PERPAY

Human Resource and Payroll System

Netcom Information System

2020

Netcom Villa, Woodley, Mugo Kibiru Road off Ngong Road | P.O.Box 76049-00508 |Telephone +254-722-385765|Email netcom@netcom.co.ke, Nairobi, Kenya
Netcom Information Systems

Company Introduction
Netcom is one of the leading consultancy firms in East African Region that was established in 1992. The services offered encompass general
resource management, telecommunications projects planning and management, information systems, strategic planning at both corporate and
ICT levels, general and ICT project management, monitoring & evaluation, organizational business analysis, market research, micro and small
enterprise studies, trade development, computer network design, tender document preparation and evaluation, network implementation,
applications software design, development and operational support.

Netcom's emphasis is on a one stop shopping for consultancy services, on high quality products and services, on value for money and on
ethical behavior.

Perpay Demo

The PERPAY Human Resource and Payroll System is a fully web based system, developed
purposely to cater for the Kenyan and Eastern Africa(Kenya, Uganda, Tanzania, Rwanda,
Southern Sudan and Burundi ) market and is rich in functionality, cost effective, reliable
and above all proven. It is highly parameterized and can be easily integrated with
applications such as financial systems, banking salary systems and HR systems. The System
can support a multi-company, multi-currency and Multi-country workforce, as well as,
cater for an unlimited number of organization levels. Perpay offers user-friendly
functionality for the payment and handling of salaries, overtime and deductions, fringe
benefits, and company pension contributions. Data input can be customized so that any
financial and statistical information is easily tracked and queried.

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PERPAY FLOW DIAGRAM

Organization Structure Module

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Structure Reports
• Easily manage your functional or administrative units of the • Organogram
organization i.e. departments, units, sub units etc.
• Merge departments
• Appoint employees as heads of the units

Employee Master Module Features

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Employee Bio Data Some of the Main Reports
• Employee Basic Details • Employee Master File
• Employee Static Info • Leavers and Joiners
• Employee Relations (Dependents, Beneficiaries and the • Dependents and Relations Listing
percentage benefit, Next of Kin and Emergency contacts • Age & Duration of Service
• Employee Education Qualifications • Birthday Reminders and auto notification on day
• Pervious Employers’ information • Job, Education Qualification Listing
• Address and Contacts • And many more
• Ex – Employees Mgt

Transition Activities
• Employee Separation and Reinstatement Mgt(Leavers and
Joiners)
• Contracts, Probation and Extension Mgt
• Acting & Special Duty Management
• Transfers and reclassification Mgt
• Transfer Allowances Mgt (Disturbance, Travel, Hardship etc.)

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Recruitment Process
Perpay eRecruitment offers a fully automated recruitment process. It enables managers, recruiters, and candidates to manage all phases of
recruitment, from vacancy definition through recruiting and hiring new employees. It can provide reports of your recruitment process, allowing

you to monitor its effectiveness.

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Features:
• Current Manpower Status.
• Assessment Outline with Panels & Schedule.
• Job Template & Allocation.
• Create Vacancy & Online Posting.
• Online Job Application.
• Job Requisition with Pending & Recommendation.
• Result Publish & Recruit.

Onboarding
This is when we welcome the selected finalist to System Administration! Once a finalist has been identified, there are a few steps the finalist will
need to complete prior to beginning work.
• New Appointment eForm to initiate the hiring process.
• This eForm also triggers HR to contact the selected candidate and finalize the hiring process.
• Initiate Orientation Program
• Initiate Probation

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Payroll Main Features

Perpay payroll system is presenting a standard, fully configurable and user-friendly Payroll management system which is bearing a huge number
of customer experiences of different types of companies. This system makes the whole payroll process simpler and error free & provides all ways
of paying employees according to different payment policies and compliance.

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 • Employee Self Service Portal (Accessible via Common Browser • Maker-Checker Security feature
and Mobile Devices) • Mortgage, Insurance, HOSP (Home Owners Saving Plan) Relief
• Multi User capable
• Multi-Currency capable • Tax Exemption Capabilities (Withholding Tax and Persons of
• Multiple Employee Accounts, includes Banks and Branches Disability)
setups • Paypoint and Cost Centers
• User Definable Payroll Transactions. Allowance, Benefits (Cash • Parameterized and easily customizable statutory deductions
and Non Cash), Contributions and Deductions (P.A.Y.E, NSSF, NHIF)
• Loan management and Administration processing • Salary to bank interface files
• Pension Management and Administration • Contains all Monthly, Quarterly and Annual returns to Tax
• Salary Increment Management Authorities
• Fringe Benefit and Low Interest Benefit Management o P9 tax Card
• Mass Loading of data from external sources i.e. excel or o P10 monthly return
comma delimited files o P10d Quarterly Return
• Standard Payroll Reporting
o Audit Report
o Payslip – Also available on email
o Monthly Company Proof sheet
o Company and Employee Payroll Journals
o Monthly Payroll Reconciliation Report
o Monthly Payroll extract (To excel or other formats)
o Earnings and Deductions reports
o NSSF, NHIF and HELB extracts
o 1/3 (Third) Basic Salary to Net Pay report
And many more reports.

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Leave Management Main Features

A comprehensive leave management module‚ with extensive possibilities of defining leave types and more. It caters for all leave application &
approval processes and is able to display information on leave entitlement‚ balance‚ history, etc. With the help of Employee Portal, Leave Module
significantly streamlines all leave related procedures‚ eliminates paperwork and saves costs.

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The Leave System Setup

Features
• Accrued (Monthly) or Annual Balance Capable • Leave Balance Adjustment by Leave Administrators Only
• Auto Generated Leave Balances • Leave Register, Chronological account of leave balance
• Dynamic Leave type setups, user defined leave types (i.e. Movement
Annual study compassionate etc.) • Leave Addresses
• User Defined Leave Policy i.e. Anniversary Month, Forfeiture • User defined Leave Application Process i.e. Application
Month, Leave Pay calculation →Recommendation → Approval or Application → Approval
• Employee Leave Categories, define your own categories i.e. • Email Notifications
Management, Officers, Clerks etc. • Leave Applications Escalation
• User Defined Leave Entitlements • Checks for Leave Overdraw, Leave Overlaps and Date selection
• Defined which days to Skip (Saturdays, Sundays and Holidays) i.e. cannot select restricted days (Sundays or Holidays) as
• Leave Type Application restriction from self-service i.e. Sick Start/Return dates
Leave, Study Leave only accessible to HR

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 • User Defined Leave Recommenders and Approvers • Duo-Leave days Calculations, Enter Start Date and End Date
• Holiday Setups get Days requested or Enter Start Date and Days requested to
• Leave Groups, combine a group of employees who cannot be get Return Date
on Leave at the same time • Leave Recalls/Return, the leave returns is automated
• Leave Scheduling • Vast Array of Leave Reports
• Per Department
• Per Employee
• Leave Analysis Report (Employee, BF Days, Entitlement,
Days Taken, Days Adjusted, Leave Accrued, Year Balance)
• Leave Statuses

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Time and Attendance Features
Perpay Leave and Attendance is a fully automated that helps companies better manage, collect and process employee time sheets. Enable your
employees to time in via any form of digital device or via our state-of-the-art bio-metric attendance terminals.

• Clock in/outs’ time

• Customized set-ups • Attendance Calculation
• Holidays • Lost time / lost days
• Break(tea and lunch times) • Schedule shifts for employees
• Time zones • Attendance clock in /out logs
• Integration options with leave and payroll module
• Overtime calculation
• Shift management
• Multi-Login features(fingerprint/Face Identification)
• User and role management (admin/user
• Proactive alerts (attendance email, lost-time )

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 • Audit trail

Performance Management
Performance management system is the systematic approach to measure the performance of employees. It is a process through which the
organization aligns their mission, goals and objectives with available resources (e.g. Manpower, material etc), systems and set the priorities.

Performance reviews require a lot of time to pull together and often get shoved to the bottom of the pile until the next review cycle. With
automated employee performance reviews, managers will be able to consistently and easily update employee performance evaluations
throughout the year. When evaluation time comes, you will have relevant and accurate reports.

Features:

• Rating Set up

• Appraisal Form Design

• Criteria Setup

• Multiple Weightage for Evaluator

• Multiple Step for Evaluation

• Predefine action Performance Rating

• Appraisal Schedule

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Training &LMS
Training enables you to train your workforce effectively and at lower cost. Training Module enables you to manage, deliver, and monitor your
training: you can efficiently assemble and deliver training.

Flow Diagram:

Feature:

• Configuration

• Training Schedule

• Training Entry, Edit,

Delete

• Assign to Employee

• Training Performance

• Training Reporting

• Compatible with
SCORM/XAPI Automated
content delivery.

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Succession planning and Management
Succession planning ensures that employees are recruited and developed to fill each key role within the company when needed. This process
ensuring that employee will never have a key role open for which another employee is not prepared. Through succession planning process,
recruiting superior employees, develop their knowledge, skills, and abilities, and prepare them for advancement or promotion into ever more
challenging roles in the organization. It aims to attract the best talent, retain those individuals, and develop them through well-targeted
development efforts that helps building the bench strength of an organization to ensure the long-term health, growth and stability.

Features:

● Identifying future trends and services need will

be required for approaching and

● meeting business objectives.

● Finding key positions and competencies for the

role-play.

● Set objectives, goals and scope.

● Defining talent and performance needed.

● Inventory skills management system and

investment decision.

● Selecting well performing and deserving

candidates.

● Create a development process through training

and progressive activities.

● Measuring progress and implement a

transition planning through monitoring and evaluation.

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Figure : succession planning modules for Business progress and strategy.

Benefits of Perpay System

Perpay System brings with it years of experience and a team ready to support our clients whenever needed. We value our clients and ensure an
ease of transition into full use of the system. Some of the benefits of using perpay are

• Locally developed and Owned by Netcom Information Systems, so we can customize, adjust to clients’ needs fast and easily
• Easy to use and understand
• Support is available when needed, on phone, email and on premise
• SLA is signed to ensure timely and effective support
• Vast experience on Payrolls
• Comprehensive Training of the System
• Accessible on offline or Online Mode
• Above all a friendly support team ready to help out at anytime

Other Modules
• Organization structure module
• Leave and Absence mgt
• Job Analysis
• Establishment Control/ Manpower Planning
• Payroll
• Employee Master Details
• Payroll management and administration
• Training module
• Recruitment module
• System Administration and security module

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 • Performance management
• Disciplinary and grievance management
• Employee self-service module
• Employee Loan Management

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