General program for work with personnel records. Handbook of the personnel officer - help to the employee of the personnel department
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Any modern enterprise with a developed structure must have a comprehensive personnel program. The purpose of such software is to maintain documentary support for company employees. If necessary, you can download one of the applications of the Microsoft Office suite, but in this case the software will not be very useful. The fact is that it will take a lot of time to write the necessary macros, as well as to create tables, forms and other important elements that are not provided by default by developers. A rational choice would be the free program Personnel Plus, which you can download on the Internet.
This utility is designed to automate the execution of almost all tasks that are set before us by the personnel department. a personnel accounting specialist gets the opportunity to work even with several organizations at the same time, which is useful for administration accounting staff, who, as a rule, monitor several enterprises. You should download Personnel Plus, because it has support for multi-user mode, so companies with a large staff of employees will also find the software very useful.
Another positive feature of the free Personnel Plus program is that you can enter databases of employees who got a job under a civil law contract or an employment contract. Just download the utility, after which it will become an excellent container for the most detailed information about the employees of your enterprise: sending on vacation, assigning incentives, the number of hours worked and improvements.
Useful program Frames free download to your computer
Responsible and high-quality filling in of information about the employees of the enterprise makes it possible to always have accurate and up-to-date statistics on the movement of personnel at hand. You should know that if you download the program for free, then here you can count on more than 50 standard templates and reports that make your work much easier. In addition, relevant specialists can create new reports that meet the criteria and characteristics of a particular company.
Not everyone will be able to open the free Kadra Plus application, since the administrator can restrict access to a particular person. This allows you to rely on the fact that all information that is not available to the relevant circle of people will be reliably protected.
Thus, it is required to download the free program Personnel Plus. This is a great solution for any HR department as it has all the necessary features. A convenient and intuitive interface, numerous options, the ability to restrict access - the software really turned out to be perfect.
This small application for personnel records aims to systematize data about the employees of the organization, various filtering and printing both the list of employees and their cards.
Main program window
It consists of a menu, a list of employees, a filter area for selecting records, and a list of fields to print.
In the menu "Service" you need to fill in reference books
From there, you can print a list of employees, after setting up the list of output fields on the main form, you can also print the card of the selected employee.
It is advisable to make a copy of the database and, in case of force majeure, restore data from a backup
AT personnel management you can accept, dismiss an employee or edit his card.
Employee's personal card
Employee card - general information
The employee's personal card consists of several sections:
- General information
- Passport, family and residence information
- Vacation
- Information about education
- military registration
General information
Passport, family and residence information
Here is a list of relatives with their full name, degree of relationship and year of birth
It contains a list of records about the admission of an employee to this organization and his movement to different positions in different departments. On this tab, you can dismiss an employee. The total length of service and the length of service of the municipal / public service is displayed (specifically for this organization, and not in general). The date, structural unit, position, salary and basis for admission to the position (order with number and date) are indicated.
This tab contains information about the assignment of a class rank and the results of attestation. If the employee is not a municipal employee, this information is not filled out.
This includes, for example, letters of thanks from the head of the municipality or the Governor.
Vacation
Information about vacations in this organization. The number of calendar days is calculated automatically.
Advanced training and professional retraining
If an employee goes to any advanced training courses, this is reflected in his card.
Information about education
The academic degree, if any, is also recorded here.
Experience
This experience is summed up with the experience in this organization and recorded as a total (for a lifetime)
military registration
To be completed if such information is available.
The program automatically calculates the length of service, guided by the system hours, every time a personnel officer opens an employee's card. When opening the program, the age group is recalculated (up to 30 years old, 30-40 years old, 40-50, etc.)
Recruitment
Hiring is carried out through the menu "Human Resources" - "Hiring a new employee"
Only last name, first name and patronymic are requested. Then the personnel officer decides whether to write it down as a draft or fill out a card. In the first option, a card will be entered, but it will not appear for filling. The employee will be absent from the general list. In order to fill in information about it, you need to enable the flag on the main form "Show drafts". You can also open a record for editing by double-clicking on it.
When you select "Fill in the card", a form will open for filling in the information. In order for an employee to be displayed in the general list, you need to fill in at least the minimum information.
When an employee leaves, he will also cease to be displayed in the general list. You can show the dismissed by turning on the flag of the same name on the main form.
About window
The program does not require installation, the folder with the program can be placed in "My Documents" in order to have write access to the database and create a shortcut on the desktop.
Features of the program: flexible staffing without nesting level restrictions with the ability to include branches with their own structure; import and export of data on employees from 1C programs (Accounting, Payroll and Personnel, Complex, etc.); saving orders and reports in editable XLS formats , DOC or ODT, ODS (regardless of whether you have Microsoft Office or Open Office installed); a time sheet that is automatically generated based on existing orders for an employee and his work schedule. The time sheet has a convenient interface for editing and entering hours worked. All changes made to the time sheet are immediately reflected in the workflow in the form of appropriate orders; the ability to store external documents in various formats (Word, Excel, images, etc.) inside the program; the possibility of hiring several employees with different rates per one staff unit; the possibility of one employee working in different positions within the same organization at different rates; The program is designed to help personnel officers in calculating seniority. According to the entries in the work book, the total and continuous length of service of employees is calculated. All calculations made by the user are automatically stored in the database. Thus, the program is an electronic file of work books of employees. The program has a fully completed directory of dismissal articles in accordance with the new Labor Code. The user interface of the program is intuitive, and to work with the program does not require deep knowledge of working with a personal computer. The program also has the function of printing a report on the length of service of employees. The program allows you to keep records of internal documents, incoming and outgoing correspondence (faxes, e-mail, letters, etc.). You will be able to assign a list of persons responsible for approving incoming documents with subsequent status tracking with notification of the approval date. The program can link to a document an unlimited number of attached files of any format (scanned fax, MS Word, MS Excel files, etc.), maintain structured reference books on employees (contractors and executors), organizations (recipients and senders), generate visual reports on internal documents (keep a journal of documents for the organization) and correspondence, search for the necessary document by one or more details (number, type, date of creation, etc.)
Documentation of all personnel operations in the organization requires certain knowledge and skills.
Office work at the enterprise is regulated by an instruction independently developed and approved by the director. It is an internal regulatory act and is mandatory for all employees of an economic entity. It is developed and supervised by the Human Resources Department.
Legislation requires the preparation of many documents that fix all aspects of the employee's employment relationship with the employer.
Experienced and novice personnel officers should improve their skills. To help them, Internet sites have been created, which present theoretical courses in personnel records management.
Personnel papers reflect the activities of the staff, confirm the length of service of employees, which plays a paramount role in calculating pensions. The management is responsible for the documentary fund of the enterprise.
The main details in control on paper
A competent organization of personnel records requires knowledge of the regulatory framework, tracking its changes, and orientation in the forms of documents used.
For what purpose is
The procedure for maintaining personnel records is regulated by law. In large enterprises with a large staff, as a rule, a personnel service is formed. Its employees draw up relevant documents in accordance with the requirements of the regulatory framework of the Russian Federation.
Papers can have a unified form or be developed at the enterprise and approved in local acts.
Personnel records management is an activity aimed at the development and maintenance of documents related to the accounting of personnel, working hours, payroll calculations.
Personnel issues include the following items:
- registration of employment;
- internal movement of workers;
- dismissal;
- regulation of relations between the manager and employees;
- organization of the labor process;
- others.
Proper organization of personnel records contributes to the solution of a number of problems.
Its main goals are presented in the table:
| Direction of personnel work | Tasks in progress |
| Accounting and control | recruitment, accounting, dismissal of staff. |
| Planning and regulatory | selection, transfer, adaptation of workers. |
| Reporting and analytical |
|
| Coordination and information |
|
| Organizational and methodological |
|
| Documentary |
|
In Moscow and other large regions of the Russian Federation, organizations with separate divisions can keep personnel records online. For this, appropriate programs have been developed that allow the exchange of documents in electronic form.
The legislative framework
The legislative framework for personnel records management is contained in the Labor Code of the Russian Federation.
This activity is regulated by a number of legal acts:
- Instructions for filling out and applying primary documents for accounting and remuneration (Goskomstat Resolution No. 1 dated 05.01.04);
- unified documents and requirements for their preparation (Gosstandart resolution No. 65-st of 03.03.03);
- Standard instruction on office work for federal executive authorities (Order of the Ministry of Culture of the Russian Federation No. 536 dated 08.11.05);
- Rules for the work of archives (decision of the Collegium of the Federal Archives of 06.02.02);
- Rules of office work for federal executive authorities (Decree of the Government of the Russian Federation No. 477 of 15.06.09);
- Law on information, its protection and information technologies No. 149-FZ of July 27, 2006;
- Law on Consideration of Applications of Russian Citizens No. 59-FZ dated 02.05.06;
- Law on the state language of the Russian Federation No. 53-FZ dated 01.06.05;
- Law on Archival Affairs No. 125-FZ dated October 22, 2004;
- Law on Trade Secrets No. 98-FZ dated July 29, 2004;
- Order on work books No. 117n dated 12/22/03;
- Decree on the adoption of instructions for filling out labor No. 69 dated 10.10.03;
- Resolution on work books No. 225 dated April 16, 2003;
- Instructions of the General Staff of the Armed Forces of the Russian Federation.
Required Documents
The Labor Code of the Russian Federation obliges organizations to have their own legal framework, which includes a number of mandatory local regulatory documents.
These include:
| Charter | The main founding document. It spells out the legal form of the enterprise, the founders, the scope of activities, the procedure for hiring and dismissing the head, his powers. Many internal regulations of the company are drawn up on the basis of the provisions of the Articles of Association. |
| Labor regulations (hereinafter - the Rules) |
|
| Instructions on the protection of personal data |
|
| Regulation on labor protection | It is located in the personnel department. Each employee is familiarized with the document. In enterprises with more than 50 employees, there must be a position of a labor protection specialist. |
| shift schedule | It is used in companies with a shift work schedule. The document is urgent and is valid for a certain period at the discretion of the employer. |
| Papers on labor rationing | They reflect the necessary time costs for the manufacture of products (performance of work) by one employee or group and the establishment of labor standards on their basis. |
Regulations
After accepting the head, the number of positions required for the normal operation of the organization is established. Taking into account the figures obtained, the production cycle and other features of the enterprise's activities, it is being prepared.
To draw up a document, a standardized form is usually used. You can download a sample for free from the Internet. The employer has the right to adjust the schedule at its discretion.
In the document, the positions are listed in hierarchical order: starting with the director and ending with the support staff. For each of them, the number of units by state, salary and allowances are indicated.
At the next stage, the work schedule is formed. It represents work schedules for all employees. If there are shifts, detailed shift schedules are created. The document briefly describes the requirements for the appearance of employees, behavior, daily routine, etc.
Next, a form of employment contract is developed. In this case, the main norms of the Labor Code of the Russian Federation and the internal regulatory documents of the company should be taken into account. An employment agreement is usually drawn up by the organization's lawyer or outside contractor.
The document must include the following items:
- information about the legal entity: name, address, telephone number, full name and position of the head;
- employee passport details;
- position of the employee, types of contract (permanent or fixed-term) and workplace (main or additional);
- a list of the main duties with reference to the instructions for this position;
- information on remuneration, additional payments, benefits, vacations;
- work schedule, payment for processing;
- reasons for termination of the contract and other conditions;
- signatures and details of the parties, company seal.
To check and optimize the work of personnel officers, management can conduct an internal or independent audit. This helps to reduce the risk of administrative penalties, disputes and complaints from staff.
Stages of organizing HR records management from scratch
For the formation of personnel records, it is convenient to use the following step-by-step instructions:
| Preparing the necessary | To organize a personnel service, you first need to purchase furniture, office equipment, stationery, etc. You will definitely need a personnel program, for example, "1C: ZUP" and a reference legal system. Thanks to this, the employees of the department will keep track of the latest changes in legislation and will have access to the necessary documents. A safe is needed to store labor and important papers. |
| Registration of the head | The director is the executive officer of any company. He signs the paperwork. To give him all the powers, he is hired under an employment agreement. An appropriate order is issued, by which he appoints himself. |
| Appointment of a person responsible for personnel work | In a small company, these functions may be performed by the head. If an individual employee is engaged in office work, an employment contract is drawn up with him. On its basis, an order is prepared. If the duties are assigned to one of the previously hired employees, an additional agreement and order are drawn up. |
| Drawing up internal acts | They are signed by the director and stored in a special folder along with orders. Local documents include the papers listed above (section "Regulatory acts"). |
| Documenting the reception of staff | For each employee, you should have a folder for filing all the papers related to his data and work activity (labor agreement, acceptance order, personal card). |
| Filling out work books | Records of admission, transfers, incentives, etc. are entered into these documents of employees. The employer is obliged to start a new book for an employee who has never worked before. Labor and a journal of their registration are in the stationery departments. These papers must be kept in a safe. |
This instruction is also suitable for dummies who do not have experience in this matter.
How is accounting
To keep records, you need to properly organize the document flow.
To do this, do the following:
- develop an internal regulatory framework;
- prepare a staffing table for each state unit;
- make a regular arrangement;
- prepare labor agreements;
- develop forms for personnel;
- issue T-2 cards;
- approve application forms for employees;
- prepare internal orders.
All personnel actions must be confirmed. Their list is fixed in the regulations.
Additional points
Personnel accounting from scratch begins with the reception of personnel. It is important to properly apply for job applicants, prepare the necessary documentation.
Staffing and holidays
One of the mandatory standard documents that must exist at the enterprise is the staffing table (form T-3).
- list of structural divisions and positions;
- the number of staff units for each position;
- salaries, bonuses for positions;
- organization payroll.
Subdivisions are indicated in the document in order of their importance for the work of the organization. Within them, the positions of employees should also be given in order of importance. Job titles in labor agreements and staff lists must match.
The staffing is a form of a schedule with the full names of employees entered in accordance with their positions.
The vacation schedule (f. T-7) reflects information about the time of granting annual holidays to all employees. Compiled for a year. It is approved by the director in agreement with the trade union body. The document must be issued at least 2 weeks before the new year. The data entered into it is binding on both employees and employers. The exception is beneficiaries.
The schedule includes the following details:
- department name;
- Job title;
- Full name and personnel number of the worker;
- number of vacation days;
- dates of departure on vacation according to plan and fact;
- grounds for postponement of vacation, estimated date.
2 weeks before the vacation, the employee is informed about this. An order is issued, with which the employee is familiarized against signature. In November, you can prepare an order for all heads of departments, obliging them to submit vacation schedules to the accounting department before December 1. This will facilitate the preparation of the overall schedule.
Registration of employees
The full-fledged work of the organization begins with the recruitment of employees. Filling vacancies is accompanied by paperwork.
Responsibilities of the HR Officer when hiring employees are as follows:
- registration in a special journal of an application from the applicant;
- familiarization of the beginner with the current instructions and local acts;
- execution of an employment agreement and control of its signing by the parties;
- issuing a copy of the contract to the employee and putting a note about it on the letterhead of the organization;
- execution and registration of the order in the ledger;
- filling out a personal card, filing documents in the case (statements, copies of personal papers, orders, contracts);
- transfer of documents to the payer for payroll to the employee.
When building a system of personnel records management, you should initially decide which documents must be drawn up, and which ones are needed for a particular field of activity.
Required papers include:
- orders for personnel (for reception, transfer, etc.);
- personnel orders (for holidays, bonuses, business trips, etc.);
- T-2 cards;
- labor;
- agreements;
Other required papers include the following:
- staffing;
- position on OT;
- travel log;
- inner order rules;
- others.
Job descriptions and the Collective Agreement are not required, but almost every employer has these documents.
After establishing a list of mandatory documentation, you should study the statutory papers. On their basis, other documents need to be developed. Their list depends on the nature of the activities of the legal entity and the characteristics of working conditions. For example, if it is necessary to provide employees with uniforms and PPE, it is necessary to prepare an order on the procedure and terms for issuing them, which employees need them.
Compensation and benefits for work in special conditions must be documented: in hazardous industries, irregular, night work, etc. Further, they draw up the Regulations on Personnel Records Management. It reflects the list of papers necessary for the work of the organization, the procedure for their execution and storage.
The legislation does not oblige to develop such a Regulation, however, it will greatly facilitate the work of personnel officers. A director is first hired to work in a new organization, then he recruits the rest of the staff.
The composition and number of required posts reflects the staffing table. The rules of procedure reflect all work schedules, requirements for employees, etc. A standard labor agreement is developed on the basis of the norms of the Labor Code of the Russian Federation.
Before using accounting journals, they should be prepared: numbered sheets, stitched, sealed. A piece of paper is glued onto the last sheet of the firmware. The number of pages is indicated on it, the director or responsible executor signs, and a seal is put. On the first page of the journal write the name of the organization and the start date of its maintenance.
One of the most important documents of personnel records is a work book. For their maintenance, an order appoints a responsible person who fills them out and is responsible for their safety.
Frequently asked Questions
The organization of personnel records has certain subtleties and nuances:
| Recovery order | The procedure is not reflected in the legislation. It usually consists of the following steps:
|
| Features of individual entrepreneurs with employees | The entrepreneur hires staff according to the standard scenario. The contract is concluded in several stages:
|
| Small business management |
|
| Simplification of accounting in micro-enterprises | All working conditions are fixed in an agreement with the employee. In 2019, the heads of these companies and individual entrepreneurs have the right to refuse to draw up local regulations. Within 4 months from the date of loss of the status of a micro-enterprise, the management is obliged to issue a "traditional" personnel documentation. |
So, the organization of personnel records management at an enterprise is a complex procedure. It requires a detailed study of the regulatory framework and monitoring of all changes. Competent construction of personnel records contributes to the construction of labor relations within the framework of the law. To train a personnel officer, an employer can use the services of specialized companies.
In any, even a small organization, there is a staff. In order for employees to calculate wages, they must be entered into a specialized program - personnel. Such a program for the personnel department as 1C has gained great popularity. Of course, this application does an excellent job with the tasks, but it is paid.
Newly opened organizations sometimes cannot afford the installation of 1c frames. Therefore, it is recommended to consider other programs that are distributed free of charge, but also do a good job.
Choosing a program for personnel
On the Internet you can find more than a dozen programs that will facilitate the work of a personnel officer. Do not rush to install the first application that comes across. It is necessary to conduct a small analysis, and then compare all paid and free programs. Most often, personnel officers use the following software:
Each of the programs presented above is unique, while all of them are suitable for the work of personnel services. It should be noted that some of the programs are free, and others are paid.
The 1C Personnel program is designed for personnel records, as well as payroll. The application works with budgetary and self-supporting financing. The program can be designed to organize the accounting of employees, register office space, as well as to obtain background information on personnel.
The main features include:
- Payroll preparation;
- Creation of a staffing table;
- Personnel accounting;
- Taxation;
- Formation of reporting;
- Possibility of accounting for hours worked;
- Work with wage funds.
The program occupies a leading position in terms of popularity. The only downside of the app is that it's paid.
A program designed for personnel accounting. Thanks to the application, the personnel officer can take into account the employees of the enterprise, as well as generate all the necessary orders. The program is paid, it can be purchased for 1500 rubles. If you do not want to pay money, it is recommended to use the free version of the product - Mini-frames. Of course, the free version is a bit truncated, but its functionality will be enough for the main work.
The main features of the program:
- Creation of an employee profile, with all the data (name, photo, education, etc.);
- Maintaining the "calendar" of the personnel officer (visits, absenteeism, sick leave);
- Making report;
- Print required documents.
The program has an intuitive interface, so even an inexperienced user can handle the work. It should be noted that the application also has a network version.
The Human Resources program occupies a leading position among free applications designed for personnel records. If you wish, you can purchase a license, the cost of which does not exceed 1000 rubles per year. In this case, you get additional functionality.
The program can keep track of data such as:
- Taxation;
- Holidays;
- sick leave;
- Employee card;
- Business trips;
- moving;
- Debts.
You can work with the Salary and Personnel program not only through a computer, but also through the Internet, that is, a mobile device can be used for these purposes.
This is a free application designed for personnel work. Unlike many programs, "Enterprise Employees" allows you to manage several organizations at once. To make it easier to work with the application, the developers have provided the ability to work with three accounts: Administrator, User and Guest. In the first case, you can create and edit records. As for the “User” account, it only allows you to fill in already created databases and documents. The guest can only view the finished documentation.
The main features of the program include:
- Ability to capture the camera (to get a photo of an employee);
- Work with the scanner;
- Creation of employment contracts;
- Development of new templates;
- Creation of orders;
- Ability to calculate vacation and work experience;
- Maintaining time sheets;
- Reminder of the need to undergo a medical examination;
- Uploading documents to Word and Excel;
- Sending documents for printing.
The program has network access, which means that several employees can work with it at once. The number of jobs in the program is not limited.
This is a multifunctional program that contributes to the improved work of the personnel department. It should be noted right away that the application is paid, but it can be used in test mode for 55 days. This time is enough to fully explore the functionality and understand whether the application is suitable for working in your company.
The main functions of "Personnel Plus":
- Creation of cards for each employee;
- Accounting for working time;
- Organization structuring;
- Job classification;
- Formation of time sheets;
- Creation of all necessary orders;
- Calculation of the employee's length of service;
- Accounting for the movement of each employee;
- Creation of templates for any documents;
- Export documentation to Excel;
- Vacation calculation.
This is an incomplete list of program features. More details about the functionality can be found on the official website of the developers. It is noteworthy that the application can be installed even on weak computers running Windows XP.
The personnel department is a multifunctional program that can replace even 1C. It should be immediately noted that the application is paid. Developers provide budget and government organizations with a 30% discount.
The interface of the program is intuitive, so there should not be any difficulties in the work. Of course, at first there may be some misunderstandings, since the “HR Department” is equipped with a large number of functions. Over time, all the work will be done automatically.
The main functions of the application:
- Creation of a detailed employee card;
- Import/Export of data from 1C;
- Creation of personnel documents;
- Drawing up a staffing table;
- Calculation of all types of experience;
- Connection of any type of classifier;
- Accounting for vacations and business trips;
- Export of data for sending to the FIU;
- Working with standard reports;
- Organization statistics (free and occupied units).
In fact, this is not the whole list of what the program can do. You can work with the program over the network. If necessary, you can connect an additional employee, but you will have to pay for each account.
Professional application necessary for personnel work. Thanks to the "Personnel Business" program, automation of personnel records management is carried out. The program is aimed at organizations that do not have an independent personnel service.
It is not difficult to manage the program, so any employee responsible for personnel work will cope with the task. Even an unprepared "personnel officer" will be able to keep a full-fledged personnel record. The version "Personnel Business" is distributed free of charge. If necessary, you can upgrade to the "Pro" version, but for a fee.
Program functionality:
- Maintaining employee records;
- Tracking of movements and appointments;
- staffing;
- Time sheet;
- Calculation of experience;
- Career planning for employees;
- Work with normative documents;
- Printing of necessary documents;
- Creation of text and graphic statistics;
- Database backup;
- Ability to maintain reference and regulatory documents.
Thanks to the ability to create queries, you can extract any information from the database. At the same time, a similar procedure can be performed by the personnel officer himself without the involvement of a system administrator.
Conclusion
Don't underestimate free software. They cope with the tasks no worse than paid products. Of course, they may have some nuances, but this does not greatly affect the work. Of the paid products, it is recommended to pay special attention to 1C Personnel and the Human Resources Department. As for free software, Business Personnel is an excellent solution. You need to compare software products, and then choose what suits your organization best.
Video review of the program