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Technology

Frequenty Asked Questions

Technology

HR & Payroll technology information and technology stack. AWS hosted cloud HR & Payroll information. Security and more.


Who is Responsible for Managing a HRIMS?

Prior to introducing a HRIMS, the organisation will need to consider whether the HRIMS will be managed in-house (managed internally) or will be outsourced (managed externally).

Many organisations seek outsourcing arrangements for some of the HRIMS functions (e.g. payroll, recruitment, industrial relations) – seeking the centralised, consistency of administrative and reporting tasks that can come with an outsourcing arrangement. With this option the organisation can still maintain control of and focus on strategic HR functions (such as workforce planning, staff development, HR planning etc), while benefiting from the expertise and efficiency an outsourcing provider can bring.

There are advantages and disadvantages to both managing the HRIMS in-house and with using an outsourcing provider: and the organisation should consider their individual business context and unique culture prior to adopting either. Just because an option works well for one organisation, does not mean it will for another and vice versa.

The most important thing to remember with the management of the HRIMS is that the organisation will remain responsible for the overall use of the HRIMS – including the collection of data, maintenance of the HRIMS, legislated reporting, storage of data, disposal of data etc…

The organisation will be legally liable for any misuse or violation of information and data contained within the HRIMS, regardless of whether the individual/s are staff members or part of the outsourcing team, and in turn risks and considerations around access and usage should be well documented (e.g. policy and procedures) and reviewed regularly.

Regular monitoring on the use of the HRIMS should also be carried out via a HR audit, or other similar means – ensuring that the individuals accessing data or information are using it correctly, and also have the permissions to do so.

Evaluating a HRIS

As with any HR initiative it is essential that the success and effectiveness of the HRIMS is monitored, and any issues addressed. The most effective HRIMS is one that:

  • Contains accurate information and data (e.g. employee and job data)
  • Is flexible enough to deal with current and future requirements (e.g. technological advancements)
  • Is aligned with and contributes to HR and wider organisational strategic plans
  • Allows for multiple user input and access (employee, manager, HR etc)
  • Benefits outweigh its costs (should save time, money, confusion etc).
  • Ultimately, the HRIMS should add value to an organisation – it should improve processes within and communication across an organisation. The following questions will assist an organisation undertake a basic evaluation of the HRIMS.

 

BENEFITS

Do benefits of HRIMS outweigh the costs (time, money, resources)?

Does the time taken to enter/adjust/manipulate data justify value (accuracy/efficiency/quality) of information generated?

 

INTEGRATION / TECHNOLOGY

Does the HRIMS integrate with other systems effectively (e.g. payroll or finance system)?

How many glitches/issues have been reported? Does the HRIMS require an upgrade?

Or additional functionality to be effective?

 

REPORTING/ PLANNING / DECISION- MAKING

Is the HRIMS able to answer specific questions to assist with HR or wider organisational planning/decision-making?

Is the HRIMS able to generate real-time, adhoc reports quickly and accurately?

Is the HRIMS able to generate detailed business reports quickly and accurately?

Can managers/employees easily use HRIMS? Are managers and employees using the HRIMS?

 

COMMUNNICATION / RELATIONSHIPS

Has communication between HR and wider organisation improved as a result of HRIMS?

Have relationships / perceptions improved?

 

An organisation should determine whether a HRIMS is doing what it was put in place to do. The HRIMS, as with any HR initiative, should continue to be evaluated on a regular basis and adjustments made to suit any identified issues or gaps.

 

How is information security maintained at a software level and what role levels are available within the software?

Our infrastructure and all data is hosted on the AWS platform, which is certified in ISO 9001, ISO 27001, PCI-DSS and other standards, so data is maintained with the highest practical levels of security. We have independent on-site audits of our security and operational practices on an annual basis, and also retain the services of a third party who independently review our adherence to best practice standards and who independently monitor the performance and security of our production environment. Sensitive data such as passwords undergo 256-bit encryption with a 1,024-bit salt.

What is Roubler’s historical monthly availability uptime over last 12 months?

Uptime over the last 12 months for the software has been 99.82%. The on-premise clocking tool has caching in the event of an outage so clocking software has recorded a 100% uptime except for customer hardware failures.

How does Roubler currently approach to manage outages and how customers are notified?

Roubler receives an automated message from our cloud hosting service (Amazon Web Services) which we immediately assess and determine whether action is necessary. In the event of an actual outage all manager-level staff are notified via email. Roubler provides 24 hour per day, 7 day per week technical support. Roubler also monitors technical performance 24hours per day, 7 days per week.

Can Roubler integrate to other systems from the payroll & bookkeeping?

Roubler has API integration capabilities with most third party accounting systems including Xero, QuickBooks, Saasu and NetSuite. Roubler also provides 25+ journal mapping formats for easy upload to other accounting packages

Does Roubler support the storage of scanned images e.g. Signed Contracts, invoices etc?

Roubler’s software provides an employee profile management portal where all employee information, including employment agreements and contracts are located. These are able to downloaded and printed as required

Is the software available through a web browser and does not rely on local storage of data?

Roubler’s software is cloud based via AWS (Amazon Web Services). All data is hosted in the AWS Asia Pacific (Sydney) region and all data is continuously backed up to multiple locations. Our backups are verified and recovered at least monthly into our staging environment which is used to test the backups are correct. This staging environment is an exact replica of our production environment. You have full control over data visibility and access.

Can Roubler import existing POS data from through an integrated API connection?

Roubler integrated with a number of leading POS systems. Please speak with your Roubler representative to find out how to integrate. If Roubler does not currently integrate with your particular POS system, we are more than happy to dedicated resources to make this connection. Expected delivery for this integration would be 4 working weeks.

Does Roubler integrate with other HR systems?

Roubler manages the entire life cycle of employees from recruitment, onboarding, employee profile management, employee rostering, time & attendance through to payroll processing. We will also offer Learning Management through our e-learning platform. Roubler replaces the need for multiple software platforms. Roubler can import existing employee details from existing HR systems. Roubler will provide a file format to receive this information.

Can Roubler HR & Payroll software be white labelled?

Yes, Roubler can be completely white labelled with your branding proving your employees with instant connectivity and building your employer brand.

Does Roubler provide a mobile application?

Yes, Roubler provides a free mobile HR app supported on both Apple iOS and Android marketplaces. Roubler’s HR & payroll app provides flexibility and connectivity for both employers and employees anywhere, anytime on any device

What browsers does Roubler support?

Roubler Hr software supports Google chrome, Mozilla Firefox, Apple Safari, Microsoft Edge and Internet Explorer.

Is my data backed up?

Your data is backed up and stored on our (Amazon Web Services) data servers and not your personal PC. If your PC crashes or gets stolen, all your HR and payroll data is maintained and continuously backed up.

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