People-Trak’s HRIS enables you to contact the employee by mail, home phone, work phone, cell phone, and email. You can create address lists and phone lists in seconds.

Provides necessary information for the creation of EEO-1 reports and other reports detailing the diversity of your workforce.

Provides full detail for two emergency contacts including address, home phone, and work phone. Emergency contact reports can be produced in seconds.

Assists you in keeping track of company issued property and ensures that company property is returned when an employee separates from the organization. Tracks expiration dates for company issued credit cards, etc.

A variety of fields are provided for tracking employee status. An Active field, two status fields, and a status comment field assist you. Define two different tables of status codes.

As status changes are made, an ongoing status history is automatically recorded. This enables you to monitor and report on the status of the employee over their career.

Automatic calculation of seniority years, months, days, and totals days ensures accuracy. A separate seniority exception days tracks those days that are not to be counted toward overall seniority. This enables you to keep the seniority date constant while adjusting seniority for LOA and other events that do not count toward seniority.

Enables you to keep track of I-9 documents and pending expiration dates. You can define reports and alerts that will notify you in advance of VISA expiration dates so that appropriate renewals can be obtained. A user-defined table of I-9 documents speeds data entry and ensures consistency.

Allows you to record both the termination reason and the termination type. You can group terminations for reporting to isolate trends and identify problem departments and managers.

Adjacent to the termination details, you can track the COBRA qualifying event and date, notification date, and election date. If the employee elects COBRA, a simple button can create a corresponding record in the COBRA module.

Keeps a detailed history of all LOA events and totals those days that do not apply to seniority into the seniority exceptions days field. Enables you to indicate the number of work days lost and whether or not the LOA event was FMLA eligible.

Allows you to record and track all union memberships with start and end dates for all participation.

Our HRIS allows you to define as many accrual accounts as required including vacation, sick, jury, bereavement, LOA, hours worked, etc. Accounts can be accruing or non-accruing.

Define an unlimited number of accrual rates for each accruing account.

Automate almost any attendance policy. Frequencies include hourly, daily, weekly, biweekly, semimonthly, monthly, quarterly, semi-annually, and annually.

Automates the time when employees are to move from one accrual level to the next. Eliminates the need for manual checking. Auto-bumping is performed during the accrual calculation process during the period specified.

Automates the annual rollover from year to another and optionally from one account to another.

Accruals can be calculated and reviewed prior to posting. This eliminates mistakes and allows verification of anticipated changes. Auto-bumps and rollovers are clearly indicated.

Simple point and click posting of validated calculations. Saves time and can be scheduled with the scheduling feature.

Shows balances for all accounts including current available, accrued amount, and amount taken for the year to date.

Shows all details for attendance events including dates, hours, and absence reasons. Optionally includes accruals and adjustments in addition to time used. Indicates time used in calendar format and allows printing of a full-year attendance calendar.

Allow employees to indicate planned time-off. Enables you to reconcile request conflicts and to produce reports indicating scheduled time off.

Allows detailed reporting of incident costs over a variety of categories such as medical, legal, rehab, legal, indemnity, damages etc. Provides summary and detailed costs.

Saves time when recording attendance events and ensures that all calculations are correctly updated to the balances. Posts attendance history directly. Produces an audit trail showing changes recorded.

Estimate an employee’s balance for any account for a future date. Saves time during employee inquiries.

Frequencies include hourly, daily, weekly, biweekly, semimonthly, monthly, quarterly, semi-annually, and annually.

Saves time when recording pay rate events and ensures that all calculations are correctly updated. Take a group of employees and post a Cost of Living Adjustment by percent or fixed amount using the Batch by Rate feature or post mass individual salary increases using the Batch by Employee feature. Produces an audit trail showing changes recorded.

Allows you to set an alert by a specific date to notify you of future pay increases for your employees.

People-Trak’s Statistics sub screen displays salaries equivalencies, such as hourly, daily, weekly, biweekly, etc. It also includes a graph to show how the employee has done compensation-wise since data of hire.

Other Compensation sub screen allows the tracking of pay outside the employee basic pay rate, such as bonuses, commissions, longevity pay, etc.

Use our HR software‘s powerful Report Writer to produce Compensation Information such as Average Last Change Percent, Average Salary by Department, Count by Pay Frequency, FTE Totals by Job Title, Highly Compensated Employees, Ranking by Amount of Last Change, Ranking by Percentage of Last Change, Reason for Last Change by Employee, Reason for Last Change by Reason, Salary Distribution by Age, Salary Distribution by Gender, Salary Equivalents for All Periods, Salary Grade Analysis, Salary History by Employee, Salary History for Employees Due Reviews, Salary List in Descending Order, Salary to Title History Comparison

Employee participants and dependent participants are automatically moved to the COBRA Administration module following a qualifying event and subsequent election. All election details are transferred into the COBRA Administration module.

Monitor COBRA activities for former employees and dependents of employees who have been archived in the People-Trak HRIS system.

Create detailed reports regarding COBRA activity based on age, ethnicity, gender, nationality, and marital status.

Report on all election information including the qualifying event, notification dates, coverage length, and the reason for stopping coverage.

Determines when to discontinue COBRA for an employee or dependent; Allows you to query the last payment date; Produces payment history reports for account reconciliation and participant inquiries

Allows verification of prior coverage.

Allows simultaneous entry of current plans with open enrollment for those participants active during a plan changeover; provides for reports and participant verification of enrollment prior to start of new plan year.

Saves time each month when participant checks are received; provides a detailed audit trail of payments recorded.

Ensures accuracy to the cent; ensures consistency between participants; utilizes any administration override between 0 and 2 percent; calculates exact participant premium.

Our HR Software keeps a detailed history of all past performance reviews. Shows the Completion date, Review Type, Performance Rating, Reviewer’s name and whether there was a salary change or not.

Allows you to easily attach completed Review Forms within the employee record and post unlimited notes for each review.

Performance reviews automatically schedules future reviews. Multiple “next reviews” are allowed for disciplinary and regular reviews.

Alerts feature in conjunction with Future Review dates, will notify managers by auto generated emails of upcoming Performance Reviews within their departments. Reports can be scheduled and run to show whose Performance reviews are due within a specific time period.

People-Trak’s HR software solution allows you to select from applicants when creating new hires, saving countless hours and avoiding data entry mistakes.

Enables applicants to apply against current open requisitions. The list of available positions is dynamically created each time positions are applied for.

Enables you to contact the applicant by mail, home phone, work phone, cell phone or email.

Assists you in meeting EEO requirements for reporting ethnicity and gender for candidates by position applied for; also assists in creating applicant flow documents that determine if you are hiring according to EEO guidelines.

Creates a history of those candidates who may have been offered positions and were then rejected due to failure of drug or physical tests.

Helps to determine if the candidate meets the requirements of the position or positions applied for. You can track education history, skills, prior employment, and professional certifications. This is extremely useful when performing candidate searches based on qualifications.

Monitor the status of applicants through the various stages of the recruiting process from initial contact to rejection or offer acceptance; includes offer contingencies, acceptance dates, applicant source, and assigned recruiter.

Provides a catalog of all benefits currently offered including coverage, enrollment criteria, and premiums.

Specific rates can be identified by employee age bracket, smoking habits, spouse, and dependent count.

Allows you to define fixed rates or computed rates using advanced but easily setup formulas. Formulas are based on pay rates and allow rounding to a variety of levels.

Provides a separate open enrollment table to maintain benefits plans to be offered during the open enrollment period.

Enables you to enroll employees during open enrollment without affecting current enrollment. You can enter, validate, and report on all open enrollment long before the starting date. This ensures accuracy and allows precise computation of benefit amounts long before the first statement.

Allows you to rollover from current plans to new plans without touching individual employee records. This saves countless hours. With a few clicks on the rollover date, you can select the plans to be rolled over and all benefit records are updated immediately.

Enables your to record and report on those employees who have been offered benefits and declined them.

Ensures accuracy of coverage and premium amounts when employees are enrolled. All calculations are performed at enrollment and updated when employee pay rates are changed, if applicable. Separates employee and employer portions for reporting reconciliation purposes.

With a single click, calculates and shows premium totals for all enrolled benefits.

Enables you to report on prior enrollment and satisfy coverage inquiries for insurance investigations.

Compares all current enrollment to eligibility criteria and provides a report detailing errors and inconsistencies. Allows rapid correction of enrollment errors and ensures that you are not paying for plans above and beyond what is required by the employee.

Allows reconciliation of carrier statements. Provides for verification of coverage.

Enrollment and benefit cost reports ensure easy validation of carrier statements. Create census reports for carriers in minutes and provide statistics to the CFO.

Define your own plans and enroll employees. Create participation reports and track employer matching amounts.

Prevents scheduling of instructors, facilities, and equipment when they are not available due to vacation, travel, or routine maintenance.

Instructors, facilities, equipment, and students are all checked when selected to eliminate the possibility of double-booking.

Our HR Software allows you to control the courses that instructors can teach. Instructors cannot be selected if they are not certified to teach the course.

Student course history is compared to course pre-requisites when students are enrolled. Students who do not meet pre-requisites are denied enrollment.

Enables precise cost reporting for all training related costs, including instructors, facilities, equipment, material, travel, etc. Billable costs enable you to create a precise departmental charge-back program to fund training programs.

Lost productivity is computed by multiplying classroom hours by the employee’s hourly rate. This enables you to determine and report on the true cost of training.

Create a catalog of courses that include cost, certification details, number of meetings, class duration, detailed description, pre-requisites, skills, equipment, and materials needed.

All course costs including instructors, equipment, materials, facilities, and travel, are totaled when the course is completed and divided among the students. This provides a permanent record of training costs within the employee’s record. This also allows detailed reporting of training costs by department, division, location, or any other demographic category.

Allows reporting on all courses taken including the summing of credits, CEU’s, and course costs. Course history is also used when verifying prerequisites for current enrollment.

Students can enroll in advance unscheduled courses. This automatically generates a wait-list for the course enabling you to determine which courses are currently in demand. Wait-list status is not granted until pre-enrollment is approved by the manager.

Allows you to specify a single facility and instructor for single meeting class and different facilities and instructors for each meeting of a multiple meeting class.

Allows you to use the position records, in the human resource software, as a “super” job table. Rather than selecting jobs from the job table, you can select positions. Positions return not only the job information, but shift, location, pay step, and organizational details as well.

Applicants apply against open requisitions created within the Position Control module. You can create requisitions for any position that requires filling, even if there is a current incumbent. This allows you to “promote upon replacement”.

Allows you to determine all persons who have held this position or who possess the skill to hold this position. Enables you to find replacement personnel in emergency situations.

Import https://www.people-trak.com/files/existing text-based job descriptions from microsoft word for instant viewing and reporting; or create a fully formatted job description within the People-Trak editor with many word processing features.

Define essential tasks, physical requirements, environmental conditions, and hazards that determine the physical requirements for the position; helps you to determine the validity and cost of accommodation requests.

Provides full detail for the current requisition, including status, recruiter information, and details when the position is filled.

In preparation for a new requisition, you can archive the existing requisition with a single click. All pertinent details are moved to a readily available history screen.

Allows you to track the ongoing costs of keeping the position filled. You can also identify problem positions and/or problem managers by reporting on the frequency of the open requisitions. With open and close dates, it also provides critical information regarding recruiting efforts.

Saves time when recording recruiting activities and ensures that all calculations are correctly updated to the cost summaries; produces an audit trail showing changes recorded.

Easy selection of the employee involved in the incident from the Personnel module within the HR Software. Contact information and demographics are automatically updated to Safety record.

Maintain and manage safety information for employees even after they have been archived in the Personnel Module; allows documents, letters, and labels to be mailed to the employee.

Create detailed reports regarding safety incidents based on location, age, seniority, gender, job title, supervisor, and department.

Allows production of OSHA 300, OSHA 300A and OSHA 301 reports at any time. Details include the incident result, fatalities, lost days, restricted days and summaries regarding the incident.

Develop statistics based on equipment, operations, causes, body parts, and injury to create and maintain a safety plan; assists in the development of corrective actions and helps to foresee future problems.

Shows OSHA actions taken to prevent future incidents and tracks costs of corrective actions to maintain proper safety.

Documents all actions taken in regard to the incident to assist in claim management and settlement.

Provides necessary information to administer any workers compensation claims associated with the incident; keeps insurance and legal contact information associated with the claim readily available and allows extensive reporting.

Allows detailed reporting of incident costs over a variety of categories such as medical, rehab, legal, indemnity, damages, etc.; provides summary and detailed costs.

Saves time when claim statements and other cost items are to be recorded; provides a detailed audit trail of all costs recorded.

Instantly print or reprint the OSHA 300, OSHA 300A, and OSHA 301 reports as desired.

Our HRIS system provides a wide variety of data entry screens within the Applicant Tracking module. Many of these are replicated in the Career Center to allow applicants to record their applications.

Career Center transactions such as applicant records are posted to the People-Trak Inbox. You have complete control to accept or reject any information being provided by an applicant. No data is posted live into your applicant database without your approval.

Using the Inbox you can preview applications and approve or reject them with a single click. If you accept an application, a detailed applicant record is created for that applicant instantly. You do not need to perform any data entry at all. Once the application is stored, it is just like every other record in the Applicant Tracking module. You can perform searches, generate reports, or send letters and emails.

People-Trak Career Center allows your company to enter vital information for interested and qualified candidates anytime of the day. Being very flexible, Career Center enables you to update company information, policies, job descriptions, job requirements, and company benefits. You can also upload logos easily. If a new job position is opening soon in your organization, you can enter the requirements, skills, and salary immediately. Our recruiting system is so easy to use, that if you know how to type, you’ll know how to use Career Center.

Interested applicants can search for a variety of job positions posted on the People-Trak Career Center. Search fields are listed by requisition ID, location, division, job title, skill, or date. As seen in the picture below, the applicant is searching for a specific “Sales Manager” position. The screen next to that displays two specific “Sales Manager” listings for the applicant to view. If the applicant is interested in the position, he or she may apply for the position on-line, or post their resume directly into Career Center.

Career Center provides a complete user-friendly system for applicants to apply for positions on-line. In the picture below, the applicant is creating an “Applicant Profile.” When completed, this application will be forwarded to the HR department. An e-mail will then be sent to the applicant with an ID number and password to monitor their progress through the hiring process.

People-Trak provides a wide variety of data entry screens with its HRIS. Many of these are replicated in the People-Trak ESS/MSS to allow employees and managers to view and to change pertinent information. This ESS/MSS screen replicates the Personal screen and can be used to record name, address, contact, and demographic information, just as in People-Trak itself. The advantage of the ESS/MSS is that the employee can update their own information, when it changes, all under your control. Much of the information you would like to track, but cannot obtain or find burdensome to enter, can be recorded directly by the employee.

The MSS portion of People-Trak ESS/MSS provides your department managers with a wide array of reports and documents that will assist them in the competent management of their respective staffs. While People-Trak itself gives you the ability to produce documents for the management staff, MSS empowers managers to produce reports for themselves when they want them or when they need them. The latest information is always available. With MSS, you empower the management staff and get much of your day back.

People-Trak ESS/MSS provides a complete 360- degree feedback loop and a full approval or rejection cycle. When an employee submits a change, that change can require approval by a manager. You determine which type of changes require manager approval and which don’t. If a change requires approval, they will be queued into an inbox for the manager. The manager can reject the change, and it will be sent back to the employee (a message will be queued for the employee in his or her inbox); or, the manager can approve the change and it will be forwarded to the appropriate HR administrative user within People-Trak. From within People-Trak, the change can be approved and posted, or returned to the employee for correction.

Publishing and distributing the Company Handbook is a costly and tedious process. Making changes when policies change is an even bigger hassle. Most companies would love to post their policies and procedures on-line. With People-Trak ESS/MSS, you can. Using a simple but powerful editor within People-Trak itself, you can enter and maintain all of your pertinent policies and procedures. These then become available instantly within People-Trak ESS/MSS. Having your policies and procedures on-line is like having on-line help for the organization. Even those employees who lose their manuals, ignore their updates, or never read anything can use on-line help; answers are available 24 hours a day, even if you are not.

One of the keys to any software solution is integration. People-Trak ESS/MSS is fully integrated with People-Trak. One of the greatest new features unique to People- Trak is our Inbox. All of the ESS/MSS transactions are automatically posted into the People-Trak Inbox. You then have the control to accept or reject the pending transactions. No data gets posted live into your employee database from the ESS/MSS system without your approval. It’s that simple. You don’t need to toggle between your e-mail system and your HRIS.

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