HR Solution Modules

Personnel Information: kelros.people

As the personnel information component of HR bundle, kelros.people is a functionally rich human resource administration application for current employees and leavers. The application has been designed with security of confidential data in mind and with extensive on-line help. User access can, optionally, be restricted to employees:
  1. up to a specific grade e.g. non-managerial staff only;
  2. by separate operating companies/subsidiaries;
  3. by specific departments and locations.

The key features of the application are:
  • Person Repository - to hold all the data about candidates and employees includes Name and Address, Personal Details, Next of Kin, Job History, Skill Profiling and Training Record, Car Allocation history and Recruitment Details.
  • Candidate Tracking - record and track the interview process from application to appointment/rejection and create mailshot rejection letters to all unsuccessful candidates.
  • Security - the systems already contains security to limit the viewing and access to Appraisals, Pay Details, Contracts and Mileage Records to the form creator, the person named on the form and their manager.
  • Appraisal Records - records and tracks all appraisal, disciplinary and grievance interviews. This includes the ability to log and view training needs raised during the appraisal.
  • Pay Details - a record of the person's pay and benefits with a full audit history of all pay changes and bonus payments. Additional information relates to salary type and payment frequency, add on benefits eg Pension, Healthcare etc.
  • Absence History - the ability to record and monitor holiday and absence information. This can be performed either on a self contained basis within kelros.people or can be integrated with kelros.approval to approve absence requests prior to recording them in this application.
  • Accident & Incident Reporting - HSE & accident reporting module to monitor and manage all aspects of accident data logging. The ability to produce management summaries and HSE report F2508 from these records with automatic email notification to the necessary management individuals/groups.
  • Correspondence - letter generation with automatic addressing and formatting, combined with the ability to insert pre-formatted paragraphs and letters.
  • Contract Register/Repository - this is a store for all contracts that you may have with your employees and can include brief outlines of the contract or can hold a full scanned image of the final legal contract. This provides the personnel officer on the road or at a remote site with quick and easy access to that information that is usually locked in filing cabinets in head office.
  • General Information Repository - provides an area to store all other information about employees in a structured format designed by the end users with no IT intervention required.
  • Mailshots - the system includes the ability to select contacts by a variety of pre-set and ad hoc methods and then merge these with a pre-defined mailshot letter to create rich format marketing messages to send to a focused group of employees.
  • Car Fleet Control - a sub system to record information about company owned cars, including reminders for Tax, Insurance and MOT, Purchase Details, Service and Accident History. There is also a facility to record business and private mileage against each driver of the car in any tax year.


Expense Claims: kelros.expense

As the expense component of Kelros' CRM & HR bundles, kelros.expense dramatically reduces the hassle, time and cost of managing travel and entertainment expenses for improved employee productivity and operational efficiency. The application automates the entire expense logging and reporting process from report creation to approval and reimbursement. Employees can report expenses charged on a daily basis from any Lotus Notes client or web browser interface, in the office or in the field. The key features of the application are:
  • Easy to enter Expense Claims - the expense form has many defaults that can be set by organisation to reduce effort required to enter individual expense items
  • Default the most common entries using a personal profile
  • Categorisation - the systems provides the ability to categorise all expenses so that overall expense expenditure can be monitored and tracked for the individuals and the organisation
  • Approval and Payment agents - the systems contains agents that can be used directly from views to speed up the approval and recording of payment of expenses. It is also possible to approve/pay each expense item individually on the form. Accounting can either process them from views or open each one and process them individually.
  • Tax Record view of mileage and expenses to assist tax returns
  • Each submitted expense report comes with a log detailing the reports progress, from creation, submission, approval/ disapproval, processing, as well as any modifications made to the document. This security feature ensures that expense reports are processed correctly.
  • kelros.project Integration - the system is integrated with kelros.project such that project related expenses can be entered directly from time sheet entries and so time sheets can be entered during expense recording. The system also provides tracking of expenses against customer and project along with tracking of recharging these project expenses, if appropriate.
  • Reports automates paper-based tasks to eliminate redundant efforts, shorten reimbursement cycles and reduce processing costs. This gives users and mangers proactive control over expense reporting based on your organisation’s specific business policies, workflow and corporate data.
  • Mobile employees can create and manage expense reports whenever and wherever it’s convenient.
  • Offers multiple currency support for expense reports, greatly facilitating the accurate submission of expense and proper billing.


Group Diary: kelros.diary

Historically for both large and small organisations, Lotus Notes Calendars store key information on staff movements that are hidden away in personal calendars. Providing a clear overview of available personnel and resources is an awkward and time consuming task. kelros.diary is a Lotus/Domino reporting application that has improved interrogation and reporting of Notes Calendars. All appointments, holidays, meeting rooms and other resources are categorised by date, by person and by group. Office & remote users have access to all the entries. Reports can be seen by day, by week and by month and organised by division, by team, by project or individually.

A popular feature of kelros.diary is the ability to create personal groups. This allows project managers or team leaders to create views on the fly. The key features of the application are:
  • Quickly find free time for an individual, several individuals or a group name.
  • Simply add an entry in multiple people's diaries from the Find Free time form.
  • Print group views, including/excluding certain entries as required.
  • Print multiple diary entries for a given time period together by simply entering a group name - equivalent to the weekly movement sheet produced by most organisations, but up to date, quickly reprinted and always in line with users own diary.
  • Replicates onto laptops to ensure that all staff movements are managed within a single database.
  • Adheres to standard Lotus Notes ACL and document level security.
  • Manages Calendars over multiple Domino Mail Servers.
  • Viewable through a web interface.
  • No limit on number of users per calendar and calendars can be implemented across servers
  • Requires no modifications of the standard mail template
  • Integrated with SMS servers (requires additional software) to deliver time critical messages



Holiday & Absence Tracking: kelros.holiday

Kelros’ holiday booking module enables your organisation to set up an approval workflow, allocate annual leave allowances to staff and view staff leave calendars. The automated system allows staff to view their leave entitlement and request leave. This is then forwarded to Manager for approval or rejection using flexible workflow engines.

Leave is categorised as Holiday, Sickness, Home Working and Lieu Days. It can also to suit your organisation, including leave types such as Maternity/Paternity, Time off for Dependants, Compassionate Leave, Jury Service etc.

Managers can view a weekly or monthly calendars of approved employees absence to allow them to either to accept or reject the leave request, based upon whether they have enough staff during the leave period. This improves project delivery as staff resources are managed better.

Individuals can see a summary of the leave they have already taken, pending decisions by their Managers and outstanding balances. Analysis is improved further by using kelros.holidays team calendars rather than personal Lotus Notes calendars. The cost of printing forms or managing Excel spreadsheets is replaced by using electronic approval routing. In summary, kelros.holiday delivers the following functionality:
  • Fully flexibly electronic approval workflow
  • Manages time off in lieu, home working, sickness and other absences
  • Holiday carry over
  • Full and half days requests
  • Centralised approval calendar
  • Automatically populates personal Notes calendar
  • Lost time and illness type reporting.


Telephone Directory: kelros.telephone

As the telephone directory component of Kelros' Reception bundle, kelros.telephone simplifies personnel tracking by providing a complete address and telephone directory software solution through Lotus Notes and Domino, which spans your entire organisation. This searchable directory allows users to quickly touch any contact information they need: address, telephone, e-mail, fax and more all within this familiar Lotus Notes interface. This directory software also allows users to sort information as they need it, by manager, location, status, department and more. The key features of the application are:
  • Enter and maintain location and telephone number details (from a web client as well)
  • Retrieve details via a Lotus Notes client or a web Browser
  • Easily sortable views for quick retrieval
  • Graphical Navigators - the system has been designed to utilise simple to use Graphical Navigators and re-sortable views. For more advanced users the folder and view approach can be accessed allowing for the generation of personal agents and views.
  • Replication - kelros.telephone replication can be restricted very easily based on the values in many of the data fields thus allowing remote and mobile workers to access telephone information relative to their location.
  • Multilingual versions available using IBM's Global Workbench (GWB).