Alexander Forbes is to deploy COSA`s Employee Self-Service software to its offices to support the human resources (HR) administration function.
This will increase efficiencies and reduce the cost associated with HR functions as employees can access and update their own information, and reduce the number of HR queries, with electronic tracking.
"We needed to keep abreast of ever-increasing regulatory requirements and optimise business efficiencies," says Mpho Nkeli, HR director, Alexander Forbes. "We have the UniQue human resources and payroll package from Q Data Dynamique, and COSA`s ESS software is a natural extension to this."
Alexander Forbes provides financial and risk services worldwide and is listed on the JSE Securities Exchange, with primary operations based in SA and the UK. The group`s clients include small, medium and large organisations, specialist groups and individuals. Its main activities include risk and financial services, as well as multi-manager investments through Investment Solutions.
"UniQue is a comprehensive HR admin and payroll offering, written to be 100% compliant with South African labour legislation, with a specific focus on the Employment Equity and Skills Development Acts," says Coleen Daniel, sales executive at Business Connexion, which owns Q Data DynamiQue.
Alexander Forbes contracted COSA reseller Business Connexion to supply the software, while a team with complementary skills from all three entities will support the project.
"The first phase, currently under way, will create the project definition with the next step being a pilot project at one of the Alexander Forbes divisions," says Rob Bothma, divisional manager at Business Connexion.
Proper planning is critical to an organisation with IT infrastructure as diverse and dispersed as Alexander Forbes`s operation, says Bothma. Integration is key, relying on proper standards and an open and flexible architecture.
"Before we can plan the roll-out, we need to define our scope and take into account the architecture and infrastructure that can be put into the charter to formulate costs. Due to the challenges in rolling out any new system we need to address the infrastructure impact up-front," says Pamela Ponelis, group applications manager, Alexander Forbes Group IT.
"Ultimately, each division will have a customisable home page with links to relevant issues pertaining to that specific division," says Nkeli. "We can take that down to individual groups of people. Tailoring information means employees do not have to read anything that does not pertain to them. They will not just be updating information and filling in leave applications online; they will be getting news that relates directly to them."
"With COSA Self-Service an employee or manager can complete leave forms, change personal details, check on company policy, expense claims, performance reviews, and view current and historic payslips," says Aldo van Tonder, development manager at COSA. "Managers can approve or reject applications or query current, pending or completed transactions. HR employees can concentrate on managing employees while information is monitored, captured, validated, approved and then automatically posted into the HR and payroll system. The software also performs workflow and document management."
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