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Ascentis HRThe “easy-to-use” HRISAscentis HR (formerly HROffice ) is an easy-to-use, on-demand (SaaS) HR software solution that manages and tracks employee datathroughout the entire employment cycle. Employee information is instantly and electronically accessible — and always up-to-date. TheHR staff is immediately more efficient, accurate and accelerated.Ascentis HR manages and displays many levels of employee data, including:Personal information Organizational information Name and address Job title Phone numbers Supervisor Emergency contacts Performance reviews Dependent information Length of service Attachments Termination date and analysisCompliance information Disability status EEO class OSHA Workers Comp class Veterans statusComprehensive benefits managementAscentis HR supports a wide variety of benefits plans with powerful, rules-based benefits engines. Benefit plans only need to be setup once. HR can easily report on point-in-time benefits for any past, current or future date. Ascentis HR automatically calculatesemployees’ and dependents’ eligibility status. The system provides complete historical information that tracks all enrollment changesincluding what changed, when it changed and who made the change. Ascentis HR supports conventionally insured plans and selffunded plans, and quickly generates benefits statements.Ascentis HR supports many types of benefits, including: Medical 401(k) Life insurance Dental Health club memberships Short/long-term disability Vision Paid employee parking Retirement plansComplianceAttendanceAscentis HR tracks FMLA data including number of hoursavailable and paid vs. unpaid leave. COBRA managementkeeps your company in compliance and eliminates the cost ofoutsourcing COBRA management.Ascentis HR tracks all leave-types, including vacation, sick andjury duty. The system calculates eligilibilty, accural, lump sums,carry-over, amount taken and amount available.Innovative employee communicationsCustomizationQuickly and easily create customized tabs to track the uniqueinformation that your company needs to manage, such ascompany-issued property, certifications and training.The Ascentis HR Correspondence Wizard allows HR to quicklycommunicate with individuals or groups via e-mail. E-mails areautomatically captured in employees’ records so HR can easilyretrieve a correspondence history of the content and date sent.Compensation managementReportingWith Ascentis HR, an unlimited number of compensation plans,with pay grade levels, can be created. Historical compensationinformation is easy to access. The powerful “What If” analysistool allows HR to quickly and easily see how changes to threevariables (compa-ratio, percentage change and pay change)affect overall compensation.Ascentis HR includes more than 300 pre-defined, customizablereports, including federal compliance reports. With the ReportWizard, generating reports is simple and does not require ITstaff help or technical knowledge of databases.Rev 2/20/14www.ascentis. comwww.ascentis.com
The Advantages ofOn-demand (Saas) HR SoftwareThe hosted, internet-based infrastructure of Ascentis HR makes it easy for organizations to reduce their total cost of ownership by avoiding thetraditional maintenance and upgrade issues of on-premise hardware and licensed software.Freedom from traditional systems support With Ascentis HR, regular maintenance releases and upgrades are included in monthly fees and require noonsite IT support or installation. Automatic upgrades ensure users are always running the most currentversion of Ascentis HR. Users get up and running quickly with Ascentis HR Basic Setup, which includes account creation and 3 days ofon-line implementation and/or training.Secure, reliable, anywhere-access to HR dataThe Ascentis SSAE16 audited datacenter provides the highest level of security and reliability. The datacenter infrastructureincludes: Stateful packet filtering at the firewall. All traffic passes through the firewall before reaching a web server. The network is protected by a network Intrusion Prevention System (IPS) along with Network Intrusion Detection System(IDS). Traffic leaving the web server must again pass through the firewall before reaching the client’s databases, givinganother level of stateful packet inspection and filterings. Servers are installed with current operating systems and updates are applied regularly. All web servers have SSL certificates issued by Thawte.Rev 2/20/14www.ascentis. com
Ascentis PayrollAscentis Payroll is a Web-based payroll system that allows you to process payroll in real-time, ensuring 100% accuracy, flexibility andcontrol. With live processing and instantaneous auditing, Ascentis Payroll can reduce payroll processing time by as much as 30%. Real-timesynchronization with Ascentis HR, interfacing capabilities with general ledger and time and attendance systems, and custom reporting bringyou the solution to all your toughest payroll processing problems.Real-time payroll processing.anytime, anywhereAscentis Payroll stands out from traditional payroll systems by providing instant payroll processing. Real-time payroll processing allows youto audit your payroll before creating checks rather than having to correct mistakes after the fact. Run payroll anytime, anywhere and asmany times as you need to in order to ensure 100% accuracy. There is no need to transmit data to a processing center, no need to wait forthe processing to be completed, no batch uploads and no transmission windows. Ascentis Payroll is on-demand payroll processing.Take control of your payrollAscentis Payroll puts generating manual checks and creating reports in your control. Manual checks may be created on-demand forbonuses, vacation payouts, termination checks, third party and other special pays. Ascentis Payroll gives you the control of an in-housepayroll solution with the benefits of a hosted payroll offering. Outsourced technical and professional services provide an easy way to managepayroll for your organization. Decide between printing payroll checks yourself and having that service provided for you.Ascentis Payroll also gives you the flexibility to schedule pay periods ahead of time and run off-cycle payrolls anytime. Alerts of upcomingcalendar events and the ability to edit payroll schedules enable users to have total control and flexibility over payroll runs.Eliminate extra paperwork and data entry errors by deploying Ascentis Employee Self-Service (Ascentis ESS). Ascentis ESS allowsemployees to access their own direct deposit information, tax withholdings and paycheck history. Control the information that employeescan view, change or delete. Have unlimited flexibility by creating custom tabs to communicate employee information.Create, download, export or print reports to control which information is gathered and which information is sent to different departments.Report Wizards will guide you through the process of adding calculations to reports as well as storing them for future use in other reports.Integration - the power of efficiencyAscentis Payroll has the robust capability of interfacing with Ascentis HR, time and attendance systems, retirement plans and G/L files. Thereal-time integration between Ascentis Payroll and Ascentis HR simplifies the payroll process by eliminating redundancy and minimizinginaccurate information. Basic employee information, benefit deductions, salary information and more are transferred from Ascentis HR toAscentis Payroll in real-time.With custom programming, Ascentis Payroll can interface with all time and attendance systems, 401(k), Retirement Administrators, and anyother client-specific database. Save time and money by utilizing the power of Ascentis Payroll integration.Secure online payroll and peace of mindAscentis Payroll offers secure access via the Internet. All data communicated between the user’s PC and Ascentis Payroll web servers isencrypted with SSL v.3 128-bit encryption. Network security infrastructure includes Network Intrusion Detection System (IDS) and firewalls,to track and notify of any sophisticated hostile attacks.Each user is assigned a unique login and a secure password. Login and password information is only available on Ascentis Payroll back-endservers and not on any Web server, ensuring that password lists cannot be compromised. There is only one client administrator access rolethat lets you determine all other user roles within the system.Rev 2/20/14www.ascentis.comwww.ascentis. com
Ascentis RecruitingAscentis Recruiting is an easy-to-use, flexible, on-demand (SaaS) solution designed to help recruit, qualify, hire and on-boardthe best people for your organization. Ascentis Recruiting automates the entire hiring process, making it easy for you collect,track, and analyze applicant and requisition data. Ascentis Recruiting helps your hiring and management teams track openpositions, create and score pre-screening questions, encourage employee referrals, review resumes, schedule interviews andmore.Hiring teams can greatly enhance the applicant experience by offering an applicant portal that matches your corporate brandand encourages applicants to share job postings through social networks and RSS feeds. Ascentis Recruiting increases thequality of your workforce while reducing the costs to hire. With Ascentis Recruiting, you can:Easily recruit candidates Configure career portal to match your corporate brand, accept resumes and applications.Empower applicants to share positions through social networking gadgets, RSS feeds, and automatic notifications of newpositions. Promote open positions through social networks such as Twitter and Facebook.Encourage employee career growth through a separate internal candidate portal.Integrate with job boards, giving you maximum exposure to potential candidates with no additional work required.Increase the quality of your candidate pool Pre-qualify applicants by configuring your online application process to screen applicants based on minimum qualificationsthat you specify.Offer an unmatched applicant experience through detailed job descriptions, an easy-to-use interface, and resume uploadingand parsing with the capability to upload additional documents.Increase exposure and control over the hiring process Monitor and manage applicants through their entire lifecycle, from workflow approvals for new requisitions to schedulingand interviewing qualified candidates.Construct a job description library that can be used to create requisitions in seconds.Send applicant information to hiring managers for feedback without having hiring managers log into Ascentis Recruiting.Offer a paperless new hire process with an electronic signature of new hire documents such as I-9, W-4 andEEO self-identification.Quickly generate critical reports Powerful metrics reports enable you to calculate time to fill, aging and sub cycle information. Monitor compliance with a variety of EEO/OFCCP tools. Evaluate applicant data for similarities and trends in sources, demographics and more.Rev 2/20/14www.ascentis. com
powered by N O VAt i m eThe ultimate solution for workforce managementAscentis Timekeeper’s state-of-the-art technology, web-based portals and world-class support make it the smart choice forany size company.Easy to use with powerful toolsAscentis Timekeeper provides organizations with a user-friendly, self-service portal that simplifies and automates the labormanagement process.Dashboard: Supervisors and managers gain transparency and control of their workforce with a simple dashboard viewincluding attendance exceptions, time-off requests, daily punch head count, time clock heartbeat status, pay period timesheetapproval status, and more.Report Generator: A powerful report generator allows you to create hundreds of informative reports, as well as sort on anydata field for any time period, filter by employee, labor groups or pay types, and print or export any report to Microsoft Excel and Adobe PDF .Batch Background Processes: For posting of accrual benefit hours, holidays, and auto pay for salary employees, just toname a few.Wide Selection of data collection devices: Configurations to meet any facility need including biometric (hand and finger),badge (barcode, mag stripe, proximity), mobile apps, web portals, scanner, and phone-in.Ascentis Timekeeper Has it AllSupervisor PortalEmployee Portal Create and assign work schedules Punch or enter timesheet data Review, edit, and approve timesheets View benefit accrual balances View timesheet history with exceptions Check work schedules View In/Out Board to see who is in and who is out Request time-off View employee benefit accrual balances View timesheet history Add/update employees Run reports with templatesAdministrator PortalPayroll Administrator Setup and configure shifts, pay policies, and holidays Setup and deploy access rights for employees and Review and approve timesheets for payroll Process payroll with the ability to prepay employees based Assign employees to supervisorson their scheduled hours Create security profilessupervisorsData collection devices that integrate with Ascentis TimekeeperWeb PunchHand ReaderUSB Fingerprint ReaderiPhone / iPad Mobile AppLumidigm FingerprintSmart ClockPhone-in OptionAndroid Smartphoneand Tablet Mobile AppPush TechnologyKiosk / TerminalBarcode Scanner(WiFi / Cellular)Rev 2/20/14www.ascentis. com
powered by N O VAt i m eData collection devices for all business requirementsGT400P - Biometric HandPunch Time Clock/KioskThe GT400P terminal brings full-featured, self-service kiosk functionality toyour workforce, while also providing the standard time clock functions, such aspunching and transferring. It utilizes hand geometry technology to biometricallyidentify employees with accuracy and security. Plus, because the GT400P utilizesNOVAtime’s innovative push technology, all data transactions are performed in realtime, eliminating the need for legacy polling and data download processes.Serves employees that don’t have access to desktop computers, or are not locatednear an office.NT7000 - Smart Time Clock/KioskThe NT7000 is a full-featured kiosk time clock, designed with increased security andfunctionality. While employees may submit punches, transfers, and time-off requests,they are also able to view timesheets, work schedules, accrual information, andperformance tracking data—all in real time. The 7” touchscreen offers a vibrant,high-resolution display, with multiple language options. Identification methodsinclude proximity and HID readers, or a biometric fingerprint sensor. Powered byNOVAtime’s innovative push technology, all data transactions are performed in realtime, eliminating the need for legacy polling and data download processes.NT450 - Smart Time Clock/KioskThe NT450 terminal brings full-featured, self-service kiosk functionality to yourworkforce, while also providing the standard time clock functions, such as punchingand transferring. It offers a vibrant TFT color display and a large keypad for easeof use. Identification methods range from proximity and HID readers to a biometricfingerprint sensor that offers unparalleled performance. The NT450 is powered byNOVAtime’s innovative push technology, so all data transactions are performed inreal time, eliminating the need for legacy polling and data download processes.NT6000P - Portable PDA with Barcode ScannerThe NT6000P PDA is lightweight and rugged, allowing easy and efficientmanagement of your mobile workforce. Featuring a built-in laser scanner, thisPDA automatically “pushes” employee punch data to the server, either in real-timeor periodically, using Wi-Fi connectivity. Supervisors may perform multi-leveljob transfers for multiple employees at a time, and because it supports easy-touse time, attendance, and job costing features, the PDA enables supervisors toaccomplish all of their management tasks.Rev 3/7/14www.ascentis. com
Ascentis Manager Self-ServiceAscentis Manager Self-Service (MSS) enhances the management decision-making process. Available as an additionalmodule, MSS offers full workflow capabilities that include the ability to define flexible, customizable approval processeswhile automating e-mail communications.Ascentis MSS features a new intuitive look at feel that enables managers to access data quickly and easily. Integratedwith Ascentis HR’s role-based security, managers can access employees’ personal, employment, job, compensation,and leave information. Ascentis MSS also provides compra-ratio metrics and salary modeling tools.MSS delivers data for better decisions Access information from anywhereCompare and analyze multiple employees dataCompa-ratio tools for better budgeting decisionsView company leave calendarView job historyInitiate promotions/transfersRoute data through workflowIncrease efficiency while maintaining control Reduce HR’s administrative workload and retain oversightManagers can initiate/approve changes, taking load off HRManagers can initiate terminationHR can view and take action on any initiated changes – retaining 100% oversightCreate flexible approval processesCommunication made easy Automates employee communicationsWorkflow action and comments trigger email to affected approversEmployees are notified when action is taken on leave requestEveryone stays in the knowMSS simplifies processesCommunication is accurate and speedy with automationManagers can edit user-defined tabsEasy to use Technology advancements ensure good user experienceAll info at your fingertips in three clicks or lessEasy to use desktop-like interface for effortless trainingDetailed help list available onlineRev 2/20/14www.ascentis. com
Ascentis Employee Self-ServiceAscentis Employee Self-Service (Ascentis ESS) gives employees immediate access to their personal HR, benefits, and payroll informationvia the Web. The simplicity of Ascentis ESS drastically reduces the call volume to both the HR and payroll departments. Ascentis ESS isavailable through any Web browser on any device. Employees can view benefits, paystubs, time-off requests and other data from home,anytime. Mobile-ready functions include the capability for employees to forecast and request time off, access the company directory, andtake action on workflow tasks.HR Dashboard allows employees to use built-in analytics, custom content, RSS feeds or any other type ofdata to display information that is relevant to their job.My Self & My Family allows employees to view and update their personal and family information, emergencycontacts, and any user-defined data (i.e., skills, education, assets, etc.) that they have access to update. MyFamily enables employees to view and update dependent and life event information.My Family enables employees to view and update their dependent information as well as enter life events.My Benefits allows employees to enroll themselves and their family members into any eligible plans(either during a life event or open enrollment). Upon HR approval, enrollment elections are applied toemployee records and employees automatically receive an e-mail detailing their choices. Employees canalso view a benefits summary, plan comparisons and plan documents, beneficiaries, 401(k) loans, stockoptions, and more.My Time Off provides employees with a summary of their attendance balances and leave taken.Employees can submit leave requests from this page.My Paycheck allows employees to view current and prior pay stubs and W2’s, specify federal, state andlocal withholding information, create and/or change direct deposits, and conduct “what if” simulations forgross to net paycheck calculations. My Paycheck requires Payroll Connect advanced link or Ascentis Payroll.Accurate and paperless online benefits enrollmentThe amount of paperwork generated in traditional benefits enrollment is staggering. Ascentis ESS allows you to conduct enrollment online,thus eliminating the cumbersome and inaccurate paper process. Through online open enrollment, employees are connected to theirbenefit options. Upon HR approval, enrollment elections are applied to employee records and employees automatically receive an e-maildetailing their choices. Carrier Connect electronically transmits the information to the appropriate providers.Online leave requests ensure leave is taken and accounted forUsing Ascentis ESS, employees can easily determine their vacation availability (for any given point-in-time) and request leave online. WithManager Self-Service (MSS), managers receive an e-mail from their employees when they request time off. A calendar view lets managerseasily see who will be in or out of work at any given time. This makes it easy for managers to approve/reject leave requests through MSS.Once time off requests are approved Ascentis HR will be updated to reflect the leave taken.Rev 2/20/14www.ascentis.comwww.ascentis. com
Carrier ConnectTake the work out of benefits managementwith Carrier ConnectTrustworthy technologyCarrier Connect automatically and electronically sends enrollment data from Ascentis HR toyour company’s benefits carriers. This process ensures the accuracy of benefits data storedin carrier databases.Security and accuracy are critical whenHR and benefits managers realize the advantages of using Carrier Connect in many ways: The elimination of carrier enrollment forms greatly reduces the load ofcumbersome—and error-prone—paperwork. Using a single point of data entry saves HR substantial administrative timewhile guaranteeing carrier billing accuracy. Carrier Connect delivers data automatically to carriers without anyspecial “uploading” or “updating” actions from the user.experience you can rely on.Launch a paperless enrollment with Carrier Connect!Used in conjunction with Ascentis Employee Self-Service, Carrier Connect virtually eliminatespaper forms from the entire enrollment process.handling sensitive data. More than 150connections to 70 national carriersdemonstrates that Ascentis has theUltimate ease of useNo need to remember to “upload”changes or develop additional processes.Carrier Connect runs continuously in thebackground and automatically transmitsdata entered into Ascentis HR.Accuracy and alignmentWith a single point of data entry,mistakes are greatly reduced. BecauseCarrier Connect ensures Ascentis HRand carrier databases are aligned, billingThe Carrier Connect paperless dataflow processerrors and overpayments are eliminated.Supports paperlessprocessesHealth plansEmployees enter benefits selectionsand update personal information inAscentis Employee Self ServiceCarrier Connect automatically sendsthe data to carriers via a secure,encrypted transmission. One point of data entry Errors eliminated Accurate carrier billing Paperless processFull integration with Ascentis EmployeeSelf-Service allows Carrier Connect totransfer information collected directlyfrom employees, bypassing the need forLife/disabilityplansRetirementplanspaper enrollment forms and saving stafftime.Limitless connectivityWhether it’s an open enrollment change, a midyear life event, or a simple address change,Carrier Connect transmits changes made by employees in Ascentis Employee Self Servicedirectly to the carrier. No additional administrative support or paperwork is needed.Carrier Connect transmits data for allplan types, including health, life anddisability, and retirement.In addition, all history is tracked in Ascentis HR so HR can easily run reports on benefitchanges with a few clicks of the mouse.Security and experienceCarrier Connect uses the latest Internet security protocols, combined with encryption andauthentication that ensures sensitive benefits data is never at risk. Because Ascentis hasestablished relationships with more than 70 national carriers (with 150 connections),Carrier Connect is the industry’s leading automated carrier communications service.Rev 2/20/14www.ascentis.comwww.ascentis. com
AlertsAlerts remembers so you don’t have toAlerts makes sure the right people get the right information at the right time, all the time. Alerts proactively monitors an organization’s HRand benefits information to keep you ahead of your employees’ needs. Alerts comes with a library of automated Alerts. To use one of theAlerts in the library, there is no need for complex programming. You can simply select the Alert you want to use, specify who you want tonotify, and turn it on.Popular alerts include birthday listings, anniversary listings, performance review reminders, COBRA reminders, new hire eligibility, benefitseligibility, and many more. You can also create your own custom alerts. Visit the Alerts section of the Ascentis Web site at www.ascentis.comto see an inclusive list of available Alerts.Alerts helps manage overwhelming workloads and strict deadlinesUncompleted to-do lists. Lengthy task bars. Overwhelming project reports. Missed meeting notices. Late appointment reminders. The listgoes on. HR professionals are assigned an immense amount of responsibility that include numerous and strict deadlines. In HR, your jobdirectly affects your employees’ well-being. What if one of your employees adds a dependent to their benefits but the insuranceprovider isn’t notified? What happens when they’re forced to pay for their child’s medicalbills out-of-pocket? What if you accidentally forget to notify payroll of a change in compensation for an employee? What if you forget to terminate an employee and they don’t receive their COBRA information?Not only will your organization be at risk for a lawsuit, you’ll have unnecessarily been payingyour ex-employee’s insurance premiums.Alerts pays for itself through efficient time managementAn example of how Alerts simplifies the HR manager’s workload involves reminding managers about performance reviews. How long does ittake to produce a list for each manager of direct reports with performance reviews due every month? Let’s say each list takes 20 minutes tocompile. If you are a company with 250 employees and 18 managers, it will take six hours to prepare this basic report –almost an entire work day. Annually, HR managers could spend 72 hours on this task.Alerts can automatically notify the appropriate managers of upcoming employee review dates so you don’t have to. The alert can eveninclude an attachment of the appropriate review form. If you apply this same sort of calculation to the entire library of Alerts, payback isguaranteed on your investment.Rev 2/20/14www.ascentis.comwww.ascentis. com
Payroll ConnectWith Payroll Connect, HR departments are granted greater payroll independence and can easily connect to one of the many industryleading payroll solutions on the market without replacing their HRMS system.Bi-directional integration with any payroll solutionBuilt upon an innovative XML framework, Payroll Connect provides bi-directional payroll connectivity, and integrates Ascentis HRwith numerous payroll solutions.Establish a process for your teamPayroll Connect simplifies the payroll process with a single-point of data entry which eliminates redundancy, double entry, andinaccurate information. When a new employee is hired, or changes are made to an existing employee record, Payroll Connecttransfers the updated information from Ascentis HR to the designated payroll solution. Conversely, during implementation ofPayroll Connect, employee data can be transferred from the payroll solution into Ascentis HR. This saves hours of data entry andensures data accuracy.Ascentis HR dataPayroll Connect compares the Ascentis HR databaseto the payroll database to ensure synchronization andaccuracy.Payroll dataTwo-way link keeps HR data synchronized between Ascentis HR and payrollPayroll Connect is unique in that when it is run, it compares the Ascentis HR database against the payroll solution’s databaseto ensure that both systems are synchronized and working from the same core employee and benefits data. This ensuresconsistency and data accuracy.* New hire, benefits, bonuses, attendance and personal leave type information also can betransferred between the systems.**Payroll Connect promotes HR control and payroll peace of mindRole-based security allows only specified Ascentis HR users access to Payroll Connect. These specified users can reviewdifferences between databases and approve changes. This robust security reduces errors while increasing administrativeefficiency and avoiding costly errors in payroll data.*Applies to standard and advanced links.**Not all payroll connect links support the transfer of the fields listed above.Ascentis Payroll Connect links can be found at www.ascentis.com/support/paycon availablelinks.aspRev 2/20/14www.ascentis.comwww.ascentis. com
Statement of SecurityProduct-level securityAscentis HRAscentis HR can be securely accessed over the web via RDP with 128-bit encryption. Each user is assigned a unique login and a securepassword. Role-based security enables the administrator to grant staff members and managers access to only the information they shouldsee, on a tab by tab basis. Ascentis HR includes Sarbanes-Oxley financial audit reporting which tracks the user and change date and time forany changes made to compensation. User accounts are locked after three (3) incorrect login attempts.Ascentis PayrollAscentis Payroll is a Web-enabled application with the client portion running on the user’s local workstation. No data is stored locally, and alldata communicated between the user’s PC and the Ascentis Web server is encrypted with SSL v3 128-bit encryption. Each user is assigneda unique login and secure password. Login and password information is maintained only on back-end servers, and not on any Web server toensure that password lists cannot be compromised. User accounts are locked after five (5) incorrect login attempts.Ascentis TimeAscentis Time is a Web application running over SSL wi
Ascentis Payroll is a Web-based payroll system that allows you to process payroll in real-time, ensuring 100% accuracy, flexibility and control. With live processing and instantaneous auditing, Ascentis Payroll can reduce payroll processing time by as much as 30%. Real-time synchronization with Ascentis HR, interfacing capabilities with general .
