BORA Human Resources: how it works

Human Resources Management

BORA Human Resources (BORA HR) is a human resources management system for organising staff by creating internal company rules, supporting recruitment and training, handling administration and recording work.

The BORA HR concept is designed for organisations with an extended corporate structure, to serve human resources through:

• Distributed roles that serve the place where the information arises, with a single process.
• Processing of different pay systems.
• Automation of the calculation procedures when working with schedules.

The BORA HR system is made up of modules and applications, grouped by topic for the different roles that serve human resources:

Staff organisation is maintained by payroll as the regulatory base, in line with current legislation; the staffing plan, as the main construct for planning human resources; and work norms, as working schedules.

Recruitment and maintaining qualifications by planning training are activities of companies that hire staff often.

Through the Personnelmodule, the personnel department keeps the employee register with the necessary personnel information and handles staff paperwork, keeping documents and registers. The employee register keeps a full profile of each person.

Heads of units can do time recordingas operational work, reduced to entering attendance in Form 76. Types of absence, as documents from Personnel, are reflected automatically in Form 19 and confirmed by the time keepers.

Payroll specialists coordinate the processes and phases of processing salaries.

The summary and preparation of payrollsfor salaries are centralised and direct the summarised results to staff, accounting and finance as well as to the state institutions.

The mobile apps in BORA HR give employees services for entering leave on the spot and viewing their pay slips.

Integration

As part of the shared set of BORA Business Suite systems, BORA HR is closely linked to:

BORA DMS, the document management system: job descriptions, internal company documents on personnel administration and pay organisation, and forms are kept by the Quality System with revision status. Control of the file space for the documents of the work processes.

The Records Management module keeps a register of incoming and outgoing correspondence, including correspondence on staff and pay.

The Accounting module, in its contextual posting part, provides BORA HR with posting policy and rules and, on the other hand, automatically posts and publishes the journal entries from payroll with policies for analytics and costing purposes.

The BORA Industry Solutions systems, which can record individual and group (team) work, publish the IRZ calculations and the allocations from group work to BORA HR. Form 76 is published through the Access Control and Projects modules.

Analytical reports through BORA BI

Personnel documents for hiring and dismissing employees and for staff movements such as leave are supported by BORA Controlling.

Processes

BORA HR handles the flow of documents according to the place and time where the information arises and the users’ roles.

The main information about an employee is kept in the employee record. It contains the person’s mandatory identification data, professional profile and pay details related to the agreed employment relationship, and is relatively static.

The employee record is updated mainly by documents that change the agreements and circumstances.

Staff movements over time that affect pay are recorded with order-type documents from Personnel, such as the start of the employment contract or annexes to it, leave or temporary incapacity for work. This information is published in Form 19.

For staff with predefined working schedules, the absences submitted by Personnel (leave, sick leave), the days and hours worked, night hours, holiday hours and others are calculated automatically from Form 19.

Operational information on attendance and hours worked for staff on summarised working time can be submitted through Form 76. The electronic format of Form 76 can come from the access control system or other digital sources.

The pay slip is the environment for publishing and combining personnel information and pay elements of:

• a permanent nature, from the employment contract,
• an order-based nature, for absence (leave, sick leave and so on),
• a variable nature, such as extra payments for the month and annual adjustments,
• arising from the time worked.

The pay slip is the main source for producing summaries for different purposes.

Interactive and batch processing

BORA HR starts the current month for processing. Together with the employee register, the pay slips are created and recalculated against the month’s schedules, with the optimistic forecast of full working time for each employee and the permanent earnings and deductions included.

During the current month, Personnel creates order-type and employment documents in interactive mode, and these are also reflected in Form 19.

Time keepers or electronic systems record staff movements through Form 76 in interactive mode or in batch mode with import from CSV files.

During the current month, variable earnings and deductions for the month are entered in interactive or batch mode.

After the current month ends, the two sources of staff movements give the final content of Form 19. To be calculated and published in the pay slip, it must be confirmed (closed) by the time keepers.

The same is done with the pay slips that have published entries from staff movements or variable earnings and deductions.

This is enough to close the current month in batch mode, prepare the summaries and move to a new month, which in calendar terms happens in the following month.

Moving to the next month creates an environment of regulatory parameters valid for the period, such as the minimum wage, called global parameters.

For operational work in the following month, where events are current, such as events from Form 76, BORA HR provides an environment for uninterrupted work.

The BORA HR Leave mobile app lets every employee submit a leave request and follow the approval of the request (order) for leave, which is done through BORA Controlling.

Orchestrating the processes

Information from operational work has to be entered without obstacles by the different user roles, in interactive mode, at the time it arises. BORA HR has control functions for checking that the information is complete.

Every piece of information arising along the chain of employee record, Personnel documents, Form 19 and pay slip leads to publishing further information in a proposed state, to be confirmed by the next participant in the process.

Extra payments from external sources, such as bonuses and variable earnings, are published in the pay slip in a proposed state for later recalculation.

Individual performance-based pay from standard-based work or teamwork with allocation by labour participation coefficient from BORA IS or another system is pre-processed for control purposes and published in the pay slip.

Batch processes follow a strict order and are recorded in the Job Log. The system allows batch processes to be rolled back (Roll Back).

The working regime of staff is set by the pay system and the agreement with the employer. It ranges from a predefined schedule to an individual working schedule. BORA HR ensures that the work norms are met on the one hand and that the work is paid according to the regulations on the other, by automating the process.

Staff organisation

Staff organisation creates the environment for setting up and maintaining the regulatory base for employment relationships and the rules for calculating pay.

Work standards, as working schedules with predefined standard hours, extra hours, night, holiday and overtime work, allow automated hourly time recording in Form 19 by schedule.

The staffing plan is mandatory. It is created from the company’s administrative structure by defining positions and NKPD codes, and it forms the planned wage fund. The staffing plan sets the basic environment of the employment relationships, which is inherited by every employee record. Its basic attribute is the type of employment relationship:

• Workers and employees under the Labour Code;
• Civil servants
• Persons elected by law
• Management and control contracts
• People working without an employment relationship (civil contract)

and how BORA HR will handle the position afterwards.

Job descriptions are kept dynamically with versions and are an attribute of the staffing plan and of the employee. They are also part of the documented quality system.

BORA HR is delivered to the user fully set up with the pay regulations and basic pay elements. There is a set of tools for describing pay elements, a meta language for setting calculation formulas, accumulating bases and behaviour in the different documents. This gives users flexibility in reflecting regulatory changes, modelling and choosing how calculations are made.

The system is developed and regulatory changes to payroll calculation are reflected through a user-friendly interface.

For pay elements of the Earnings type you set:

• The documents where it applies,
• Which calculation bases it forms,
• Calculation formulas,
• Order on the pay slip,
• Posting method

Control requirements: a start date, an end date, no overlapping periods, a required object (cost centre) and so on.

For deductions you set:

• Mandatory
• Action: limited by time, by amount, or unlimited;
• Account: personal or global (shared)
• Posting method
• Payment method and so on.

Setting the calendar and schedules is mandatory. With extensive tools for generating and maintaining them, schedules are the main source of the time attributes for calculating pay. The master data lists for running the system are presented linearly and follow the regulations.

Personnel

Personnel information arises with recruitment and accompanies the whole cycle of the employment relationship. It records the necessary personal data, the elements of the employment relationship, leave, length of service, periods of health and social insurance, education and qualifications, as well as dynamic and configurable related data.

The employee record is the main database for Personnel and is divided into pages by topic:

• Personal data
• Contacts
• Employment relationships (pay)
• Service and leave
• Education
• Family
• Appointment
• Additional attributes
• Personnel information
• Categories

Employee records are organised in a database as a register that freely publishes historical data and as a tightly controlled environment for maintaining the links between Personnel documents and the state of the record.

The topic data is structured for personnel and payroll purposes and is served by many regulatory master data lists:

• The pay system: whether the employee is on a fixed salary or a tariff salary, or is paid on the basis of what they produce, individual piecework;
• The position, from which the employee’s NKPD category and related classification come;
• Grade: if the organisation has a pay system based on employee grades;
• The main schedule and group/shift: they determine how often and for how long the employee comes to work;
• The labour category;
• The type of social insurance according to the NRA’s code list;
• The economic activity code: it determines the row in the minimum insurable income table.

Additional attributes are provided through configurable data sets, called dimensions, for additional structuring information. For example: workwear sizes, the commuter transport line, medical expert commission (TELK) decisions and other details specific to the organisation.

The Appointments page holds an extract of all the Personnel documents issued for the employee, and lets you create new ones that go into the general register of documents.

Exporting the document to the relevant predefined Word template produces the printed copy of the document, which is kept as a file in the file space controlled by BORA HR.

The employee record is linked to the so-called electronic folders for storing files related to the employee, both files exported from the system and scanned files or files in other formats.

The record is also linked to the Correspondence module for creating other kinds of documents related to personnel, such as letters, certificates, internal notes and so on.

When the personnel documents described in the table are entered and activated, the relevant codes are published in the staff movement form, Form 19.

Staff paperwork, such as the different kinds of employment contracts, supplementary agreements and leave orders, is automated with document templates and registers.

Salaries use the static data from the employee record and the dynamic data from the staff documents, which are published and proposed for approval.

Time recording: time and quantity.

Time-based pay for people on a regular shift, together with entering the types of absence, makes it easy to calculate the time worked and the resulting earnings.

BORA HR offers an extensive set of tools for processing dynamic working time, with schedules, schedule changes, individual schedules and the resulting hourly calculation of the pay elements: tariff pay, night work, extra hours, holidays and overtime.

Absences are entered as unpaid leave, sick leave or paid leave, with their duration only, and are calculated automatically. This lets line managers submit this data remotely and on time, as Form 76.

The individual schedule can also be fed from the access control system, which makes the hours worked objective.

Salaries

It handles both the earnings published from processing Form 19 and those entered dynamically, such as IRZ or allocations from group work.

Mandatory payroll deductions, such as the social and health insurance packages, are automated.

Voluntary deductions can be kept on accounts, observing their term: by time or by amount.

The Salaries module brings the processes together and handles cases from published data, from Personnel and from time recording in Form 19.

Closing the month and preparing the data for the next month are done in batch mode, with a high degree of automation in carrying the data over to the next month.

Payrolls

The closing operations for calculating salaries involve preparing summaries in different directions: sites, global and individual accounts, staff categories.

A payment payroll and pay slips are prepared.

Posting salaries and publishing them in the cash flows is done automatically in BORA Business Solutions.

Deductions are directed to the different public systems, the NSSI and the NRA, in the relevant formats. Formats for cashless payments to banks are supported.

A wide range of personal reports is prepared for each employee.

Applications

BORA HR Mobile Leave is an app that lets every employee submit a leave request and follow the approval of the request (order) for leave.

Integration

BORA HR is integrated with the BORA Business Suite set of systems through:

DMS, the document management system: Job descriptions, internal company documents on personnel administration and pay organisation, and forms are kept by the Quality System with revision status. Control of the file space for the documents of the work processes.

The Records Management modulekeeps a register of incoming and outgoing correspondence, including correspondence on staff and pay.

The Accounting module, in its contextual posting part, provides BORA HR with posting policy and rules and, on the other hand, automatically posts and publishes the journal entries from payroll with policies for analytics and costing purposes.

The systems of BORA Industry Solutions: Manufacturing, Service and repairs, Projects can record individual and group (team) work and publish the IRZ calculations and the allocations from group work to BORA HR.

Recruitment and training

Education and qualifications is a register of the education level attained and of specific qualifications, with the following details:

• Education: education; speciality; institution; subject;
• Qualification: course; trainer; from date; to date; venue; duration; document number; date of issue; valid until; training agreement; cost of the training.

Personal information on education and qualifications feeds the mechanisms for planning staff qualifications, tracking when qualifications expire and need renewal, and obligations to the organisation related to obtaining a qualification.

Staff movements: Form 19

BORA HR organises schedules in two dimensions, shifts and groups of workers, described for example as follows

Combining them makes up the schedule, shown in calendar form, and the resulting calculations of the main time attributes of the work done.

The flexible BORA HR mechanism for generating, maintaining and dynamically calculating the days and hours worked in different respects is the basis for processing Form 19 by:

• Days and days worked,
• Hours, standard hours and converted hours worked,
• Night hours and converted night hours,
• Extra hours and converted extra hours,
• Holiday hours and holiday hours worked.

Staff movements published in Form 19 from Personnel documents are projected onto the employee’s personal schedule. When Form 19 is closed, all the time attributes are calculated automatically and published in the pay slip, under the relevant pay elements and algorithms.

From Form 19 you can navigate to view the pay slip on the one hand, and to view the Personnel documents that created the entries in Form 19 on the other.

In the same way, from the pay slip you can open and view the related Form 19.

Staff movements published from Personnel cannot be corrected or removed in Form 19. This can only be done by removing (cancelling) the source document, or with a reversing document. For example: an order ending leave.

This way Form 19 is the document that links Personnel and Salaries.

Besides the system links between documents, the system shows which source document created the entry.

For employees on summarised working time, Form 76 is shown in Form 19, and during publishing it checks for mismatches and overlapping periods.

Pay slip

The pay slip in BORA HR acts as a container for earnings and deductions. It is created when the system is initialised and for every new employee, with a predefined set of pay elements. Earnings and deductions specific to the employee are added with the relevant policies. When moving to a new month, the pay slip is carried over and the temporary elements drop off.

Personnel documents that change the permanent terms of the employment relationship update them or publish new ones.

Form 19 calculates and publishes in the pay slip the elements related to attendance and absence.

Variable earnings and deductions for the month are published from lists in batch mode, or added and updated in interactive mode.

Sources of earnings from the calculation of individual or group performance-based pay are also published in batch mode, or added and updated in interactive mode.

The pay slip is calculated with algorithms that depend on the pay system:

• Time-based: fixed salary or tariff salary,
• Standard-based: individual performance-based pay.

BORA Mobile HR Leave

The app is a “thin client” and gives personal authorised access to information on leave used, the option to submit a leave request and a way to follow the decision. The user installs the app easily on a personal computer.

The app provides these services:

• Administration: password protection of access and password change,
• Leave request
• Printing the form
• Viewing leave entitlement
• Viewing leave used

B2B export

Notifications under Article 62 of the Labour Code are created from the register of personnel documents and include employment contracts, supplementary agreements and orders terminating employment.

Also from the register, a file of sick leave for the NSSI is prepared from documents of the Cash benefits type. You can print:

• Covering letter
• List of documents under Articles 3 to 5 and Article 14 of the Regulation. Declarations No. 1 and No. 6

are prepared from the data in the employees’ pay slips.

Accounting

Salaries are posted in BORA HR in batch mode, using rules defined in the shared accounting mechanism of BORA Business Suite.

Entries are generated for:

• Earnings;
• Deductions;
• State social insurance and health insurance paid by the employer.

by cost centre and/or employee, with options for analytics by:

• Site category
• Pay elements;
• Staff categories.

The journal entries can in turn be exported to other accounting systems using set templates.

BORA Solutions© 5.1.3-1 BORA Human Resources: how it works