HRcogs

Human Resource Software

This is our mission

Many employees are open to engage when clear expectations are provided to them throughout the employee life cycle. Furthermore, these expectations must be the same standards that drive compensation, performance, training, and succession decisions.

Our mission is to design HRcogs as a brute force, no nonsense eye candy application designed to do one job, engage employees with complete transparency.

  • Engage Employees

    Employee engagement is determined by having a clear a direction about your role…

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    Employee Engagement

    Setting achievable individual and team goals that align with the company’s key objectives is one of the best ways to set a clear direction for all employees to follow while optimally engaging your employees. When teams and individuals see through their contributions that they are making a meaningful contribution to the organization and their customers, they have a greater sense of purpose in their role and are more likely to increase their behavior and performance at a higher level. When employees and teams have a clear understanding of how they can contribute to the strategy of the organization, they are exponentially more engaged and passionate about their work.

    To achieve alignment throughout an organization, you need to give your employees performance goals that cascade from the board room to the stock room. Majority of companies who believe they have effective performance management systems say that employees' goals are linked to business priorities. Aligning goals across the organization not only creates transparency across different roles and functions and breaks down communication silos across business units, but it also gives employees the awareness to how decisions were made to solve business issues, and therefore employees will have buy in and contribute to improving solutions.

    Beware of goal alignment tools that allow managers to create their own goals before goals are assigned to them. This occurs because some managers become impatient in waiting to receive goals from their managers that they proceed to create their own goals. A good HCMS doesn’t allow for this.

  • Employee Portal

    HRcogs saves time and money in the distribution of company information...

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    Employee Portal

    Companies that utilize an Intranet platform often times find that it quickly becomes the central hub for distribution of company information: from sharing documents, forms, new hires, anniversaries, job openings, etc.

    Intranet platforms also greatly impact the way employees: employees are in-touch daily and can brainstorm ideas with their peers through online forums, chat groups, and departmental pages so they may solicit feedback, find answers to questions from your organizational experts, and take actions to solve problems faster. In addition, previous communication barriers are removed, management to staff barriers are gone and project management and collaboration are enhanced, knowledge sharing across various departments increases, and the speed with which information flows is immeasurable.

    Employees can access a wealth of your information with just one click.

  • Paperless System

    Paperless HR can improve most of the key HR processes in your organization.

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    Paperless HR System

    Trying to run a busy HR department with information based on paper, spreadsheets, or manual databases just doesn’t cut it in today’s modern business environment. Naturally, this can cause a great deal of frustration for all concerned in the HR processes.

      Listed below are some of the pain points of manual HR management:
    • High operational costs
    • Lack of ownership and visibility
    • Unnecessary delays
    • Data silos
    • Human errors
    • Inaccuracy
    • Overall inefficiency

      • Implementing paperless systems within your HR function helps fix these problems, modernizing your process by using technology and automation to eliminate the issues that paper-based procedures bring.

      Key benefits of paperless HR Paperless HR can benefit your organization in a number of ways. First, it frees HR teams from the burden of filling in forms, updating spreadsheets, and filing paper documents. It replaces these tasks with automated processes and soft-copy files, giving them back the valuable time they can use to carry out activities that contribute towards business success.

      Also, the HR function is likely to suffer from fewer errors and benefit from a higher degree of accuracy. Furthermore, documents are stored digitally, making them easy to find and well-organized, and automated hr processes are less prone to mistakes.

      HRcogs allows you to customize folders to store all your documents securely on the cloud.

 

Look Inside

 

Employee Home Page

We made HRcogs to do more than automate paperwork. HRcogs gives employees quick access to important data and information to allow them to optimally function in their job.

HRcogs is designed to allow employees to find critical information with just a click or two. Whether it is employee goals, benefits, changing address, or updating their profile, employees can do this with a click or two.

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Employee Portal - Home Page

Employees need information and they need it fast. Employees don’t like hunting for information. The portal must be intuitive, logical, and have an easy flow. The portal must also have accurate data if it is being shared with the company, so HR must be diligent to keeping the information current. The time saved to update the portal is huge compared to physically distributing the information directly to each employee.

Our employee portal is fully customizable to store any document you have. Our portal also allows you to publish company announcements.

Our portal includes an employee directory that links to an org chart showing the organizations line of command. The org chart is automatically updated whenever a change is made in the HRIS. Our portal also allows for creating regions for departments in remote locations, allowing departments in other parts of the world to customize their employee portal with information specific for their location.

Ultimately, the best employee portal is the one that takes the least resources to manage, while having the most impact on efficiency and engagement. Our solution is something that employees will feel confident using.

Goal Alignment

The application allows each manager to assign employee goals in direct alignment with the manager's goals. As an option, goals can then be supported by metrics an/or task. Assigning tasks and/or metrics to goals helps make clear of what is expected to be achieved.

Along with due dates, goals are weighted to clarify the importance of each assigned goal.

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Goal Alignment

HRcogs supports the idea that the goal alignment process by itself just isn’t enough to align employees with your overall corporate mission.

We believe the goal alignment process must be supported by other human resource development systems such as performance management, rewards, and training. Anything less than getting the support from these HR systems will only cause confusion and lead to employee disengagement. For example, assigning goals without a performance system to properly document their achievement is a major reason why employees are disengaged.

HRcogs uses job profiles to support the goal alignment process. The skills that are in the job profile (the skills employees were hired for), are the same skills the employee is measured by when performing their goals. The application allows managers to easily up date employee job profiles in real-time to ensure skills align with the needs of the department and the organization. Because job profiles are managed in real-time, employees are always aware of the skills they must be proficient in, and the skills they are being measured by. Another reason we designed HRcogs to allow job profiles to be managed in real-time, so that the manager and HR can ensure compensation is aligned with the skills being performed. Many times employees learn advanced skills, but because job profiles are not managed in real-time, compensation no longer aligns with the skills, and the employee feel underpaid and eventually leave the company.

When developing goals, fewer is better

People are “hoarders". We hoard things because we don't want to decide what's most important.

But hoarding is bad when it comes to setting goals for your employees.

Studies show that if you give employees two goals, the probability of making progress towards both goals are good as long as they have the talent and resources to get it done. Give employees five goals and you’re lucky if they complete 2.

Ideally most employees should have two core goals – to function as an Individual Contributor, and function as a Team Player.

In today’s environment most employees must be able to share responsibilities and ownership by working in groups, while being able to work independently, using their own ideas and talents.

Example:

  • Goal 1: [Individual performance] – Individual Contributor
  • Goal 2: [Perform in team setting] – Team Contributor

    • Use metrics or tasks to drive and measure goals

Department Goals in Org Chart Format

Goals are shown in an organizational chart format to give managers a quick bird’s eyes view of how departmental goals have been assigned down to the lowest level. Managers can quickly assess how departmental resources are being applied thus giving the managers the opportunity to make changes as necessary to goals and resources.

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Goal Organization Chart

Goals are shown in an organizational chart format to give managers a quick bird’s eyes view of how departmental goals have been assigned down to the lowest level. Managers can quickly assess how departmental resources are being applied giving the managers the opportunity to make changes as necessary.

The goal org chart shows the employees’ goal, their performance rating on that goal, and sub goals they have assigned to their subordinates assuming the employee has direct reports.

We give managers a quick view of how employees and resources are used towards the achievement of department goals.

Real-time Performance System

It’s no surprise employees feel the need for timely feedback and due recognition. It is an attribute, a requirement for them to perform better at work. They see this as an opportunity to take their career in the right direction.

Rolling out a continuous feedback performance management program allows organizations to give employees what they really want so that employees can leverage from the ongoing feedback.

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Real-Time Performance Management System

What sports coach would wait until the end of the game to tell their players what they could have done better? Then why would a manager wait until the end of the year to tell their employees what they should have done differently to have improved their performance rating?

It is critical that Job Profile are directly tied to the Performance system so the skills that were used to hire the employee become the criteria they are being measured against.

Focus on real-time performance management

  • Good behavior and/or performance can be immediately praised, thereby encouraging the momentum to continue.
  • Bad behavior and/or performance can be corrected immediately before it impacts the organization.
  • Builds stronger relationships between the employee and manager because it encourages ongoing feedback throughout the year.
  • No surprises at the end of the review period. Employees always know where they stand at all times.
  • Continuous feedback dispels the notion that reviews and merit increase are always tied to one another.

Why real-time performance is difficult to pull off?

Most agree that real-time feedback has its benefits. But saying it isn’t as simple as doing it. Not having a robust documentation process that allow for follow up on the next steps is what makes real-time performance difficult to provide employees.

HRcogs allows the manager to post performance discussions online, so both the manager and the employee can review the employee’s performance history.

  • Feedback must tie directly to the employee goals and job skills that are being addressed. No one likes feedback that isn’t relevant to employee goals or to the skills they were hired for.
  • Managers need the tool to document feedback to specific goals. No one likes feedback that is general in performance.
  • An online tool for both the employee and manager to see all documented performance. This serves as a reminder of past performance evaluations throughout the year. Doing this prevents any performance surprises at year end.
  • Evaluation rating must correlate to the feedback given. This is important if the employee is to know if they are on track, and for the manager as data when making salary adjustments.
  • If applicable, training must be provided if the feedback is less favorable. No one likes problems without solutions.

Rewards

It's essential to base your job salaries on job content, not job titles. HRcogs guides you to write job profiles to be able to compare with market surveys and salaries. When job profiles align with the reward process, the reward system is able to compensate skills derived from the job profile. This reinforces a pay for skills culture.

The data HRcogs collects enable managers to quantify and visually illustrate the degree to which the department’s compensation program has been and likely will be aligned over time.

Hrcogs measures the critical data points that help drive managers to make sound pay decisions; market data, internal pay structure, performance rating, and individual weighting of employee goals.

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Rewards System

Pay inequity is a major issue, and solving it is not simple. But there are steps that employers can take to first determine what pay rates are more appropriate and then move toward better pay equity. Here are some steps to take to start the process of getting back on track:

  • Do a full assessment of the pay structure and see where there are inconsistencies. Assess all areas especially where pay differences do not make sense within the business structure. Keep job descriptions updated so they don't fall out of line with current wages.
  • Compare pay levels with the overall business vision and goals, and see what needs to change to get pay levels back in alignment with those goals.
  • Compare in-house pay levels with market levels for the same roles, and see where there are discrepancies.
  • Reconsider how to use incentives and at-risk pay. As noted above, at-risk pay may be one culprit behind pay compression because the at-risk amount may vary significantly (giving the illusion of pay differences on paper), but the real amount paid may not vary that much from person to person. This often occurs if the at-risk pay is too easy to achieve, thus nearly everyone gets the full amount, resulting in no variability. It can also occur when the at-risk portion is too difficult to achieve, creating a situation where many employees are only paid the base rate, and the at-risk amount is serving no purpose.
  • Review changes in job descriptions over time, and assess whether or not pay changes have kept up with responsibility changes.
  • Assess whether there are discrepancies that may appear to be discriminatory that have evolved over time, such as gender-based pay differences.

After the entire pay structure has been assessed, work out a plan to bring employee pay and benefits in alignment with the market and with organizational goals. This plan may take time to implement. Once it is corrected, take steps to avoid pay compression in the future by monitoring market pay rates and keeping current employees at appropriate levels.

One more tip to remember: Be careful not to actively discourage employees from discussing pay. Doing so could actually be a violation of employee rights. Under the National Labor Relations Act, employees have the right to discuss working conditions—which includes pay rates.

We offer free consulting services to assess job profiles and keep them in line with your compensation strategy.

video chat, Audio, document share, texting

Hrcogs offers an instant messaging & conferencing web app with audio / video capabilities. Only employees can have one-to-one calls and group calls with multiple remote peers!

Calls are free and your employees can make and receive calls as often as they want, as HRcogs uses the native WebRTC and you do not have to pay anything.

Video sessions are restricted to employees only. Employees must be logged into HRcogs to access the video chat feature. So the company can be assured confidentiality is maintained within the company.

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Video Chatting

Video conference calls will be on the rise during the coronavirus crisis. Try these dos and dont’s whenever you are doing a video session peers.

  • Mute your microphone if you aren’t talking. (Don’t forget to turn it back on if you want to say something.)
  • Plan well. Invite those that need to be on the call. Nothing is worse than seeing employees looking like bored zombies.
  • Plan who speaks and what is spoken. Prevent employees from hijacking the video session.
  • Dress appropriately. Be respectful.
  • Be mindful of what your colleagues can see behind you. An overflowing laundry basket doesn’t give the best impression.

 

More Features...

 

Other System Features

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Horizontal Alignment - the forgotten alignment

We all agree the alignment of strategies in a business is important to ensure that everybody is pulling in the same direction. Strategies are the offshoot of business goals and direction and are designed to give an indication to all members of the business of how the business will achieve its goals. Strategies must work together to be most effective. If people are pulling in different directions, resources will be wasted.

However, most HR software doesn’t take into account the need for horizontal alignment. Horizontal Alignment of strategies ensures that all strategies work together and are not in competition for the organization’s limited resources. A company with one strategy to "decrease the outgoing shipments of quality defects" and another to "increase customer shipments" might have strategies that are in competition with each other. When establishing business strategies, companies need to look at the big picture to ensure that strategies in one part of the organization are not inadvertently and inappropriately impacting the ability to achieve strategies in another part of the organization.

HRcogs features horizontal alignment, allowing the alignment of cross functional organizations. As goals are cascaded down, employees can request to assign goals to other departments in which they are dependent on to complete their own goals. If Supply Chain requires quarterly sale forecast reports to determine inventory levels of parts with long lead times, they can request the Sales department to provide these quarterly reports. When Supply Chain makes this request, managers from both organizations are pulled together to come up with a solution. This allows the employee to focus on their goal, and not have to worry if they will get the support or not.

Horizontal Alignment - The Forgotten Alignment

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Workforce Utilization

Few companies have the tools or the skills to perform the analysis needed to make sense of their existing workforce data. Suppose two managers submit job reqs to hire additional manpower even as the organization is trying to reduce expenses and headcount. Does your HR software help you in making sound decisions?

Hrcogs gathers the data to perform a few basic analyses. Since HRcogs requires that all goals are weighted, it is easy to analyze the distribution of headcount, salary, and goal priorities by departments. This simple analysis will quickly show if resources are strategically distributed according to overall organization goals. If one department has 45% of overall wages, 30% of the goal burden, and another department has 15% of wages and 55% of the goal burden, it’s easy to see where available resources should be allocated.

HRcogs help organizations gather operational data to make sound decisions. We feel making the decisions must be based on factual data.

Workforce Utilization

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Job Costing

Every hour one employee dedicates to a client is a billable hour. By cross referencing your revenue data with your labor allocation, you can look to see if you are getting compensated for your time accordingly.

Maybe there is a client that is eating up a large percentage of your employees’ time, but the retainer they pay isn’t compensating you for your investment. This information alone is enough for you to decide if you charge a client more or if you simply let them go.

HRcogs has a simple job costing feature that allows managers to create projects with sub tasks. Employees simply log in their hours, date, and output into the appropriate task during a time period. Managers can quickly see the time spent in each project. This will give the manager a sense of potential bottlenecks, determine if certain tasks are worth outsourcing, or whether certain tasks may need a process review for improved efficiency.

HRcogs is designed to help managers collect data to make sound decisions.

     Job Costing

HR Compliance

For Anyone with Newly Assigned HR Responsibilities
When it comes to Human Resources, you’ve got to know your stuff. Your organization and its employees are depending on you to provide accurate information, advice and answers on everything from government regulatory issues and benefits administration to the finer points of the employee handbook. You’ve also have to be current on all the latest HR legal issues, be available as a knowledgeable resource for employees, be able to mediate internal conflicts and disputes and be prepared to hire and fire personnel as necessary. You’ve got your work cut out for you, but we can help!

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HR Compliance - Here's what we can help you with!

Laws and Practices that Comply: How to Stay on Top of Federal Rules and Regulations

  • The laws every HR professional should know regarding FLSA, EEO, OSHA, FMLA, ADA and HIPAA
  • Smart practices to keep your organization out of legal trouble and minimize liability
  • Are your current practices legally sound? How to troubleshoot potential legal hot spots and avoid the courtroom
  • The employee manual — rules for must-have content (and guidelines on what to leave out!)
  • Tips for educating employees on written — and unwritten — company policies
  • The training every employee must receive to ensure safe and legal procedures within your organization

Safe Hiring and Firing Practices: Critical Legal Issues for All HR Professionals

  • Legal Hiring Practices: What you may and may not ask in an interview (and why)
  • Interview questions and techniques that will yield the best hires
  • Before you make the offer — a checklist of steps every HR professional must take before hiring
  • References, background checks and drug tests — the legally safe way to get the information you need
  • The essentials for coaching, counseling and disciplining employees
  • How to conduct an effective, motivating, legally sound performance review
  • Guidelines for legal termination of an employee
  • Legally correct documentation and how long to keep information in the employee file

Benefits Administration: Policies and Procedures to Help You Help Your Employees

  • Benefits essentials such as workers’ compensation, FMLA and COBRA
  • Types of benefits and how to educate employees on their eligibility
  • Training methods to familiarize your employees with available benefits so they’ll understand and participate
  • Know the differences between exempt and non-exempt classifications and wage and hour basics
  • Types of signage you must display in your business and why
  • Steps to take when benefits change, for the better or the worse
  • Ways to get employees to see the HR department as a positive resource

Record Keeping and Records Retention: How to Create an Efficient, Effective and Legally Compliant Program

  • A list of employee records you must have access to at all times
  • Records the government requires and how to prepare for an audit
  • Employee files: What goes in, what stays out and who has access
  • Pre-employment and employment records you must keep under the EEOC
  • Confidentiality and the HR function — best practices of HR professionals
  • Storage methods for keeping confidential records safe and secure

Strategies for employee coaching, counseling and discipline

  • The importance of giving timely and honest performance feedback throughout the year
  • How to give meaningful performance/behavioral related feedback The differences between coaching and counseling
  • What approach will likely work best for different performance situations
  • How to develop solutions to performance concerns
  • How to solicit employee input, set meaningful performance goals and outline an improvement plan
  • How to have progressive performance related conversations
  • Techniques for managing more complex performance related problems
  • How to document the progression of the employee's performance
  • How to draft performance documents such as evaluations and performance improvement plans
  • What role (if any) the union may play in a performance related meeting
  • Factors to consider when it is time to transition to a disciplinary meeting

We can help get you in compliance, free of charge!

About Us

HRcogs is designed and supported by people with a SPHR Human Resource background. With over 100+ years of combined HR experience, we have designed HRcogs with core HR principles and logic.

We are an Approved Provider with HRCI and have written several courses for re certification.

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Our Philosophy

About Us

While there are many HR applications on the market, few will combine the core HR disciplines that make for a robust HR Organization Development system. For example, there are many applications that will only focus on performance management, but offer no direct link to compensation to reward performance, or a direct link to training to support the employee to improve their performance. Similarly, while many believe job profiles are used for recruiting, we believe job profiles must also be used for for guiding employees on the path for growth and success within the organization. This is why HRcogs allows managers to manage job profiles in real-time.

We know the biggest complaint among HR practitioners is having a robust HR system that integrates the core HR disciplines on a single platform. Come see how we integrated goals, performance, training, rewards, and compensation on one platform.

To that end, we are passionate HR practitioners like you, and we believe you will see the value in HRcogs.

Contact us at info@hrcogs.com

Contact Us:
  • 1165 Lincoln Ave, Ste 150
    San Jose, CA 95125
  • (844) 9HR-cogs
  • info@hrcogs.com
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