The Product
HR Management
Transforming HR Challenges into Strategic Success
Organisation Structure and Hierarchy
Employee Records
Recruitment
Onboarding
Offboarding
Leave Management
Contract Management
Casual / Temporary Workers Management
Internship Management
Arbitration and Discipline
Assets Allocation
Performance Appraisals
Training and Development
Helpdesk
Self-service Portal
Organisation Structure and Hierarchy
This feature empowers your business to easily create, view, and manage its structural dynamics
Improved Clarity and Transparency
Gain a clear and comprehensive view of your organisation’s structure, making it easier to manage and align resources with business goals
Enhanced Decision-Making
Utilize detailed organisational data to make informed decisions about staffing, resource allocation, and structural changes
Streamlined Communication
Facilitate better communication and collaboration across different branches and departments, reducing silos and fostering a unified corporate culture
Operational Efficiency
Save time and reduce administrative overhead by automating the management of your organisation’s structure, allowing your HR team to focus on strategic initiatives
Location
Effortlessly manage your global footprint by organizing your workforce based on various geographical locations. Track and maintain location-specific details to ensure seamless operations across multiple sites
Branches
Enhance operational clarity and control by mapping out your organisation’s branches. Manage employee assignments, track branch performance, and streamline communication channels to boost productivity and operational efficiency
Departments
Organize your workforce into departments that reflect your business functions. Simplify the management of department-specific roles, responsibilities, and reporting structures to foster a collaborative and efficient working environment
Deployment
Easily oversee employee deployments across different projects, teams, and locations. Ensure the right people are in the right place at the right time, enhancing project outcomes and resource utilization
Employee Records
This feature is designed to keep all essential information about your workforce organized and easily accessible, ensuring smooth HR operations and informed decision-making
Comprehensive Data Management
Keep all critical employee information in one centralized system, reducing paperwork and administrative burden
Enhanced Compliance
Ensure that all employee records are maintained in accordance with legal requirements and company policies
Informed Decision-Making
Utilize detailed employee records to make data-driven decisions about promotions, benefits, and workforce planning
Improved Employee Support
Provide better support to your employees by having all relevant information at your fingertips, from emergency contacts to career progression
Job History
Track the complete job history of each employee, including previous positions, promotions, and role changes within your organisation. Maintain detailed records to support career development and performance evaluations.
Kin and Beneficiaries
Securely store information about employees’ next of kin and beneficiaries. This ensures that critical contact and benefit distribution details are readily available when needed, providing peace of mind to both employees and HR professionals
Education Levels
Document and verify the educational background of your employees. Keep track of degrees, certifications, and ongoing professional development to better understand your workforce’s qualifications and training needs
Referees
Maintain a list of referees for each employee, including contact information and reference notes. This feature supports thorough background checks and enhances the recruitment and onboarding process
Benefits
Manage employee benefits with precision and transparency. Track eligibility, enrollment, and utilization of various benefits programs, ensuring that employees receive the support they deserve while maintaining compliance with company policies
Archived Employees
Retain records of former employees securely with our archiving feature. This allows for easy retrieval of past employee information for reference, regulatory compliance, and historical data analysis
Recruitment
Streamline your recruitment process from capturing staffing requirements to onboarding new hires with our comprehensive suite of tools
Enhanced Efficiency
Automate and streamline your recruitment process, reducing the time and effort required to find and hire the best candidates
Cost Savings
Lower recruitment costs by utilizing an integrated system that manages all aspects of hiring, from job posting to onboarding
Improved Candidate Experience
Provide a smooth and professional experience for candidates, helping to build positive relationships from the start
Better Decision-Making
Use data-driven insights and structured evaluation tools to make informed hiring decisions, ensuring you select the right talent for your organisation
Compliance and Security
Ensure all recruitment activities comply with legal and organisational standards, with secure handling of candidate data
01
Post Vacancies
Easily create and post job vacancies across multiple platforms to reach a wider pool of candidates
02
Job Description
Craft detailed and compelling job descriptions that attract the right talent, ensuring clarity and alignment with your organisational needs.
03
Receive Job Applications
Collect and manage job applications seamlessly, ensuring no potential candidate is overlooked
04
Applicants Review
Efficiently review applications and resumes, using customizable criteria to identify the best matches for your open positions
05
Applicant Shortlisting
Shortlist top candidates quickly with an intuitive system that helps you filter and rank applicants based on your specific requirements.
06
Schedule Interviews
Easily schedule interviews with candidates, integrating with calendars to avoid conflicts and ensure smooth coordination
07
Interview Management and Scoring
Manage interviews with ease, using structured scoring systems to evaluate candidates consistently and fairly.
08
Shortlist, Hire, and Reject
Make informed decisions with comprehensive tools to shortlist, hire, or reject candidates, all while maintaining clear records for future reference
09
Background Checks
Conduct thorough background checks to ensure that new hires meet your organisation’s standards and requirements
10
Email and SMS Correspondence
Communicate with candidates efficiently using integrated email and SMS features, keeping them informed and engaged throughout the recruitment process
Onboarding
This feature ensures that new employees are well-prepared and engaged from day one, fostering a positive start to their journey with your organisation
Structured Onboarding
Provide a consistent and comprehensive onboarding experience that helps new hires quickly adapt to your company culture and processes
Improved Engagement
Engage new employees from day one with a well-organized orientation and induction program, setting the stage for long-term retention
Efficient Processes
Automate and streamline onboarding tasks, reducing administrative workload and ensuring a smooth transition for new employees
Valuable Insights
Gather and utilize feedback to refine and enhance your onboarding program, ensuring it meets the evolving needs of your workforce
Orientation Template
Utilize customizable orientation templates to provide new hires with a structured and informative introduction to your organisation. Ensure consistency and completeness in the onboarding process across all departments.
Orientation Feedback
Collect feedback from new employees on their orientation experience. Use this valuable input to continuously improve your onboarding process and address any issues early on.
Induction Checklist
Ensure all necessary tasks are completed with a comprehensive induction checklist. This feature helps track progress and guarantees that nothing is overlooked, from paperwork to introductions
Generate System Certificate
Automatically generate and issue a certificate upon the completion of the orientation process. Recognize and formalize the new hire’s successful onboarding, boosting their confidence and sense of accomplishment
Email and SMS Correspondence
Keep new hires informed and engaged with automated email and SMS communications. Send timely updates, reminders, and information to ensure they are always in the loop.
Offboarding
This feature-rich module streamlines the offboarding process, ensuring that all necessary steps are taken to manage resignations, terminations, and retirements efficiently and professionally.
Compliance and Accuracy:
Ensure all offboarding procedures comply with legal and company requirements, reducing the risk of disputes and legal issues
Operational Continuity
Maintain smooth operations by ensuring a thorough handover process, minimizing disruption and maintaining productivity
Valuable Feedback
Gain insights from exit reports to understand employee experiences and identify areas for improvement in your organisation
Efficient Data Management
Securely archive employee data for future reference, ensuring easy access to historical records and maintaining data privacy
Professional Closure
Handle departures professionally and respectfully, preserving positive relationships and enhancing your company’s reputation
Resignation and Termination Notice
Manage and document resignation and termination notices seamlessly. Ensure that all necessary legal and procedural steps are followed, maintaining compliance and protecting your organisation.
Retirement
Facilitate the retirement process with ease. Manage retirement notifications, documentation, and any associated benefits or compensations, ensuring a smooth transition for retiring employees
HandOver
Ensure critical tasks and responsibilities are transferred smoothly with a comprehensive handover process. This feature helps maintain continuity and minimizes disruption by documenting and tracking the transfer of duties.
Exit Report
Generate detailed exit reports to capture feedback and insights from departing employees. Use this information to improve your workplace environment and address any potential issues that could impact current staff retention
Employee Data Archiving
Securely archive the data of former employees. Maintain detailed records for future reference, legal compliance, and historical analysis while ensuring data security and privacy.
Terminal Dues
Calculate and manage terminal dues accurately. This feature ensures that all final payments, including severance, unpaid leave, and other entitlements, are processed efficiently and in compliance with company policies and legal requirements
Leave Management
This feature ensures smooth handling of various types of leave, from application to approval, enhancing both employee satisfaction and organisational efficiency.
Self-Service Leave Application
Empower employees to apply for leave, check their leave status, and view summary reports at any time via the web or mobile app, promoting autonomy and convenience
Automated Leave Requests & Approvals
Streamline the leave approval process with automated workflows, reducing the time and effort required for both employees and managers
Transparent Leave Balances
Instantly provide employees with up-to-date leave balances, improving planning and reducing the number of inquiries to HR
Customizable Leave Policies
Tailor leave policies to fit the unique needs of your organisation, accommodating various types of leave with ease
Real-Time Reporting
Access real-time insights and analytics on leave trends, enabling better planning for staffing needs and ensuring continuous operation.
Leave Types
Support and manage various types of leave, including annual leave, sick leave, parental leave, emergency leave, and more. Customize leave types to meet your organisation’s specific policies and requirements.
Holidays Calendar
Integrate a comprehensive holidays calendar to automatically account for public holidays and company-specific holidays when calculating leave balances and durations.
Leave Application
Enable employees to apply for leave easily through the system. The intuitive interface allows for quick submissions and ensures all necessary information is captured.
Staff Leave Balances
Provide employees with instant access to their leave balances. Transparency in leave balances helps employees plan their time off better and reduces inquiries to the HR department
Doctor’s Letter Attachment
Allow employees to attach doctor’s letters and other necessary documents directly to their leave applications, ensuring compliance and proper documentation for sick leaves and other medical-related time off..
Leave Diary
Maintain a detailed leave diary to track all leave applications, approvals, rejections, and adjustments. This feature provides a comprehensive view of leave activities across the organisation
Contract Management
This feature ensures that every aspect of contract and probationary management is handled efficiently, from generating offer letters to tracking contract statuses, helping your organisation maintain compliance and professionalism.
Efficiency and Accuracy
Streamline the contract creation and management process, reducing administrative burden and ensuring accuracy in all contractual documents
Compliance
Ensure all contracts meet legal and organisational requirements, reducing the risk of non-compliance issues.
Automated Notifications
Stay on top of contract deadlines with automated notifications, helping to manage renewals and terminations proactively
Clear Visibility
Gain full visibility into the status and history of all employee contracts, facilitating better decision-making and record-keeping
Effective Probation Management
Monitor and evaluate probationary periods effectively, making informed decisions about employee retention and performance
Contract Types
Manage various contract types, including full-time, part-time, temporary, and freelance contracts. Customize contract templates to fit the specific needs and legal requirements of your organisation.
Notice Period – Notifications
Set and manage notice periods for all contract types. Automated notifications ensure that both employees and managers are aware of upcoming contract renewals or terminations, reducing the risk of missed deadlines
Generate Offer Letters and Contracts
Create professional and compliant offer letters and employment contracts with ease. Use customizable templates to ensure consistency and accuracy, saving time and minimizing errors.
Contract History and Status
Maintain a detailed history of all contracts and their statuses. Track the progression of each contract from creation to expiration, ensuring full visibility and control over contractual agreements.
Probationary Management
Effectively manage probationary periods with clear tracking and evaluation. Set probationary terms, monitor progress, and make informed decisions about permanent employment status based on performance evaluations.
Casual / Temporary Workers Management
This module ensures detailed tracking, categorization, and efficient management of casual workers, enhancing both oversight and operational efficiency.
Enhanced Oversight
Gain full visibility into the history, performance, and categorization of casual workers, enabling better workforce management and planning
Efficient Data Management
Centralize and manage all casual worker details in one place, ensuring quick access and efficient handling of information
Improved Organisation
Categorize and maintain lists of casual workers, facilitating easy assignment and management of short-term staff.
Accurate Payment Tracking
Ensure accurate and timely payments to casual workers, improving satisfaction and compliance with payment schedules.
Informed Decision-Making
Utilize comprehensive histories and performance ratings to make informed decisions about casual worker assignments and future engagements.
Clear Casual History and Rating
Maintain a comprehensive history and performance rating for each casual worker. Track their work history, assignments, and performance evaluations to ensure informed decision-making and effective workforce management.
Full Casual Details
Store and manage complete details of casual workers, including email, ID, phone number, and other essential information. This centralized data management ensures quick access and efficient handling of worker information.
Casuals Categorization
Categorize casual workers based on their skills, roles, and other relevant criteria. This feature allows for better organisation and quick identification of suitable workers for specific tasks or projects
Casual List
Maintain an up-to-date list of all casual workers. Easily access and manage the list to streamline assignments, scheduling, and communication
Casual History
Track the work history of each casual worker, including previous assignments, performance, and duration of employment. This detailed history aids in workforce planning and performance management.
Payments Tracking
Monitor and manage payments to casual workers efficiently. Track payment schedules, and amounts to ensure timely and accurate compensation for all casual staff
Internship Management
This comprehensive tool simplifies the management of internship programs, from posting opportunities to mentoring interns, ensuring a structured and beneficial experience for both the organisation and the interns.
Efficient Recruitment
Attract and manage intern candidates easily with streamlined opportunity posting and online applications
Structured Management
Keep detailed records and monitor intern tasks, training, and progress, ensuring a structured and productive internship experience.
Skill Development
Provide comprehensive training and mentorship, helping interns develop valuable skills and knowledge for their future careers.
Accurate Tracking
Maintain detailed logs of intern activities and manage allowances efficiently, ensuring accurate tracking and timely payments
Future Talent Pipeline
Nurture interns as potential future employees, creating a strong pipeline for recruitment and long-term talent development
Internship Opportunity Posting
Easily post and manage internship opportunities within the system. Attract potential candidates by providing clear and detailed descriptions of available positions and requirements
Online Internship Application
Streamline the application process with an online system where candidates can apply for internships. This feature ensures a smooth and efficient application experience for prospective interns
Interns Drill Down List
Maintain a detailed list of all interns, including their personal information, educational background, and application status. This centralized database allows for easy tracking and management of intern details.
Tasks Allocation and Monitoring
Allocate tasks and projects to interns and monitor their progress. Ensure that interns are engaged and productive by assigning meaningful work and tracking their performance.
Interns Training
Provide and manage training programs for interns. Ensure they acquire the necessary skills and knowledge through structured training sessions and materials.
Log Book
Maintain a digital log book for interns to document their daily activities, tasks completed, and learning experiences. This feature helps track interns’ progress and provides valuable insights into their development.
Internship Allowance Management
Manage and track internship allowances efficiently. Ensure timely and accurate disbursement of allowances, enhancing intern satisfaction and compliance with payment policies.
Mentorship
Assign mentors to interns and track mentoring activities. Facilitate the development of interns by providing guidance, support, and regular feedback through a structured mentorship program.
Arbitration and Discipline
This feature provides a structured approach to handling disciplinary cases, implementing actions, managing absenteeism, and fostering a harmonious and compliant workplace.
Fair Resolution
Ensure a transparent and consistent approach to resolving disputes, fostering trust and fairness within the organisation
Efficient Case Management
Streamline the management of disciplinary cases, reducing administrative burden and improving case resolution times
Compliance
Maintain compliance with company policies and legal standards by documenting and implementing disciplinary actions accurately.
Accountability
Monitor and manage absenteeism effectively, ensuring that payroll deductions are handled automatically and fairly.
Disciplinary Cases
Track and manage disciplinary cases efficiently. Document incidents, gather evidence, and ensure a thorough review process to handle disputes fairly and transparently.
Disciplinary Action
Implement and record disciplinary actions based on the outcome of investigations. Ensure that all actions are consistent with company policies and legal requirements, maintaining a fair and standardized approach.
Absenteeism with Payroll Deduction
Monitor absenteeism and automate payroll deductions for unauthorized absences. This feature helps maintain accountability and ensures that payroll reflects actual attendance accurately
Assets Allocation
This feature ensures that employees have the necessary tools and resources for their roles, enhancing productivity and operational efficiency from recruitment onwards.
Enhanced Productivity
Ensure that employees have the necessary tools and resources to perform their roles effectively from the outset
Efficient Resource Management
Streamline the process of asset allocation, reducing delays and ensuring that assets are distributed where needed most.
Accurate Tracking
Maintain a comprehensive record of allocated assets, enabling efficient tracking, inventory management, and accountability.
Proactive Planning
Plan and estimate asset requirements during recruitment, ensuring new hires are equipped and ready to contribute immediately
Allocate Asset Requirements by Role
Define and allocate asset requirements based on specific roles within the organisation. Ensure that each role has a predefined set of assets necessary to perform effectively
Allocate Asset Estimate on Recruitment
During the recruitment process, estimate and plan the allocation of assets for new hires. This proactive approach ensures that all necessary resources are available from the first day of employment
Allocate Specific Assets to an Employee
Assign specific assets to employees based on their roles and requirements. Maintain a detailed record of allocated assets to track usage and manage inventory efficiently.
Performance Improvement & Appraisals
This comprehensive tool enables regular reviews of job performance and contributions, ensuring continuous improvement and alignment with organisational goals..
Continuous Improvement
Foster a culture of continuous improvement through regular performance reviews and feedback
Alignment with Goals
Ensure that individual performance aligns with strategic organisational objectives
Holistic Evaluation
Use comprehensive evaluation criteria to gain a complete picture of employee performance.
Motivation and Recognition
Motivate employees with clear objectives, regular feedback, and recognition for high performance.
Leadership Development
Identify and develop future leaders through effective succession planning and performance management.
01
Role Mapping Evaluation
Assess and align employee roles with organisational objectives. Ensure that each role is clearly defined and evaluated based on specific responsibilities and contributions.
02
Setting Objectives – Balanced Scorecard
Establish clear, measurable objectives using a balanced scorecard approach. Align individual goals with strategic organisational objectives to drive performance and accountability.
03
Objectives Review
Regularly review and update objectives to reflect changing priorities and progress. Ensure ongoing alignment with organisational goals.
04
Performance Review – Multi-Matrix
Conduct comprehensive performance reviews using a multi-matrix approach. Evaluate employees from multiple perspectives to gain a holistic view of their performance.
05
Objective Appraisal
Appraise individual objectives to measure achievement and identify areas for improvement. Ensure that all objectives are assessed fairly and consistently.
06
KPI Appraisal
Evaluate key performance indicators (KPIs) to measure specific aspects of job performance. Use KPIs to track progress and drive continuous improvement.
07
SWOT Analysis
Conduct SWOT (Strengths, Weaknesses, Opportunities, Threats) analyses to identify areas of improvement and potential growth. Use insights from SWOT analyses to inform development plans.
08
Retrospective Analysis
Review past performance to identify trends and areas for improvement. Use retrospective analysis to inform future performance strategies and goal setting.
09
Compute the Final Score
Calculate a final performance score based on multiple evaluation criteria. Ensure that the final score reflects a comprehensive assessment of employee performance.
10
Give Award Depending on Final Score
Recognize and reward employees based on their final performance scores. Use awards to motivate and incentivize high performance.
11
Sign Off and Comment
Enable employees and supervisors to sign off on their appraisals and provide comments. Encourage engagement and feedback from appraisees to foster a collaborative performance review process.
12
Automate Staff Feedback
Automate the collection and management of staff feedback on performance appraisals. Ensure timely and consistent feedback to support continuous improvement.
Training and Development
This feature enables you to identify skill gaps, conduct targeted training programs, and manage employee development effectively, ensuring a skilled and capable workforce.
Skill Development
Address skill gaps and enhance employee capabilities through targeted training programs.
Informed Decisions
Use skill gap evaluations and training reports to make informed decisions about development initiatives.
Streamlined Process
Simplify the process of requesting, approving, and tracking training activities to ensure efficient management.
Resource Access
Provide employees with access to necessary reference materials to support their learning and development
Enhanced Participation
Monitor attendance and participation to ensure employees engage with training opportunities.
Courses Definition
Define and create a comprehensive catalogue of training courses tailored to your organisation’s needs. Specify course details, objectives, and outcomes to provide clear guidance on available training opportunities
Reference Materials
Provide access to relevant reference materials and resources to support training programs. Ensure that employees have the necessary materials to enhance their learning and development
Skill Gap Evaluation
Identify and evaluate skill gaps within your organisation. Use this analysis to inform training needs and prioritize development initiatives that address these gaps.
Training Requests
Allow employees to request training based on their development needs and career aspirations. Streamline the process of requesting and approving training to ensure timely and relevant development opportunities.
Training Tracking and Attendance
Monitor and track training activities and attendance. Ensure that employees participate in required training programs and maintain accurate records of their development activities.
Training Reports
Generate detailed reports on training activities, participation, and outcomes. Use these reports to assess the effectiveness of training programs and make informed decisions about future development initiatives.
Helpdesk
This module empowers HR departments to efficiently manage and resolve employee issues, ensuring a smooth and responsive support process..
Improved Efficiency
Streamline the issue resolution process, reducing the time taken to address employee concerns
Enhanced Organization
Keep track of all issues in an organized manner, ensuring no issue is overlooked
Better Resource Allocation
Allocate resources effectively by assigning issues to the right team members and departments.
Increased Transparency
Provide visibility into the status of issues, fostering trust and accountability within the organization.
Issue Tracking and Case Resolution
Track and manage disciplinary cases efficiently. Document incidents, gather evidence, and ensure a thorough review process to handle disputes fairly and transparently.
Create Issues
HR can easily log and create new issues reported by employees.
Assign Issues
Assign issues to appropriate team members for resolution.
Track Progress
Monitor the status and progress of each issue in real-time.
Resolve Issues
Efficiently close resolved issues, ensuring all necessary steps are completed.
Categorization
Categorize by Type
Organize issues based on their nature (e.g., technical, administrative, benefits-related).
Categorize by Location
Sort issues by the location of the employee or the department affected.
Categorize by Department
Allocate issues to the relevant departments for quicker resolution.
Self Service Portal
Baraza HCM’s Self-Service Portal is designed to enhance workforce engagement by providing employees with easy access to their work-related information and tools.
Enhanced Engagement
Empower employees with self-service tools to manage their work-related tasks.
Increased Efficiency
Streamline administrative processes and reduce HR workload.
Improved Transparency
Provide employees with easy access to their information and organizational resources.
Dashboard
- View Pending Tasks and Approvals: Employees can easily track and manage their pending tasks and approvals.
- Clock In and Out Feature: Simplify attendance management with an integrated clock in/out feature.
View My Details
- Employee Bio Data: Access personal information and update as needed.
- Reporting Structure: View reporting relationships within the organization.
- Employee Roles: Understand roles and responsibilities.
- Organization Documents: Access important organizational documents
Leave Application
- Request Time Off: Employees can easily apply for various types of leave.
- Leave Report: Track leave status and history.
- Leave Diary: View and manage leave schedules.
- Leave Updates: Submit additional documentation or update leave requests.
Onboarding
- Employee Onboarding: Seamless onboarding process for new hires, ensuring a smooth transition into the company.
Payslips
- Access Payslips: Employees can easily view and download their payslips.
Tax Returns Forms
- Access Tax Forms: Convenient access to tax return forms based on jurisdiction.
Performance Management
- Job Performance Reviews: Regular reviews of employee performance and contributions.
- Annual Objectives: Set and track annual goals.
- Pending Objectives: Manage and complete pending objectives.
- Individual Growth Plan: Create and follow personal development plans.
- Supervised Reviews: Conduct and track performance reviews.
- KPI Targets: Set and measure key performance indicators.
Employee Tasks
- View Assigned Roles and Responsibilities: Keep track of assigned tasks.
- Open Tasks: Monitor and complete open tasks.
- Scrum Tasks: Manage tasks within the Scrum framework.
- My Projects: View and manage personal project assignments.
- Scrum Boards: Visualize task progress using Scrum boards.
Petty Cash Request
- Submit Petty Cash Requests: Easily request petty cash for small expenses.
- View Pending Approvals: Track the status of petty cash requests.
- View Approved Petty Cash: Monitor approved petty cash disbursements.
Travel Requests
- Submit Travel Requests: Easily request travel approvals and track status.
Claims Requests
- Request Reimbursement: Submit claims for expenses incurred during work.
- Reconcile Claims: Track and manage claim reconciliations.
Advance Request
- Request Funds in Advance: Submit and track advance payment requests.
- Advance Statement: View the status and history of advance requests.
Loan Application
- Submit Loan Requests: Employees can apply for loans through the portal.
- View Loan Payments: Track loan repayment status and history.
Helpdesk
- Raise Issues and Get Assistance: Employees can submit issues and requests for help.
- Track Issues: Monitor the status of open issues, tickets, and forwarded or closed issues.
Training
- Identify Skill Gaps: Employees can identify areas for development and request training.
- Upcoming Training Programs: Stay informed about upcoming training opportunities.