitted to the Expense Statements module - the

Territorial Working Inspectorates, Web interface the company needs

according to the applicable law. ITM for the efficient management of the

module can regularly generate the expense statement flows.

files related to the registry,

according to the specification

prepared by Labor Inspection;

The module dedicated to human

resources covers all aspects related

to the human resources

management, from defining a

company's organization to detailed

information on employees,

performance and their evolution,

professional education and

recruitment processes. The level of

detailing and organizing the

information enables to use them in

a simple manner, in the format

requested by each company,

regardless its business field,

complexity or size

Financial and Operational Benefits

Human Resources

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Increase the employees' motivation

The module ensures a performance management of

the regular assessment periods, providing employee

transparency regarding the targets achievement, the

targeted competence level or further professional

development needs;

Improve the employees' performance

The solution enables the management of training

programs depending on the needs of each employee,

as well as the department's, as they result from the

regular performance assessment processes;

Quick access to updated information

The Human Resources department has quick access to

an unique database, updated in real time, that

includes all the relevant information about the

company's employees. In addition, the solution

provides the Human Resources department with the

history of all information regarding the employees;

Significant decrease of the operational costs

The Human Resources module significantly reduces

the time needed to generate legal documents such as

employment records, contracts, addenda, certificates,

etc - as well as the time needed to retrieve them.

“Charisma HCM enables us to

manage 8,500 employees as a

whole; the communication between

stores is accomplished quickly and

safely. Moreover, the application

adapts to the requirements

determined by the accelerated

development of the company, thus

giving us real solutions.”

Carrefour

Ana Dumitru,

Human Resources Director

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Enables the clear determination of the nInformation about the project the

department structure and the employee is assigned to;

connections between them, also Covers the company's whole

ensuring the possibility to change them assessment process, regardless the

in the organizational structure of the assessment system used. The high

company; degree of configurability of the

Manages the hierarchical structure of application allows to define own

the company, allowing the generation of assessment criteria and methods, as well

four different types of organization as to implement standard schemes used

hierarchy that is automatically edited in the international practice;

from any of its nodes. The organization Records the employees' assessments,

hierarchy can be graphically generated proposed targets, as well as their

(Visio or other graphic format) without history, that are essential elements in

the need of other external applications; tracking the progress of employees'

Manages all human resources performance;

information that are grouped in distinct Tracks trainings from various points of

categories such as: views such as course structure,

nPersonal information (address, organizational details, costs associated to

marital status); each attendee or total costs;

nInformation regarding education, Enables to generate budgets and

qualifications and certifications; forecasts regarding the expenses related

nFinancial information (salaries, to the employees' training;

benefits, medical insurance, bank Ensures the possibility to change the

account, associated costs); employee information in advance

nInformation regarding the (contract changes regarding the

professional career path positions, base salary, rules);

(application, professional Enables the automatic retrieval of

experience, current position, individual employment contracts,

assessments, internal applications); addenda or various certificates;

nInformation regarding the Enables the automatic generation of

employment contract, the addenda depending on the depreciation

employment record history; of training period provided by the

nInformation regarding rest leaves company to its employees.

and sick leaves;

Features

Payroll module has been especially

designed to automate and facilitate

the payroll processes within

companies of different sizes or

complexity, regardless the business

field or the headcount. Its role is to

eliminate a great part of the time

consuming routine tasks that the

payroll calculation implies and also

to ensure this process accuracy.

Financial and Operational Benefits

Payroll

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Speed and accuracy in the payroll calculation

The module enables complex configurations that

address the payroll needs of national or multinational

companies of any size, as well as public institutions.

The solution generates both standard reports and

reports adapted to these organizations' needs, as well

as all the documents specific to this process;

Total independence from legal changes

The exceptional configurability of payroll calculation

formulas relieves you from the worries and

responsibilities related to legal changes. Leave this

task to Charisma solution;

High flexibility of payroll calculation approach

The module enables to change salaries or rules during

the month, providing the flexibility of any punctual

decision, without affecting the general payroll process

within the organization. Furthermore, you can access

a series of completely configurable reports that can be

generated in the format most convenient to the

company's needs;

Follows the privacy policies regarding the salaries

The module has the option to print the advance and

clearance pay slips on secured paper in order to follow

the most strict privacy policies regarding the salaries.

“We had just a few days to

complete the data imports and give

salaries with Charisma. Even in

these conditions, the wage

computation was extremely fair.”

Radison BLU

Roxana Prisăcariu,

Human Resource Specialist

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Ensures the base for the whole payroll centers;

calculation process, while the application Enables the operation by employee sets

is completely parameterized regarding (e.g.: timesheets, bonuses, indexing, etc.);

the calculation formulas, salary types, pay Ensures salary calculation according to

rises, premiums (as fixed net or gross the conditions enforced by a holding

amount, in RON or in a foreign currency), structure of a company;

sick leaves, rest leaves, withholdings The possibility to plan the salary budget

(taxes due by the employee and by the by creating scenarios – hypothetical data

employer to state, other types of check- can be entered and then the new total

offs); costs or the costs per employee can be

Enables the gross salary calculation and viewed;

the taxes incurred by the company Ensures automatic calculation of the

starting with the net salary expressed in compensations for rest leaves and sick

RON or in any foreign currency (user- leaves;

defined); Provides the possibility to transfer the

Makes available all the standard reports salary and other incomes into a bank

specific to a payroll application, such as account;

payrolls for advance, clearance, sick Automatic generation of the accounting

leaves, rest leaves, pay slips, correlation notes, as well as payment orders;

checklists, summaries, salary expenses or Enables to keep a salary record in a

fiscal statements FF1 and FF2; multi-currency system;

Ensures the salary calculation starting Provides the possibility to report multiple

from the actual number of worked monthly statements regarding the

hours, recorded into the timesheet and payroll;

automatically transferred into the system; nThe initial reporting - is similar with

Enables the automatic transfer of debts the salary payment date for the

from one month to another and provides current month (e.g.: 25th of the

the ability to generate reports regarding calculation month);

their history, regardless the selected nThe reporting at the end of the

period; month - where adjustments are

Enables to import and export data made according to the timesheet.

from/to other applications, to integrate

the application with other accounting The reporting after 5 working days from the

systems (PeopleSoft, ORACLE, SAP, SUN, end of the month - the period when the last

Workday, Scala, MFGPro, Charisma timesheet adjustments are made (e.g.: the

Enterprise, REVISAL, VERANEXE, IVG, medical certificates that were delivered late

DECLSOM); are recorded).

Ensures expense tracking per cost

Features

Defined as the Website of the

Human Resources department,

Portal HCM module plays an

important part in increasing the

transparency within the

organization, improving the

communication and motivation,

knowing the roles and

responsibilities but also other

personal information that can lay at

the basis of a healthy and

motivation-oriented culture,

commitment and responsibility of

the employees.

With Portal HCM module, TotalSoft

went beyond the traditional

features of a human resources

management system, developing a

powerful and robust tool, accessible

anytime and from anywhere via

Internet, empowering the

employees to get directly involved

in various processes. The

employees are able to enter certain

data into the system, such as rest

leaves, assessments, training plans,

etc., thus relieving the human

resources department of time-

consuming activities.

Financial and Operational Benefits

HCM Portal

Reduces the operational costs

The solution enables to eliminate the time needed by

the HR personnel to run certain routine time

consuming tasks such as leaves day calculation,

requests for certificates, employee information

update. Another eliminated cost comes from the

significant reduction of paper needed for the

operations ran by the Human Resources department.

Increases the productivity of the Human Resources

department

The module enables the publication and quick

adoption of new internal requirements and

regulations, and the facilitation of administrative tasks

necessary for checking if the new regulations were

read. Furthermore, the product ensures quick control

and access to information about the employees via

Internet, anytime anywhere.

Motivates and empowers the company's employees

By actively involving the managers and employees

into complete 360-degree assessments, leave

requests or other human resources processes, the

solution empowers the personnel and increases the

motivation by improving transparency,

communication and teamwork.

“We have outsourced the payroll

services and we are delighted to

have chosen TotalSoft. The payroll

process has been automated to a

large extent by implementing HCM

Portal interface. Now we have easy

access to information and reports

required to optimize the human

resources work.”

Groupe Société Générale

Adela Jansen,

HR Executive Director

BRD

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The users who can access Portal HCM module

are split in many categories, depending on the The Manager

assigned rights: employees, managers, top Apart from the rights assigned to the

managers, as well as Human Resources employees, the manager can:

department users. The accounts and rights of View certain information for all his/her

these users are validated by the Human subordinates: leave balance, timesheet,

Resources department. assessment results, training plans.

Approve or reject the requests initiated by

The company's employee his/her subordinates.

The company's employees can access public Fill in assessments, training plans or career

information made available by the Human path management for his/her

Resources department, and the operations subordinated employees.

he/she can perform are: Fill in information about the results of

Accessing the news within the company interviews he/she attends regarding the

(e.g.: team building, training or applicants who are to be employed on

recruitment sessions, new colleagues, subordinated positions.

announcing the employees of the month,

etc.); The Top Manager

Accessing the forms used within the Apart from the rights assigned to the

company; mangers, the management personnel is able

Accessing public information about the to access the organization charts and

active employees within the company, statistical managerial reports. Also, they have

enabling the access to each employee's a dashboard including information about the

personal pages but also to information personnel turnover and the employee

such as phone number, e-mail, office expenses, split by companies, business units

location etc.; or cost centers.

Simulating the salary calculation, from

gross to net and from net to gross salary, The person who enters the timesheet on the

with all the employee's and the Web

employer's taxes; He/She has similar rights as the employee,

Sending requests to the Human Resources but can additionally enter the timesheets of

department; the employees he/she is assigned to;

Initiating flows such as rest leave requests,

requests for certificates, etc. The employee in the Human Resources

Changing certain personal data (address, department

personal documents, marital status) if The employees in the Human Resources

these rights are configured. department have access to the specific

Self-assessment, by filling in rates for each legislation section for the human resources

task/target/competence, depending on management that is regularly updated

the assessment model configured by the through version upgrade or by providing a

Human Resources department. Web service.

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Features

The talent management is a

complex process that involves the

identification of the most suitable

candidate for supporting the

organization's targets. In a labor

market where fluctuations and

major changes occur in a very short

time, the recruitment process has

earned an essential place in the

human resource strategy of the

company because it allows

attracting key competencies and

skills for its development.

Efficiently managing a very large

resume database, recording the

potential internal and external

candidates, selecting the applicants

by well determined criteria and

automatically retrieving from the

system the resumes posted on the

company's Website or on third

party Websites is the base of the

recruitment process. A software

solution that covers all these

features is essential for the human

resources professionals because it

relieves them from the routine

tasks, while being able to focus on

the key elements of the recruitment

process: selection, interview,

negotiation.

Financial and Operational Benefits

Talent Management

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Increases the productivity of the recruitment activity

The application allows quick access to detail, correct

and updated information about applicants, thus

eliminating the time wasted for searching into large

resume databases and the redundant tasks;

Identify the best candidate for the organization

The solution provides the Human Resources

department with all the information regarding the

experience and skills of the applicant, placing him/her

in the center of the recruitment process;

Reduces and eliminates the routine tasks

The application eliminates recording data and sending

replies, allowing to focus on the key elements of the

recruitment process. selection, interview, negotiation;

Ensures tracking the applicants during the entire

recruitment process

The internal customers of the recruitment process can

view any time the recruitment status, the candidate

shortlist, their profiles, providing quick access to each

applicant history.

“Charisma HCM gives us a very

clear record of the trainings we

organize, the people involved, the

history, costs and assessments. We

can analyze easier the employee’s

flow and what to do to keep and use

him at full potential.”

Vel Pitar

Florin Tătaru,

Human Resources National Director

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The automatic forwarding of resumes portal / email about the vacancies at a

posted on the Website in the certain moment (the list of the jobs on

recruitment module after an offline the Internet can differ from the list on

preliminary validation. In case the the Intranet);

applicant already has a resume in the The possibility to define projects only

database and applies for a new job, for the external or internal applicants,

his/her resume is not recorded once or mixed projects that can be applied

again in the database, but, after its both by external and internal applicants;

validation, is forwarded to that position; The internal applicants are able to track

Allows the import of resumes coming the status of their application until the

from other sources such as specialized end of the project; they receive

Websites and recruitment agencies; notifications about the interviews and

Allows the update of resumes already their results;

recorded into the system by providing For internal recruitment, certain data in

the possibility of loading the resume into the human resources and payroll

the system as a document (.doc, .pdf or modules can be automatically accessed

scanned image); by the recruitment team (e.g. the

Enables the advanced search option by current benefit package);

compose criteria or attributes: foreign Allows automatic retrieval of resumes

language level, experience); from eJobs, BestJobs;

Ensures applicant data transfer into the The possibility to define preliminary

"employee" section (in case the selection criteria;

applicants become employees of the Ensures a complete set of documents

company) with a simple check of an and indicators specific to the

option; recruitment:

Allows defining the recruitment nThe resume – print version;

projects/sessions: project start date, nThe offer for the applicant;

deadline for resumes, project nThe number of applications by

commission; origin source;

Automatically manages the available nThe duration of the recruitment

jobs and the number of vacancies process by project (intermediate

taking into account the vacancies at a durations of subprocesses:

certain moment, but also the occupied interviews, selections, etc.);

positions; nEstimate of the recruitment process

Reduces the costs of the recruitment duration based on the history – for

process: recruitment fees, job fairs' a certain position;

attendance fee, recruitment advertising nThe number of applicants selected

fees; for the interview;

Allows the automatic notification on nForm for response letter.

Features

The occupational medicine is a

mandatory step both for the new

employee and for the employer.

This medical examination should be

done both at the moment of

employment and later on, with a

certain periodicity determined

according to the specific work

conditions. Keeping an exact track

of medical visits, medical tests and

the results of the performed

medical tests is essential in

following the company's obligations

regarding the occupational

medicine.Financial and Operational Benefits

Occupational Medicine

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Decreasing the cross-operational costs

By permanently monitoring the health condition of

the employees, as well as taking regular medical

exams, the occupational medicine module prevents

professional diseases, while reducing the number of

sick leave days;

Control and transparency of the operations regarding

occupational medicine

The solution ensures an unique, complete, updated

database regarding the information directly related to

the occupational medicine. Thus, keeping a history of

all the incidents and making decisions to prevent

them based on this history leads to the reduction and

prevention of further working accidents for the

future;

Reducing the time needed to run the occupational

medicine operations

The module includes advanced features for quick

recording, monitoring and reporting of all specific

information. These features enable the company to

quickly act in view of retaking the expired medical

tests of the employees by automatic notifications.

“We considered several applications

for human resources management

and payroll but Charisma HCM was

the best response to our needs for a

configured employee; also, it proved

to be a valuable, flexible and well

structured tool.”

ING Bank

Manuela Dragomir,

Director, Head of Human Resources

n

n

n

n n

n

n

n

n

n

Manages information about the nDate, time, and place of the

medical visits of the employees, about working accident;

the medical tests they have taken or ntype of accident;

should take, as well as the medical nthe consequences of the working

problems they have; accident;

Monitors the health condition of the ndetails regarding injuries;

employees, thus preventing professional nfirst-aid (first aid methods list);

diseases; ncauses of the accident;

Manages medical exams at the time of ndescription of the accident;

employment, medical exams for ncircumstances of the accident;

adaptation, regular medical exams and nhospitalization and the inspector

medical exams for resuming the activity; who prepares the report;

Defines sets of medical tests that can be Keeps the track of medical exams and

attached to employee groups, directly to employees' diseases, by recording the

employees or by their positions; following information:

Records all the information related to nrisk name (risks list);

the medical tests: the date and the nrequired medical exam and

medical clinic where they were taken, periodicity of the medical exam;

the validity end date and their status; ntype, name, and code of the

Allows to set up lists and sets of medical condition;

medical tests, medical clinics and status ndate of the medical exam;

of the medical tests, while these can be nmedical recommendation;

expanded or restricted when needed; nvalidity end date;

Automatically notifies the validity end nthe result of the medical exam -

date of employees’ medical tests, as whether the employee is fit to work

well as the list of medical tests that or not;

have to be taken by certain employees; Generates simple or complex reports

Keeps the track of the working based on the information within this

accidents, providing the possibility to module.

monitor the following information

regarding working accidents:

Features

At present time, the largest HR

expenses at company level are

directly or indirectly allocated to

tracking and centralizing the

employees' working hours. In

addition, eliminating human errors

in recording the worked hours can

lead to a significant reduction of

errors in the payroll calculation.

On the other hand, ensuring a

secure access within any company

has major implications on the safety

of employees and controlling the

personnel flow. The solution that

manages to cover these processes

by providing security and control

and also recording the arrival and

exit hours to/from the institution is

a permanent element within a

company. Access - Timesheet

module matches exactly this role,

and is intended to control and

record the access of the personnel

within the company, and to provide

the tools for recording the

arrival/exit hours with the purpose

of calculating the working hours.

Financial and Operational Benefits

Acces - Timesheet

20 21

Reduces the time needed to record and review the

timesheets with up to 80%

The review of a timesheet lasts about 6 minutes. This

time can be reduced to approximate one minute with

an automatic system;

Significantly reduces the operational costs

By reducing the time needed for the salary calculation

based on the timesheets or reducing the time needed

to assign the time shifts to employees, Charisma

significantly reduces the operational costs, while

improving the company's efficiency;

Reduces errors regarding the free hours recording

The solution minimizes the factors that affect the

normal working hours, such as extended lunch,

delays, leavings before the end of working hours that

can reach up to 4.08 hours per week, according to the

American Payroll Association. The system highlights

and records delays, absences, as well as incorrect

entries;

Overview of the costs, revenues and profitability

The solution enables comparing the working volume

with the salary budgets both at company level and

project, department, cost center or customer level.

You can perform regular, detail performance analysis

such as worked hours vs. standard working hours,

billable hours vs. spent hours.

„By outsourcing our services to

TotalSoft we streamlined the entire

human resources & payroll activity

at a much higher level of quality

while achieving a significant cost

reduction for management.”

URSUS Breweries

Alina Sîrbu

HR Manager

n n

n

n

n

n

n

n

n

n

n

n

n

Provides an electronic timesheet for all Ensures defining timesheet devices by

the employees - when entering the entering their name (for easy

company or when accessing certain localization), entering the device type

areas, each employee uses an access (access and/or timesheet), working

card inserted into a card reader that hours, access area, device status;

records the card code and saves Ensures assigning and unassigning the

information such as date and time of the magnetic / proximity cards of the

passing; employees - any assigned card, once

Allows downloading the data recorded passed through the device, is identified

by the access-timesheet devices by the program as belonging to a certain

(manually or automatically) to the employee;

computer and these can be interpreted Ensures updating (adding, changing,

and shown as reports regarding the deleting) of time shifts;

employees' attendance; Allows assigning/re-assigning time

Secures the data by defining user shifts to employees;

hierarchies; Ensures the validation of the

Allows setting up parameters that can information processed by the program:

be used to calculate the worked hours: employee's brand, first name, name,

arrival tolerance, rounding up to a timesheet date, arrival time, exit time,

complete hour, implicit worked hours delay, advance, time shift, number of

and additional hours, maximum allowed worked hours, type of worked hours,

number of hours, allowed pause or every employee's arrival-exit pairs;

ignored minutes; Separately records the overtime, the

Introduces filters for quick selection and advances or the delays of the employee,

search such as: brand, name, the module also allowing the correction

department, location, date or hour of errors recorded by the devices;

types; Ensures a general validation by type of

Allows setting the lists with: access worked hours, being able to correct the

areas, device working hours, enter, exit worked hours through changes applied

or mixed time schedules for each device, to an employee or employee group.

device statuses, types of worked hours,

special days;

Features

One of the main challenges of the

Human Resources department is to

retrieve from the entire database

reports and statements that

highlight the progress and dynamics

of human resources, salary budget,

hours actually worked by the

company's employees, competence

progress, time budget assigned to

internal or external training courses

or the efficiency of investments in

the headcount development. The

lack of a powerful reporting engine

decreases with almost 50% the

efficiency of an information system

that would strictly limit itself to

record some data into the system.

Financial and Operational Benefits

Reports

22 23

Ensures a comprehensive view on the dynamics of

the Human Resources department;

Quickly generates any report regarding the

operations of the Human Resources department,

whether we are talking about payroll, employee

data, timesheet;

Ensures analyzing key indicators and measuring

department's efficiency and performance;

Eliminates human errors from the reporting process

and provides a correct updated view of the human

resources status within the company.

“When I signed the project, we

chose 17 reports and now we have

over 80 and their number continues

to grow as people discover the

features of the application.

Interestingly, over 50% out of these

were created by ourselves according

to the situations we faced.”

Ţiriac Management

Alexandru Cârstoiu,

Technical Project Manager

n n

n

n

n

n

n

n

Allows easy and fast generation of a Access - Timesheet reports

complex set of standard reports where nShift attendance report;

the main reports are: nThe report regarding the travels

Human resources reports outside the company (private or

nThe updated list of employees; personal);

nThe planning of annual rest leaves; nThe employee attendance report by

nIndividual employment contracts; department, profit/cost center;

nAddendums; nThe global working hours;

nPromotion reports; nMonthly reports;

nEmployee training plan; nIndividual timesheet record.;

nAssessment record; Enables the retrieving from the database

nPersonal record; of any existing information as reports

nTitle and salary history; adapted to each user's requirements;

nTurnover report; Provides a powerful report

nHeadcount report; configuration module; the shape and

nLength of service certificates; content of the report can be configured

Payroll reports with only a few clicks;

nPayroll registry; Allows the export of reports to any

nPayrolls; other type of external application for

nMedical certificates; further processing;

nWithholding list; Allows to extremely easy and quick

nSick leave payrolls; select the information from the

nPay slips; database, and this can be done by any

nHealth statements; trained user of the application.

nFNUASS statements.

Features

One of the main responsibilities of

the Human Resources department

is to manage all the documents and

reports required by the state but

also to maintain their compliance

with the applicable law. This

process does not accept human

errors; any document or report in a

different format other than the one

required by the state or that does

not include certain usual

information can lead to the

rejection of the reporting and thus

to the increase of time and costs

allocated to this process.Financial and Operational Benefits

ITM

24 25

Significantly reducing the time needed to report to

ITM

The solution automatically generates the reports and

instantly identifies any change registered from one

month to the next, alerting the Human Resources

department and thus preventing the useless

consumption of time, energy and money for the re-

generation of the reports;

Eliminating human errors

Thanks to the automation of the reporting process,

any inconsistency identified in the employee data is

removed and notified to the decision factors.

Additionally, the module removes the errors occurred

as a result of legal changes, thus ensuring the

compliance with the applicable law. All the legal

updates are done in real time;

Overview on all the reports to ITM

The history of all the reports to ITM can be viewed

any time. The product provides advanced search

filters, enabling to find the needed information and to

minimize the routine time consuming tasks.

“The database is unique and

therefore accessible from any

location, but we do the

configurations at the headquarters,

so that colleagues across the

country cannot intervene. It is a real

advantage because we are not

forced to deal with inconsistencies

anymore.”

Continental Hotels

Iulia Hurdubeţiu,

Director HR

n

n

n

n

n

n

n

n

Generating all the files that must be generated, including their related own

submitted to Territorial Working data;

Inspectorates, according to the Allows files checking - certain checking

applicable law (e.g. the registry in keys are provided, and the files will be

electronic format); generated only after the validation of all

Regularly generating the files related to the checking keys by the system;

the registry, according to the Ensures printing the inconsistencies or

specifications issued by Labor data that do not comply with the ITM

Inspection; specifications by using the report "Error

Exclusively generating files that include list" (e.g. checks if the employee's city

the changes occurred in the personal has a valid SIRUTA code or if the contract

data or the employees' contracts, as well termination reason complies with the list

as in the new employees' data - this is in the specifications);

possible thanks to the option to Generates a series of configurable

compare the data of the current reports that include the data reported to

situation with those of the last reporting the Territorial Working Inspectorate;

to Territorial Working Inspectorate; Ensures information security by

Defining different employers that can configuring user rights related to

be mapped to legal entities, locations, accessing and processing the data

business units or other organizations regarding all the employees or only

defined in Charisma HCM, individual certain employees.

records for every employer will be

Features

First of all, creating the budget

means planning the activities and

resources required for achieving the

business targets, an essential

element in reaching the desired

result. The lack of a tool to facilitate

the defining, planning and control of

the budgets on certain periods of

time can deprive the company of the

possibility to identify the cost

effective opportunities on time, as

well as a consistent view of the

financial and operational activity any

time.

Budgets module provides all the

necessary features to generate the

budgets for the Human Resources

departments, starting from planning

the critical actions required to

support the strategic targets, such as

ensuring the competencies, and

assessment and performance plans,

to the operational tasks required to

ensure human resources, trainings

or personnel payroll and

management.

Financial and Operational Benefits

Budgets

26 27

Reduces the time assigned to routine tasks

Budgets module provides useful real time reports and

information, instantly offering all the information

needed to create, compare and assess the efficiency

in executing the budgets specific to Human Resources

departments. Thanks to centralizing the information

into a single database, the personnel in Human

Resources departments saves important time, and is

able to focus more on efficient task;.

Reduces the operational costs

The module eliminates the involvement of many

people in collecting the information and creating

updated reports and statements, thus eliminating

redundant and manual work occurred as a result of

the simultaneous use of multiple applications;

Reduces the data migration costs

Budgets module is an integrated part of an integrated

system, Charisma HCM, enabling the quick data

migration.

“From my point of view, an

extremely important advantage

obtained after the Charisma

implementation is the organizational

chart which is updated daily, and I

don’t mean the simple picture itself,

but the position for each person in

the company as a cost center with

the entire corresponding history in

the background.”

Alexandrion Grup Romania

Mihaela Ciufecu, Legal Director

n

n

n

Enables the configuration of budget total employee cost, location);

items - taxes, headcount, salary raises, nAnnual report for budget item

special clauses; variations (headcount, salaries,

Ensures budgets at employee level – bonuses, exchange rate);

ensures budgets on each HC, cost center, nNext year budget vs. previous year

company, brand, location for each budget;

month of the budget year; nCurrent year budget vs. current

Ensures a complete set of specific expenses;

reports: nNext year budget vs. current

nReport for a budget year expenses.

(headcount, CC, title, taxes,

premiums, monthly base salary,

Features

One of the main challenges of the

Human Resources department is to

retrieve from the entire database

some updated reports and

statements that accurately highlight

the progress and dynamics of

human resources, payroll budget,

and also the hours actually worked

by the company's employees.

Dashboard module is a powerful

business intelligence solution,

especially designed to achieve

relevant figures for the HR

departments in organizations of any

size or complexity. The module

monitors the operations and

efficiency of the company's

headcount through a set of

completely configurable financial or

non-financial indicators, that cover

all the aspects regarding the

employee status, the headcount

progress, the turnover on

hierarchical levels, the dynamics of

internal personnel turnover, the

headcount investments, the

efficiency of training programs and

other indicators specific to the

modern Human Resources

departments.Financial and Operational Benefits

Dashboard

28 29

Provides an overview

The module enables the analysis of key indicators,

providing a clear view based on updated information

about the dynamics of human resources in

organizations of any size or complexity;

Reduces the time needed to get an updated status

The module enables to quickly generate and access

numerous reports regarding the efficiency of the

Human Resources department;

Eliminates human errors in the assessment process

The system provides users with updated, relevant,

detail, and real-time information.

“Now I am able to respond to the

management’s requests with any

type of report within 10 minutes,

considering also the time needed for

formatting.”

Euroweb Romania

Raluca Neculae,

Human Resource Director,

n

n

n

n

n

n

n

n

n

n

Provides recording, viewing, editing and and departments. This indicator can

deleting the data for the current year, be calculated by closed months;

based on which reports are issued; nThe dynamics of the internal

Enables to calculate indicators or group personnel turnover for each

of indicators based on the input data; department: final number of

Enables closing the months by using the employees leaving the company,

option “Close month”; after this transfers between departments,

command, the values are displayed in promotions, suspensions, transfers

reports (these values can no longer be within the departments. This

modified); indicator can be calculated by

Provides users with: closed months;

nInput data and KPIs for the current Enables to identify the indicators by

year and grouped by closed name, label, group they belong to;

months; Retrieves the information that

nAnalyzing the headcount current represent the basis for calculating the

status, calculated both as HC (total system indicators, based on forms -

headcount), as well as FTE (the changing the data automatically leads to

employees as fulltime equivalent). updating the indicator values;

The analysis can be shown by Enables adding new indicators according

departments and company; to the organization's specific needs;

nMonitoring the headcount Enables the configuration of

evolution for the current year, departments for which the data will be

calculated both as HC (total calculated and presented in reports;

headcount), as well as FTE (the Enables the configuration of reasons

employees as fulltime equivalent) based on which an employee is

and by closed months; promoted or transferred;

nTurnover status (number of Provides own standard and configurable

employees leaving the reports.

company/HC) on hierarchical levels

Features

One of the main responsibilities of

the Human Resources department

is to manage all the documents and

reports required by the state but

also to maintain their compliance

with the applicable law. This

process does not accept human

errors; any document or report in a

different format other than that

provided by the state or that does

not include certain usual

information can lead to the

rejection of the reporting and thus

to the increase of time allocated to

this process.

The module allows the automatic

generation of the Statement 112

(XML file) that is sent to the ANAF

validation program. It can also

generate a PDF file with electronic

signature.

Financial and Operational Benefits

Statements

30 31

Significantly reduces the time needed to generate

reports for the state budget

Automatically generates the reports and instantly

identifies the changes registered from one month to

the next;

Eliminates human errors in the reporting process

Thanks to retrieving the data directly from the system

database that includes the updated status of the

organization, the product eliminates the potential

human errors that occur in the process of manually

transferring the information from one system to the

other;

Eliminates the errors occurred due to legal changes

The module ensures the compliance with the

applicable law; the legal updates are done in real-

time, without disrupting the company's operations.

“ The automatic calculation of sick

leaves is a great advantage, and

also that we have implemented

real-time legislative changes.

Reducing so much time needed for

the accomplishment of these

activities, we can now focus on staff

development activities.”

Compania de Librării Bucureşti

Liliana Niţu,

HR Manager

n

n

n

n n

n

n

Allows file checking – certain keys for wage, death grant) and also the update

validation are provided, the system can for calculus expressions (CAS capped at 5

generate the files only after the average economy wages);

validation of all the security keys is done; Ensures mapping between the

Ensures the viewing, printing and configured elements for each database

generation of the file in the required and reporting elements from the

format as stipulated by law; Statement 112;

Allows the generation of the amending Provides information security through

statement (as instructed, the statement user rights configuration with focus on

will contain information for all the access and processing data for all

company’s employees, but it will be employees or for only certain employers;

marked with an amendment code); Allows statements archiving, the user

Provides the upgrade of certain calculus can always access the statements

elements (minimum wage, average submitted in the past months.

Features

The specialization and development

of competencies is one of the main

non-financial elements of

motivating the employees.

Furthermore, the training has

become a necessity, a mandatory

task for the healthy long term

development of the company. The

reasons for which the Human

Resources departments in large

organizations or in emerging

companies resort to specialized

courses are based on identifying

their own organizational needs. Due

to these reasons, training is one of

the most profitable investments, as

one can have the certitude that it

can be found in the quality of

people and in the compliance with

the company's professional

standards.

The training module ensures the

increasing of efficiency of all the

training operations, beginning with

process of planning the training

needs for every employee, team or

department, assessing the best

training programs and their

suppliers, centralizing the training

periods, the effective execution and

the assessment of the results. The

module is a basic part of Charisma

HCM suite, having major impact on

managing the talents and

competencies of the organization.

Financial and Operational Benefits

Training

32 33

Provides centralized control of the training plan

The module allows defining a configurable format for

the training plan at organization level, as well as the

appropriate filling in with data about the training

demand and offer. Furthermore, the product manages

all the aspects related to logistics, planning, data

consolidation, developing an efficient process in what

regards quality, costs and deadlines;

Decreases the response time to training requests

The module automates the training process, enabling

much faster information transfer between the internal

customers and the Human Resources department and

enabling access to an updated database of employee

competencies, already taken courses, suppliers and

training programs. Thus, the reaction time of the HR

department to any training request from the

organization significantly decreases;

Optimizes the training process

The module provides monitoring and reporting tools

regarding the training process, allowing the

identification of weaknesses and their remedies;

Reduces the administrative tasks

Enables to spend more time on strategic operations,

by automating many routine tasks involved in the

training process ran at company level.

n n

n

n

n

n

n

n

n

n n

n

n

Allows a configurable format for the Enables querying and using the training

training program and populating it with plan by all users, which will reduce the

data regarding the training offer and needed to run training sessions;

demand; Enables standardized and automatic

Creates and plans the training sessions preparation of the dashboard related to

characterized by: duration, number of the training process, a feature that

attendees, attendance, room, trainer, replaces numerous manual operations

course support, start/end date, training and entries;

methods, assessment; Provides interfaces in many

Manages the training offer, enabling to international languages;

set and detail the training areas (foreign Provides a set of reports specific to the

languages, engineering, design); training process, reports centralized or

Covers the logistics of training plans set by certain areas, departments, titles;

(bookings and the rooms' usage, manual Includes the possibility to access the

requisition, course attendance, training history for a certain person, for

assessments after the course), thus certain persons within a department,

contributing to minimizing the time trainings in a particular period, test

spent on issues related to logistics; results;

Allows consolidating data regarding the Includes the possibility to automatically

training needs from departments or call by e-mail the persons enrolled to the

branches, including information such as training;

number of persons and training hours Enables monitoring a set of indicators

per each person, training type, as well as specific to the training process: average

the assignments per day, hours, persons; monthly attendance, number of persons

Automates certain tasks of the training who have attended the training, access

plan, ensuring: rate to the training, training hours,

nReducing the duplicate records and absences, training hours per person,

the number of exchanged e-mails; percentage of men and women that

nRapid information dissemination have attended the training, actual hours

(planned sessions, session on age, personnel or training category.

attendance ratio);

Features

Alerter module notifies the events

or actions that need to be

performed in a given time interval.

The alerts are perfectly

configurable, and can be created

and read only by users with certain

rights, according to the internal

organization policy. Integrated with

Charisma HCM suite, the module

retrieves any type of system

information, keeping the

responsible persons alerted on the

company's major events.

Financial and Operational Benefits

Alerter

34 35

Minimizes the delays

The module sends alerts in due time regarding certain

tasks and events that need to be taken care of. Thus,

the delayed or forgotten major events for employees

will belong to the past from now on;

Reduces the costs

Thanks to removing the penalties that could occur for

not performing certain tasks in due time, the system

contributes to minimizing the non-quality costs;

Reduces the time allocated to plan the tasks

The option to determine automatic alerts reminds all

users about certain tasks that need to be performed,

as well as their deadlines;

Increases employees' satisfaction and motivation

The module enables to congratulate the employees

on personal events such as birthdays, marriage,

child/husband/wife anniversary, employment

anniversary date with the company or any other type

of alerts.

„By using the Charisma system

things for us became simple, clear

and transparent, we eliminated the

extensive work for closing each

month while also managing to

reduce human involvement only at

key control verification level, our

reporting efforts for the

headquarter becoming as complex

as we wish them to be.”

Mondial SA

membru Villeroy & Boch AG

Mihaela Daniela Nagy

HR Manager

n

n

n

n

n

n

n

n

n

n

Enables complex messages that can nEmployees whose trial period or

include both standard elements and temporary trial period contract

specific information retrieved directly terminates in the next 20 days;

from Charisma HR application; nEmployees who complete two

Ensures retrieving the information years from the suspension of the

directly from Charisma HR system; child care contract in the next 30

Automatically sends messages via e- days;

mail or SMS to certain persons, on HR supervisor - Daily activity report

certain events; for checking the data entered into

Enables fast and easy use through an the system during one day;

user-friendly interface; HR:

Enables setting the frequency an alert nEmployees' children who turn 18

will be sent; in the next 30 days;

Addresses the users in departments nDeductions for other persons in

such as: care that terminate in the next 30

IT, security, top management: days;

nEmployees that will leave the nEmployees whose medical exams

company or get hired in the next end dates in the next 30 days;

7 days; nInterviews scheduled for the next

nEmployees that will change their 7 days;

position in the next 7 days; nTraining sessions scheduled for

Middle Management: the next 7 days;

nEmployees who celebrate a nActions scheduled for the next 7

certain event in the next 7 days: days (e.g. certificate approval);

birthday, marriage, nChanges that affect the payroll

child/husband/wife birthday; process.

Features

At present time, the largest HR

expenses at organization level are

directly or indirectly routed to

manage the employees' working

hours. This process is supported by

the fact that eliminating human

errors in recording the worked

hours can lead to the significant

reduction of errors in the payroll

calculation.

Clocking In module is an extremely

useful tool that gathers in a simple

and fast manner, via Internet, the

timesheets from the employees

distributed in the territory. The

product brings in the advantage of

filling in all the information in a

single place, directly into the

database, and this information

reaches in real time the monthly

timesheet that is to be validated by

an user with special rights.

Financial and Operational Benefits

Clocking In

36 37

Reduces the time needed to record and review the

timesheets with up to 80%

The review of a timesheet lasts about 6 minutes. This

time can be reduced to approximate one minute with

an automatic system;

Significantly reduces the operational costs

By reducing the time needed for the salary calculation

based on the timesheets or reducing the time needed

to assign the time shifts to employees, Charisma

significantly reduces the operational costs, while

improving the company's efficiency;

Reduces errors regarding the free hours recording

The solution minimizes the factors that affect the

normal working hours, such as extended lunch,

delays, leavings before end of business that can reach

up to 4.08 hours per week, according to the American

Payroll Association. The system highlights and records

delays, absences, as well as incorrect entries;

Overview of the costs, revenues and profitability

The solution enables comparing the working volume

with the salary budgets both at company level and

project, department, cost center or customer level.

You can perform regular, detail performance analysis

such as worked hours vs. standard working hours,

billable hours vs. spent hours, providing the decisional

personnel with a consistent, updated view of the

efficient or inefficient areas of the organization.

“Discussing with colleagues, I have

concluded that Charisma HCM is the

most complex and stable tool that

you can use to shape as many

human activities as you wish,

including the organizational

development.”

PayPoint Romania

Andreea Tănase,

HR Manager

n

n

n n

n

n n

n

Enables the direct filling in of the in a single day, while each cost center

timesheets by the responsible persons can have assigned multiple locations;

using an unique source accessible via Defines the cost centers based on which

Web, by using a configurable timesheet; the timesheet will be recorded;

Ensures checking the timesheets, while Ensures data security by defining three

the errors being notified with alert types of users with recording, checking

messages. These can be corrected by and supporting rights in the timesheet

the user, and the timesheet submission process;

is not possible until all the alerts are Enables archiving timesheet data on an

cleared; user-defined period;

Consolidates all the timesheet Generates a series of timesheet reports,

information, the module enabling an whose format is similar with the

additional check of the data once they timesheet. When running the report,

are received at the headquarters. In case one can select the period, as well as to

these are rejected, it can be sent back to apply some filters such as: brand, first

the responsible person for review; name and name, cost center, location.

Enables entering various types of hours

Features

The Human Resource document

management is one of the most

time consuming activities for the HR

department. The implementation of

electronic employment record

books, lack of personal documents

in digital format and difficult

management of these documents in

their physical format, ineffective

communication between the

company’s working units, as well as

the lack of information regarding

changes to existing documents are

current issues that can only be

addressed directly through a

specialized management solution.

HR Document Management Module

ensures a comprehensive

management of HR documents

(time sheets, administrative

documents, certificates, employee

worksheets, contracts, certifications

and diplomas), being fully

integrated with the existing

workflow of the company.

The solution includes features such

as document scanning, saving,

archiving, change history, version

control, reporting and levels of

access definition by the system

administrator or approval of certain

documents already uploaded on the

system.

Financial and Operational Benefits

HR Document Management

38 39

Automates the HR document management

activities

By scanning the document archive, working with

physical documents is no longer necessary, while the

time needed to generate certain types of daily-used

formats is reduced.

Reduces the response time to internal request

Requests from employees to obtain certain

documents that are under the HR department’s

responsibility get a faster response by the on spot

generation of the required documents: leave requests,

income certificates, employee record books,

additional documents copies, individual certifications

and work sheets.

Improves the approval flows

Thanks to the integration with Charisma HCM, the

module provides an improved communication on

specific approval processes that require the

involvement of many employees of the company. You

can configure various types of internal approval or

document tracking flows, depending on your needs:

certificates, employee substitutes, evaluation,

recruitment, holidays or documentation for the bank.

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Provides management of digital archiving, retrieval, history, version

versions of working documents, as well control, reporting, adding and updating,

as other personal document such as access to documents according to the

employee record books, addendums, rights granted to users (public areas that

individual certificates or documents are available to all members or private

needed for bank loans; areas that accessible only by certain

Provides integration with the workflow departments or working groups based

existent in Charisma HCM – it also on levels of access rights);

allows the implementation of document Document history – the module keeps

workflow systems, namely approval, track of all changes to documents with

document circulation within the the possibility to view them at any time

company, as well as assigned tasks and or event to return to a previous version;

employees flows. Employee document history – the

Natively integrated with Charisma HCM application provides multiple filters and

– the module provides an archive for advanced search criteria (employee

each employee and location (for type, name, document type or records in

multisite companies with several Charisma HCM, HCM Portal or Charisma

working units), issues reports of ERP), stores and manages document

completeness of the archive, according flows or integrates them directly in the

to the list of documents assigned to workflow;

personnel files (OPIS), ensures access Document location – locations where

rights automatically based on the documents must be physically stored can

organizational structure, issues be defined, either within the company or

automatic notifications for each the supplier in charge of the document

document change or withdrawal, by storage outsourcing;

means of an OCR certificate based on Library-type functionality – if a

which one can search any type of document that must be returned in a

information uploaded in the system; certain time frame is issued, the solution

Unique location for document storage, allows the configuration of alerts with

Document Center, which allows various personal data of the applicant and sends

functionalities such as document saving, him/her a repayment notification.

Features

Poland Poland

Romania Romania

Bulgaria Bulgaria

Greece Greece

Czech RepCzech Rep

HungaryHungary

Albania Albania

Austria Austria

UnitedKingdom UnitedKingdom

Germany Germany

Russia

Ukraine

Moldova

Serbia

Slovakia

SenegalSenegal

Qatar Qatar

Saudi ArabiaUAE

BelgiumBelgium

FranceFrance

ItalyItaly

SwedenSweden

SpainSpain

Estonia

USAUSA

TotalSoft Implementations

Planned Subsidiaries

Active Subsidiaries

TotalSoft Headquarters

TotalSoft Headquarters, Global City Business Park 10 Bucharest - Nord Street

thBuilding O2, 8 Floor,

P: +4021 335 17 09

W: totalsoft.ro, charisma.ro, acollada.com

E: office@totalsoft.ro

Voluntari, llfov,România

Austria | Greece | Bulgaria | Qatar

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