1. PEOPLE TRACK
HR Software
Personnel Management
People-Trak's Personnel Management is the main hub of your company's employee information. All your filing cabinets are empty, and employee data is
out of the dark, and right at your fingertips! You will be able to respond immediately to management, employee, and government requests, making HR more
visible and valuable to your entire company.
Extensive contact information
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.
Tracks EEO and other demographics
Provides necessary information for the creation of EEO-1 reports and other reports detailing the diversity of your workforce.
Tracks emergency contacts
Provides full detail for two emergency contacts including address, home phone, and work phone. Emergency contact reports can be produced in seconds.
Unlimited company property
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.
Flexible status tracking
2. 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.
Automatically records status history
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.
Powerful seniority calculations
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.
I-9 Document tracking
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.
Flexible termination tracking
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.
Pre-election COBRA tracking and point and click election
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.
Tracks LOA history
3. 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.
Unlimited union membership
Allows you to record and track all union memberships with start and end dates for all participation.
Manage Employee Time Off
People-Trak's Time & Attendance provides a powerful, accurate, and easy to use way to manage employee time off. By providing an unlimited number of
user-defined attendance accounts with multiple accrual levels, Time & Attendance enables HR professionals to fully customize the system to match their
company's specific time tracking needs. The wide variety of accrual periods, automatic rollover, and automatic bumping of accrual levels at the specified
month helps save time by streamlining business processes. Batch processing programs and detailed reports assist you in managing all facets of employee
attendance.
Unlimited accrual accounts
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.
Unlimited accrual rates
Define an unlimited number of accrual rates for each accruing account.
Wide array of accrual frequencies
Automate almost any attendance policy. Frequencies include hourly, daily, weekly, biweekly, semimonthly, monthly, quarterly, semi-annually, and annually.
4. Define auto-bumps
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.
Defined carryovers
Automates the annual rollover from year to another and optionally from one account to another.
Separate accrual calculations
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.
Easy posting of latest calculations
Simple point and click posting of validated calculations. Saves time and can be scheduled with the scheduling feature.
Tracks balances and accrual dates
Shows balances for all accounts including current available, accrued amount, and amount taken for the year to date.
Tracks attendance history
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.
Tracks scheduled time-off
Allow employees to indicate planned time-off. Enables you to reconcile request conflicts and to produce reports indicating scheduled time off.
5. Enter attendance events in batches
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.
Attendance Calculator
Estimate an employee's balance for any account for a future date. Saves time during employee inquiries.
Compensation Management
(Job and Salary History)
People-Trak's Compensation Management offers a comprehensive way to manage your company's current and historical compensation information.
People-Trak HR software provides the tools and reports you need to manage this critical function. With Job & Salary History, you can track dates, rates,
locations, divisions, departments, and salary grades. People-Trak computes and stores compensation ratios, percent-of-range, change amounts, and change
percents. Finally, it also computes and stores pay period equivalents for a wide range of pay frequencies.
Wide array of salary frequencies
Frequencies include hourly, daily, weekly, biweekly, semimonthly, monthly, quarterly, semi-annually, and annually.
Enter salary increases and adjustment in batches
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.
6. Alert Notification
Allows you to set an alert by a specific date to notify you of future pay increases for your employees.
Statistics Sub Screen
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
Other Compensation sub screen allows the tracking of pay outside the employee basic pay rate, such as bonuses, commissions, longevity pay, etc.
Compensation Reports
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
Safety Management
Safety Management provides for detailed accident/incident reporting. This allows you to produce all the government compliance reports and documents
you need including the OSHA 300, OSHA 300A, and OSHA 301 reports. Safety Management also tracks worker's compensation details, including costs for
rehabilitation, liability, medical, and more. In addition, there are many reports included that help you schedule training, pinpoint problem areas, control costs
and take corrective actions all within an integrated HR software product.
7. Fully Integrated With Personnel Module
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.
Tracks Contact Information
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.
Tracks Demographic Details
Create detailed reports regarding safety incidents based on location, age, seniority, gender, job title, supervisor, and department.
Tracks OSHA Details
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.
Tracks Accident Details
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.
Tracks Corrective Actions
Shows OSHA actions taken to prevent future incidents and tracks costs of corrective actions to maintain proper safety.
Tracks Initial Treatment Details
8. Documents all actions taken in regard to the incident to assist in claim management and settlement.
Tracks Claim Details
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.
Tracks Incident Costs
Allows detailed reporting of incident costs over a variety of categories such as medical, rehab, legal, indemnity, damages, etc.; provides summary and
detailed costs.
Enter Claim Cost Details in Batches
Saves time when claim statements and other cost items are to be recorded; provides a detailed audit trail of all costs recorded.
Produces OSHA Reports
Instantly print or reprint the OSHA 300, OSHA 300A, and OSHA 301 reports as desired.
Training and Competency
Training and Competency features in People-Trak work in conjunction with Personnel Management to track detailed information about internal and external
training programs. At the trainee level, course history, skills acquired, and costs accumulated are added to Personnel Management as classes are tracked
and completed within Training Administration. At the course level, you can maintain an extensive catalog of courses and track instructors, facilities,
equipment, and costs. You can establish schedules for facilities, instructors, and equipment and Training Administration will prevent you from double-booking
resources.
9. et Black-Out Dates For Instructors, Equipment, Facilities
Prevents scheduling of instructors, facilities, and equipment when they are not available due to vacation, travel, or routine maintenance.
Avoids Double-Booking
Instructors, facilities, equipment, and students are all checked when selected to eliminate the possibility of double-booking.
Tracks Instructor Certifications
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.
Validates Pre-Requisites
Student course history is compared to course pre-requisites when students are enrolled. Students who do not meet pre-requisites are denied enrollment.
Tracks Actual and Billable Costs
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.
Computes Cost of Lost Productivity
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.
Tracks Extensive Course Information
Create a catalog of courses that include cost, certification details, number of meetings, class duration, detailed description, pre-requisites, skills, equipment,
and materials needed.
10. Automatically Updates Course Costs
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.
Tracks Detailed Course History
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.
Creates A Wait List
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.
Supports Single And Multiple Meeting Classes
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.
Benefits Administration
Benefits Administration offers comprehensive tracking for all your company benefit programs, integrated with the rest of your HR system. Manage all
supporting details for your company's benefit programs, with multiple plans and rate levels. You can enter the basic and advanced requirements for
eligibility, and People-Trak can run a reconciliation report to determine problems during enrollment. Also track future benefit plans to prepare for open
enrollment.
By being integrated with the rest of your HR system, Benefit Administration allows you to see each employee's monthly totals and deduction amounts, and
run comprehensive Employee Cost Reports. Altogether, it can help to control costs, give you insight, and save company time.
11. Unlimited Benefit Plans
Provides a catalog of all benefits currently offered including coverage, enrollment criteria, and premiums.
Unlimited Premium Rates for Each Plan
Specific rates can be identified by employee age bracket, smoking habits, spouse, and dependent count.
Flexible Rate Formulas
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.
Separate Open Enrollment Table
Provides a separate open enrollment table to maintain benefits plans to be offered during the open enrollment period.
Supports Concurrent Open Enrollment
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.
Rapid open enrollment rollover
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.
Tracks Enrollment Declinations
Enables your to record and report on those employees who have been offered benefits and declined them.
12. Automatic calculation of coverage and premiums
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.
Calculates Premium Totals
With a single click, calculates and shows premium totals for all enrolled benefits.
Saves Prior Enrollment
Enables you to report on prior enrollment and satisfy coverage inquiries for insurance investigations.
Benefits Reconciliation Reporting
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.
Tracks current benefit enrollment
Allows reconciliation of carrier statements. Provides for verification of coverage.
Wide array of benefit reports
Enrollment and benefit cost reports ensure easy validation of carrier statements. Create census reports for carriers in minutes and provide statistics to the
CFO.
Track participation in retirement plans
Define your own plans and enroll employees. Create participation reports and track employer matching amounts.
13. Performance Management
People-Trak keeps the Performance Review process completely documented and running smoothly. Performance Reviews are generally not the highest
priority for those that need to perform them and therefore the process gets drawn out. Consequently, it is harder and harder for HR Professionals to keep
track of all the documentation over longer periods of time. That is why People-Trak created a system that will automatically keep your organization on time
in performing the reviews, and store all of the supporting documentation centrally located in one place.
Tracks Performance Review history
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.
Performance Review Documentation
Allows you to easily attach completed Review Forms within the employee record and post unlimited notes for each review.
Future Performance Reviews
Performance reviews automatically schedules future reviews. Multiple "next reviews" are allowed for disciplinary and regular reviews.
Alerts and Reports
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.
Document Management
14. In addition to up-to-date employee records, Human Resources departments need to store a wide assortment of files for later reference or archive purposes.
With People-Trak's Document Management, all your company files, forms, employee documents, and archive reports can be attached and stored in one
centralized location. It's essentially document management software for Human Resources.
Beyond just documents
Because you can upload many different file types, Document Management is like an electronic repository for all HR information. You can attach PDFs, DOCs,
Excel spreadsheets, JPGs, GIFs, PNGs, and more. But you are not limited to documents and images. People-Trak can even store video (MP4) and audio (MP3)
files, and any other type of non-executable file.
Files are stored in database, not linked from elsewhere
With People-Trak, there is one attachment file for each attachment and that attachment file is stored in the database. The attachment is a copy of the original
file, so you are not dependent on the original file. If the original file is lost or deleted, you will always have the secure copy in the People-Trak database.
Archive People-Trak reports
When a People-Trak report is archived, it ends up in Document Management. So your important historical documents like turnover, compensation, or EEO
reports can be easily saved and accessed for future reference.
Tag documents for easy searching
After attaching a document, you can add custom tags, and include creator, date, and category details to make it easier to search and sort. You can even add
your own custom parameters to sort documents by.
Track document access, revisions, and expirations
When a document is attached, opened, or deleted, the system logs the action date, time, and user. Plus, you can track when an update or revision is made.
Finally, if you set a retention period, the document will have an expiration date.
15. Questions about pricing? Call us at 1-800-809-5731.
Pricing is "per employee." Who counts as an employee?
Only active employee records are counted in the cost. You can store all archive (inactive) employee data at no additional cost.
16. Our organization has fewer than 50 employees. Can we still purchase the system?
Yes, our LT and Essentials product levels are suited for small businesses. Our minimum 50 record purchase just means that you must purchase at least 50
employee records.
Do I need to pay for implementation and training?
Yes. Through our years working with many companies, we find that customers who can commit to implementing the system with us, and going
through our People-Trak University training, have much more success in the long run. And an assigned personal Support Representative will
ensure your ongoing success.
Are there any recurring fees?
The pricing above is a one-time cost: then you own a license to your People-Trak HR software! Beyond that, it is optional (though highly recommended) to
renew your maintenance each year, which costs a fraction of the purchase price. You may also choose to purchase additional employee records, or
purchase Add-on features to your system down the road.
What is included in annual maintenance?
Annual maintenance is required the first year, and includes: an assigned Technical Support Representative, available via phone, email, or website
login; free People-Trak University training; special promotions on products and training; and relevant updates and upgrades to People-Trak.
How many users are included in a license?
People-Trak is a multi-user application, and works great when used by a team. You can set up five HR users for LT, and unlimited HR users for Essentials and
Strategic. Each user can have different security settings.
Can you interface to my payroll or other software?
Yes. In order to ensure that your data is synced between your HR software and other systems, People-Trak offers interfacing services for an
additional cost. We have experience interfacing with dozens of payroll providers, and can even work with time-clock or benefits systems.
Is People-Trak web-based?
No. People-Trak is a Windows desktop application, which means your data resides on your own server (or just your PC), and is accessed locally. We do not
offer a "SaaS," "cloud," or "web-based" solution at this time.
