With more than 17 years experience in 25 countries, TotalSoft dominates the local market in providing complete business solutions, according to Pierre Audoin Consultants study published in October 2011. In 2010, TotalSoft becomes a leader in personnel administration and payroll outsourcing segment. Moreover, TotalSoft manages wages of more than 10% of the Romanian active workforce. Among over 550 Romanian companies and 60 multinational groups that benefit from our dedicated human resources solutions, large companies such as Ursus, BRD, UniCredit Tiriac, Arctic, Alpha Bank and Genpact have already opted for TotalSoft’s payroll outsourcing services.

1. Outsourcing HR
Simple | Intuitive | Flexible | Complete

2. TotalSoft manages salaries of over
10% of the Romanian active
workforce. Out of over 500
Although essential for the
Romanian companies and 60
human resources
multinational groups benefiting
management, these are
from our solutions dedicated to
time consuming activities
human resources, reputable
that add no obvious value
names such as Ursus, BRD,
to the organization. By
UniCredit Tiriac, Arctic, H &M,
minimizing the routine
Inditex, Danone or Mic.ro have
activities, human resources
already opted for payroll
departments can focus
outsourcing services provided by
greatly on major activities,
TotalSoft.
addressing organizational
Our experience in human culture, health, career
resources, derived from numerous planning, skills, efficiency
implementations in all business and employee performance
fields and in organizations of any according to the strategic
size, helped us conclude that more objectives of the
than 70% of the activities organization.
performed by the human
resources teams is repetitive.
This is why we developed a comprehensive set of payroll and personnel
administration services, available for all employee categories:
n Top management (reports and organization charts);
n HR departments (outsourcing of repetitive processes and routine
activities);
n Employees (online access to personal data).
Regardless of the outsourcing level, we will appoint a HR specialists team in
order to ensure any outsourcing project’s success.

3. Services
TotalSoft provides a wide range of outsourcing services: Generation of non-standardized employee certificate.
n
Payroll HR Business Intelligence
Monthly salary processing;
n Intuitive graphs for the top management, comprising
n
n calculation;
Salary personnel and payroll data;
n monthly statements and fiscal records
Payroll, n organization charts (administrative,
Various
generation; functional);
Generation of accounting notes and integration with
n Dashboard KPIs;
n
the company’s accounting systems; n to a tool that is similar to the “Budgets”
Access
Generation of electronic records for salary payment in
n module.
bank card accounts;
Generation of monthly bank files and payment orders
n Other types of services
for salary fees; n Employee records audit;
n and distribution of secured pay slips (bank PIN
Printing n Retroactive update and error correction in individual
type); labor contracts or employee record books;
Submission of electronic pay slips in encrypted .pdf
n n Retroactive update and error correction in the unique
format; employee register.
n access to the pay slips archive.
Online
All the above services can be requested either
Personnel administration separately or mixed with other software applications,
n Submission of statements, fiscal records and statistic so that a solution perfectly adapted to your business
reports to the authorities; requirements can be created.
n Conclusion of individual labor contracts and afferent
addendums, maintenance of the relationships with the
authorities such as the Territorial Labor Inspectorate
for the Payroll submission, labor contracts and
addendums registration);
n Employment record book update;
n employee register update;
General
“By outsourcing the HR activities to TotalSoft, we streamlined the
entire human resources and payroll activity, at high quality
standards and significant reduction in administration costs.”
Ursus Breweries
Alina Sîrbu
Human Resource Manager
.ro

4. Benefits
Profit maximization by reducing costs The collaboration with TotalSoft, which provides both
n
Our services are conceived both at individual and
n the software solution and the outsourcing services,
global level; we use cutting-edge technology in order brings even more advantages, namely:
to increase the business processes speed. The n Vast expertise in payroll calculation due to a large
outcomes include the productivity increase, error number of clients and diversity of
elimination and processes improvement; implementations;
By outsourcing the payroll calculation, any company
n n Exclusion of liability to the authorities, TotalSoft
reduces the payroll costs and allows HR specialists to completely taking over, through the contract, the
focus merely on adding-value activities; responsibility of payroll operations;
By outsourcing the payroll calculation, any company
n n By outsourcing the payroll calculation, the
may also reduce the hidden payroll and personnel company avoids potential internal leaks regarding
administration costs, such as: salaries;
n effort to run appropriately the system, as
IT team’s n Automation and delegation of HR departments’
well as to withdraw additional information from routine activities, thus helping them concentrate
the company’s database (database maintenance, on adding-value activities such as performance
archiving, back-up, and restoration, information management, training and courses etc.
withdrawal and implementation in various reports
etc.); Risk management
n Pay slips printing and distribution costs; n legislative changes or rigid systems can
Frequent
nwasted on monitoring and understanding the
Time generate interpretation errors or delays, which might
new legislative changes; time requested by the incur penalties;
provider to update the payroll software; n Archiving and storing the information according to the
nwasted on submission of statements to the
Time legislation in force require additional security
authorities; measures;
nwasted on filling in various necessary forms;
Time n Outsourcing these services to a specialized company
n Licensing, update and maintenance costs, costs reduces risks and maximizes the confidentiality over
incurred by an application change or application internal information;
users training; n Outsourcing these services improves the internal
n incurred by the hardware and software
Costs communication between members of the HR
infrastructure required for a payroll and personnel department and the rest of the company, frequently
administration software; affected by the amount of payroll activities.
4 5

5. Communication interface between the Provider and the Solution to three major issues:
Beneficiary nallocated to payroll calculation;
Time
HCM Portal provides an optimal communication flow n to obtain accurate, fast and secure outcomes;
Effort
between the Provider and the Beneficiary, as well as Responsibility afferent to payroll calculation and
n
the Beneficiary’s access to information: reporting.
n Introduction of timesheet directly from the working
units of the Beneficiary, avoiding printing costs of the Value brought by professional services
timesheet, centralization, expedition and validation n You have at your disposal an entire team of payroll
forms; specialists ready to answer your questions and provide
n Information on employees can be accessed at any you with further support.
hour/ date both by the company’s management or any
other persons appointed by the Beneficiary;
n The Beneficiary can access the legislation section;
n The Beneficiary can access at any hour/ date all
predefined reports, as well as the configurable ones.
The reports are generated according to the date
chosen by the Beneficiary (e.g.: one can view both the
2010 and 2011 Payroll reports by introducing the
desired date);
n and generation of employee certificates
Access
directly from the web interface;
n export of reports in different formats, such as
Quick
word, excel, pdf, which allow further processing, if the
case.
“When we decided to outsource the payroll activities, we focused
on a company with experience in the field and on a reliable
software platform. It’s been more than 4 years since TotalSoft
has been providing us with payroll outsourcing services and we
must admit that our collaboration definitely meets our
expectations.”
ARCTIC SA
Raluca Avramescu
Human Resource Manager
.ro

6. HCM Portal
Defined as the Website of the
Human Resources department,
Portal HCM module plays an
important part in increasing the
transparency within the
organization, improving the
communication and motivation,
knowing the roles and
responsibilities but also other
personal information that can lay at
the basis of a healthy and
motivation-oriented culture,
commitment and responsibility of
the employees.
With Portal HCM module, TotalSoft
went beyond the traditional
features of a human resources
Financial and Operational Benefits
management system, developing a
Reduces the operational costs powerful and robust tool, accessible
The solution enables to eliminate the time needed by anytime and from anywhere via
Internet, empowering the
the HR personnel to run certain routine time
employees to get directly involved
consuming tasks such as leaves day calculation,
in various processes. The
requests for certificates, employee information
employees are able to enter certain
update. Another eliminated cost comes from the
data into the system, such as rest
significant reduction of paper needed for the
leaves, assessments, training plans,
operations ran by the Human Resources department. etc., thus relieving the human
resources department of time-
Increases the productivity of the Human Resources
consuming activities.
department
The module enables the publication and quick
adoption of new internal requirements and
“We have outsourced the payroll
regulations, and the facilitation of administrative tasks
services and we are delighted to
necessary for checking if the new regulations were
read. Furthermore, the product ensures quick control have chosen TotalSoft. The payroll
and access to information about the employees via process has been automated to a
Internet, anytime anywhere. large extent by implementing HCM
Portal interface. Now we have easy
Motivates and empowers the company's employees access to information and reports
By actively involving the managers and employees required to optimize the human
into complete 360-degree assessments, leave resources work.”
requests or other human resources processes, the
solution empowers the personnel and increases the
motivation by improving transparency,
BRD
communication and teamwork. Groupe Société Générale
Adela Jansen,
HR Executive Director 6 7

7. Features
The users who can access Portal HCM module
are split in many categories, depending on the The Manager
assigned rights: employees, managers, top Apart from the rights assigned to the
managers, as well as Human Resources employees, the manager can:
department users. The accounts and rights of n View certain information for all his/her
these users are validated by the Human subordinates: leave balance, timesheet,
Resources department. assessment results, training plans.
n or reject the requests initiated by
Approve
The company's employee his/her subordinates.
The company's employees can access public nassessments, training plans or career
Fill in
information made available by the Human path management for his/her
Resources department, and the operations subordinated employees.
he/she can perform are: ninformation about the results of
Fill in
n Accessing the news within the company interviews he/she attends regarding the
(e.g.: team building, training or applicants who are to be employed on
recruitment sessions, new colleagues, subordinated positions.
announcing the employees of the month,
etc.); The Top Manager
n Accessing the forms used within the Apart from the rights assigned to the
company; mangers, the management personnel is able
n Accessing public information about the to access the organization charts and
active employees within the company, statistical managerial reports. Also, they have
enabling the access to each employee's a dashboard including information about the
personal pages but also to information personnel turnover and the employee
such as phone number, e-mail, office expenses, split by companies, business units
location etc.; or cost centers.
n Simulating the salary calculation, from
gross to net and from net to gross salary, The person who enters the timesheet on the
with all the employee's and the Web
employer's taxes; He/She has similar rights as the employee,
n requests to the Human Resources
Sending but can additionally enter the timesheets of
department; the employees he/she is assigned to;
n Initiating flows such as rest leave requests,
requests for certificates, etc. The employee in the Human Resources
n Changing certain personal data (address, department
personal documents, marital status) if The employees in the Human Resources
these rights are configured. department have access to the specific
n Self-assessment, by filling in rates for each legislation section for the human resources
task/target/competence, depending on management that is regularly updated
the assessment model configured by the through version upgrade or by providing a
Human Resources department. Web service.
.ro

8. © TotalSoft 2012
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