HRM Information System

The digitally supported recruitment funnel – from job posting to hiring – accelerates the process of finding and hiring new employees by enabling the preparation and publication of job listings based on predefined recruitment criteria. The solution allows for automatic data transfer from application forms published on the company website and job portals for further processing, interview scheduling, candidate screening, and final selection. Options to monitor application sources and access the database of past applications facilitate strategic planning and make it easier to identify new talent.

Mandatory employee and contractual partner insurance enrollment and disenrollment can be automated through the eHRS interface on the SPOT Slovenian government portal. The solution enables the submission of forms M-1 and M-2 (employee enrollment and disenrollment for health and social security insurance), M-3 (reporting changes in insurance data), and M-12 (enrollment for coverage against work-related injuries and occupational diseases) to the SPOT portal, which then forwards them to the Health Insurance Institute of Slovenia (ZZZS). Mass enrollment and disenrollment are also possible when the company undergoes legal and organizational changes, shifts to shorter working hours, needs to arrange temporary layoffs, or conducts mass layoffs or hires new employees.

Annual performance appraisal interviews are a vital tool for gaining a comprehensive understanding of employee performance, motivation, and competencies, as well as for tracking progress toward company objectives. The purpose is to review each employee’s work, align expectations, plan development, map out career paths, and identify areas for improvement.

The conversation between the manager and the employee is guided by pre-prepared questionnaires tailored to the needs of both parties. Employees complete a self-assessment, while managers provide their own evaluation. Any differences between the two serve as a foundation for constructive dialogue around achievements, expectations, and development opportunities.

The software solution includes various types of questionnaires; open-ended responses, single or multiple-choice formats, and tables with multiple response options. Completed questionnaires support the analysis of employee sentiment, team dynamics, and overall effectiveness. Based on the input, employee performance and goal achievement are assessed, and new objectives and tasks are set for the upcoming period. The solution also allows for keeping the conversation notes, which remain accessible to both the employee and the manager throughout the year.

Competency Management gives companies full visibility into workforce development and work quality. The software solution enables consistent, measurable, and repeatable evaluation of selected competencies – without subjectivity and without lost data.

What does the company/organization gain?

• Better alignment between company expectations and employees’ actual capabilities.
• A clear insight into skill and knowledge gaps that slow down goal achievement.
• A structured and demonstrably effective employee development process.
• Support for managers when making decisions about promotions, reallocations, and workforce planning.

Module functionalities:

1. Comprehensive Competency Model

For each job role, expected competencies and their required proficiency levels are clearly defined. This establishes a standardized foundation for assessment, development, and training.

2. Two competency evaluation methods

• Self-assessment (180°) – the employee evaluates their own competencies.
• Manager assessment (90°) – the manager evaluates the employee’s competencies.
  Both approaches ensure transparent and comparable results.

3. Gap Analysis and Development Plan

The system automatically identifies areas where competencies deviate from required standards. Based on this, concrete development goals and training activities can be defined to deliver real impact.

4. Stand-alone process or part of the annual performance review

The evaluation can be carried out within the standalone Competencies module or integrated into the Annual Performance Review module, providing a complete view of individual performance and development.

Competency management enables employees to clearly understand their strengths and development needs, while giving the company an accurate overview of workforce capabilities – resulting in better decisions, faster development of key talent, and stronger readiness for future challenges.

Management by Objectives is a results-driven approach that effectively guides employees and supports the measurement and evaluation of goals across all levels of the organization. Clearly defined goals help employees engage more meaningfully with both organizational priorities and their own objectives, as opposed to simply following top-down directives.

The software solution supports the complete goal-setting cycle, beginning with the definition of organizational priorities and core values. Managers of individual units align their goals with higher-level organizational objectives before cascading them to their teams and setting their own performance targets. Within this process, employees are also encouraged to define their own personal development objectives.

Managers use the system to track planned activities and assess individual or team performance (i.e., goal realization) against overall business results. Evaluations may be conducted either by the manager or through employee self-assessment. These assessments can take place during the annual performance appraisal interview or separately as an independent process. The cycle concludes with a structured dialogue on gaps between planned objectives and actual outcomes, followed by goal-setting for the upcoming period.

Investing in employee knowledge is essential for maintaining the competitiveness of individuals, organizations, and the broader economy. A centralized HR management platform offers a comprehensive overview of all training processes in terms of content, costs, and schedules. With this, HR departments and department managers can plan, approve, and deliver training programs; manage employee enrollments and managerial approvals; conduct satisfaction surveys and training outcome reports; gather employee suggestions for new content; process travel reimbursements related to training locations; and assess the impact of training on job performance.

Measuring employee performance is a key indicator of work effectiveness. Digitally supported data analysis provides insight into strengths and areas for improvement, thus indirectly influencing other HR processes such as compensation, restructuring, recruitment, training, and competency development. The solution enables performance evaluations for individuals or groups of employees, based on defined criteria and rating scales. The scope and focus of evaluation criteria, along with available reward budgets, are defined according to the priorities and resources of each business unit.

By establishing a performance-based reward system, organizations can enhance the employee experience and boost engagement. The system integrates all related processes – from performance evaluation to the calculation of incentive rewards and final payout. The criteria for converting performance ratings into monetary rewards are dynamically configurable and aligned with the organization’s internal policies. Once the process is complete, both the performance rating and the reward amount are automatically displayed on the employee’s personal portal, and the reward is paid out through the payroll system.

Succession planning reduces the risks associated with the turnover or reassignment of key talent. The system supports the comparison of performance, competencies, and potential among employees in similar roles. These insights serve as the foundation for aligning talent with role requirements and identifying suitable successors.

A well-defined process for planning, delivering, and certifying on-the-job training is essential for a positive employee experience and greater organizational commitment. The solution enables the development of structured training plans, both in terms of content and timing, while ensuring oversight by mentors and key stakeholders. It also provides automated reminders for upcoming training activities. Certification involves a knowledge assessment (questionnaire) and a practical exam, followed by validation or periodic re-certification of skills.

The module supports the election process for candidates applying to academic and research titles required for teaching at higher education institutions or university faculties. The process is fully digitalized and tailored to the specific type of title being pursued. Features include the setup of evaluation committees, submission and management of required documents and candidate data, automated e-mail notifications to committee members, and dedicated fields for entering committee opinions, meeting minutes, and final decisions. Candidates submit applications and supporting materials through their Personal Portal, while process administrators can manage or submit applications on their behalf via the HR Portal. Communication among stakeholders is facilitated through automated e-mail reminders.

The evaluation of civil servants and verification of eligibility for promotion to a higher pay grade, as regulated by public sector legislation, encourage greater efficiency at work. The process is digitally supported and aligned with current regulations. It enables evaluators to enter statutory evaluation criteria and ratings, enforce time limits for input, and notify employees of their results via their Personal Portal. It also allows for printing the evaluation form and ensures that ratings are taken into account when selecting candidates for promotion.

Performance measurement in the public sector, as regulated by public sector legislation, forms the basis for awarding bonuses and promotes greater efficiency at work. The digitally supported evaluation process for civil servants is based on criteria set out in the Collective Agreement for the Public Sector: knowledge and expertise, quality and accuracy, attitude toward work and equipment, work volume and efficiency, and innovation. Each criterion is scored with a maximum of one point (0 or 1), and the total score (from 0 to 5) serves as the basis for bonus calculation. The system enables the export of all above-average and potentially unevaluated employees for public disclosure. Once the process is complete, both the performance rating and the bonus amount are automatically displayed in the employee’s Personal Portal, and the bonus is applied during payroll processing.

Employers are legally required to ensure the health and safety of employees in the workplace. This includes conducting risk assessments, obtaining safety declarations, providing training for safe and healthy work practices, and ensuring preventive medical examinations. The software solution supports the management of legally required records, the creation of documentation and forms (e.g. ER-8, DD1, DD1-A), and the scheduling of regular medical check-ups.

Assessing and evaluating the risks to which employees are or could be exposed in the workplace is a legal obligation for every employer. The software solution enables entry and management of basic information about the risk assessment author, creation of technological units with descriptions, input of data for job analysis, generation of job analysis forms, and printing of the complete risk assessment with the accompanying safety declaration. Based on the assessment, the employer issues a written safety statement with a risk assessment, outlining all elements necessary to ensure health and safety in the workplace.

Employers are legally required to provide mandatory health checks for all employees, who in turn are obligated to attend them. The type, scope, content, and scheduling of each medical examination are determined based on a risk assessment, which the employer defines in consultation with an authorized physician and according to the results of workplace hazard and exposure measurements. The software solution—with built-in notification reminders—supports the planning of periodic, pre-employment, follow-up, and other medical examinations. It also enables the generation of medical referral forms and the sending of appointment invitations with clear instructions and relevant information.

The software solution enables automatic preparation of data for actuarial calculations, import of calculated values, and generation of general ledger entries for actuarial amounts at the beginning of the year—thanks to integration with the HR and payroll system.

The software solution enables planning of funds for the disbursements of vacation allowances (holiday pay), monthly posting of accruals (prorated values for 12 months), generation of candidate lists, preparation of journal entries, and reversal or disbursement of holiday pay.

At the beginning of the calendar year, the software solution performs recalculations and reserves the necessary funds for unused leave and surplus hours from the previous year, carrying this data forward into the current year.