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Civil Service Management

Product Overview

Civil Service Management

Streamline government civil service administration
Government employees are on the forefront of improving results. Governments are introducing civil service reform programs to improve economic outcomes. Civil service reform is achieved by aligning performance goals with budget execution and civil service management systems. FreeBalance Civil Service Management is a fully integrated, comprehensive, web-based human resource management and payroll system designed exclusively for governments. This enables rapid implementation to conform to requirements across all levels of government.

Programmed for Government Generic Human Resource Management Information Systems (HRMIS) are not developed with government requirements such as salary budgeting and complex payment management methods. The use of government parameters ensures rapid implementation. Configurable language localization, adaptable workflow and support for international accounting standards enable user context configurations without any software code customization. FreeBalance Civil Service Management integrates the complete civil service and budget lifecycles. Progressive Activation Traditional human resource management information systems require proprietary software coding to support reform changes. This approach increases implementation timelines and introduces product support challenges. Government reform is on-going, requiring frequent changes to support new policies and procedures. Progressive activation in FreeBalance Civil Service Management simplifies adapting to civil service reform. Proven Worldwide FreeBalance civil service management solutions operate in countries from high stress and low capacity to the G8. FreeBalance provides the most widely used salary budgeting and management software used by the Government of Canada.

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Salary Management
Budget controls and IFMIS integration Government human resource departments (HR) are charged with the responsibility of applying budgets in a manner that develops a workforce that is capable of effectively supporting the services offered to citizens and achieving economic development goals. Effective salary management takes into account budget capacity across all levels of government. Adapting processes to enforce budget controls prevents over-hiring and allows governments to operate within mandated budget constraints. Government good practices recommend that HR should factor budgetary impact for all programs and activities. FreeBalance Civil Service Management provides native salary forecasting capabilities. This allows HR to adapt to forecasted budget surpluses and deficits. Comprehensive analysis features enables HR to monitor the performance of budget expenditures. FreeBalance Civil Service Management provides comprehensive salary budget to actuals comparisons. Another aspect of salary management is the tracking of salary expenditures. FreeBalance Civil Service Management provides budget controls and IFMIS integration features to manage the accrual of civil servant salary and leave.

Salary Planning and Scenarios Public sector requirements for salary modeling are more sophisticated than private sector requirements. Public sector salary models have complex salary scales and bonus structures. Generic human resource management systems cannot support public sector salary models without extensive customization. Many governments have collective agreements that undergo negotiation. HR must be responsive to changes while being sensitive to budget constraints. FreeBalance Civil Service Management offers default support for all public sector salary and bonus models. These models are utilized to enable human resource departments to build what-if scenarios to better understand the impact of collective agreement changes. Detailed salary model aware calculations and forecasting allow HR to plan for the impact of any change in policy or capacity. Key Features Comparison Analysis Salary Forecasting Workflow Salary Modeling Configuration Impact Analysis Performance Monitoring Flexible Reporting

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Civil Service Reform

Competitive sourcing and outsourcing Budget driven talent management is designed to allow government to cost effectively acquire and develop the capabilities of the civil service workforce to meet current and future demands. HR constantly monitors skill diversity gaps and retirement impact statistics to determine the best approaches for remediation. Decreasing salary budgets and increasing government goals are factors in every hiring decision. Recruitment procedures evaluate both civil servant and citizen candidates to establish qualifications, appropriateness, career potential and best value for government. FreeBalance Civil Service Management provides tools to support sourcing decisions. Easily contrast the total cost of recruitment with civil servant development or promotion to determine best choice. Policy and regulations Government continuously adapts public service to meet the demands of its citizens. This involves changing or implementing policies, regulations and services. These efforts are only sustainable when standardized processes and effective controls are applied and enforced. Governments require software to support and automate processes and controls.

FreeBalance Civil Service Management can easily be configured to model policies, regulation and services. Process is modeled with user context workflow and controls. Workflow automation streamlines manual processes while assuring consistency across all levels of government. FreeBalance Civil Service Management can easily be reconfigured to reflect changes in policy and regulation without software development costs. Consider typical human resource management systems that lack government focus. These systems must be customized by software developers to reflect requirements at the time of implementation. Product upgrades are not immediately useable without additional development costs. Furthermore, additional software development costs must be incurred for all changes to policy and regulation. Customizations of this nature take time to build and prove themselves effective for government use. In this regard, FreeBalance Civil Service Management offers a sustainable government HR solution that offers lower total cost of ownership, faster implementation time and flexible configuration options. Key Features Flexible Reporting Process automation Adaptable Workflow Skill diversity reporting Impact analysis Integrated career planning

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Capacity Management
Succession and Talent Management Developing civil servant talent for advancement is a rewarding aspect of human resource management. HR constantly monitors positions for vacancies and promotion opportunities. FreeBalance Civil Service Management addresses HR requirements that support civil servant driven career planning and HR driven succession planning. Easily identify position vacancies and drill down to identify qualified candidates that take in to account position requirements with candidate skills competencies and career goals. Effective analysis features allow HR to factor diversity quotas with award decisions. Civil Servant self service features facilitate career planning from multiple perspectives. Users develop career plans and gain immediate insight into the skills required for advancement and access to information to obtain the required training and development. Managers are provided extensive planning, scheduling and career plan evaluation features to monitor plan effectiveness. Training Governments advance capacity with training and development programs. Effective programs align knowledge transfer and leadership development with government goals factoring the positions, skills and qualifications necessary to achieve them.

FreeBalance Civil Service Management presents comprehensive training management features that allow HR to maintain a catalogue of available training, course availability, schedules, course capacity, skills gained and costs. Individual, team and organization skills assessment features enable HR to identify and recommend specific training to achieve government goals. Civil servant self service features allow civil servants to easily action career planning through the online identification of programs that qualify them for advancement. Civil servant self service also facilitates course registration and provides insight into course availability. Workflow enables HR to control the enrolment process by reviewing registration requests and verifying budget prior to approval. Unlock workforce potential with the capacity management features of FreeBalance Civil Service Management. Key Features Course management Course enrolment and capacity tracking Skills assignment Career planning integration Comprehensive skills assessments Scholarship administration Civil Servant self service Training budget modeling Current and future Vacancy reporting

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Payment Management
Payroll and Pension FreeBalance Civil Service Management delivers government specific payroll and pension management functionality. Manage the full civil service payment cycle. Maintain payroll integrity and confidence from linked salary scales, assignments, bonuses and other benefits. Apply full payroll control by leveraging the extensive payroll approval features of FreeBalance Civil Service Management. FreeBalance Civil Service Management provides out-of-the-box support for all government payment methods including pay centres, vouchers, electronic funds transfer, payment cards, cheques and secure cheques. Time and Attendance Payroll is directly related to civil service time and attendance records. Many government agencies provide hourly and seasonal employment. This means that auditable systems are required to track and validate time and attendance details. FreeBalance Civil Service Management integrates time and attendance with payment management. Administrators can define work schedules for assignment to employees. Administrators can also detail overtime, vacation, shift work and link the appropriate codes. Many government organizations utilize time tracking systems such as digital clocks to track work time and attendance. Support is also provided for user entered time sheets. This allows employees or managerial staff to input time and attendance details. FreeBalance accesses attendance details from both sources and presents the relevant information for manager review and approval before transferring details for payroll processing. Key Features Earnings and Deductions Payroll processing Payment management workflow Direct Deposit, Cheques and Pay Master support Work schedule Management Leave management Manual and automated time sheets Pensioner self-serve portal

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Workforce Management
Compensation and Scales Management Compensation strategies are critical to attracting, motivating and retaining a competent workforce, capable of achieving improved economic results. Governments align compensation strategies and budgets to develop civil service talent and maximize workforce potential. An integral feature of FreeBalance Civil Service Management is flexible scales modeling. This feature has been engineered to manage all government scales models. This allows governments to quickly define scales that reflect current models and provides the flexibility to adapt scales to meet changing compensation, qualification and incentive requirements.

Establishment and Positions FreeBalance Civil Service Management allows governments to manage establishment and positions. Abide to civil servant and regiment career laws and regulatory guidelines by taking advantage of a fully integrated public financial management system that links budgets, establishments, positions, salary scales and payroll. Automated budget forecasts ease establishment modeling. FreeBalance Civil Service Management calculates accurate budgets based on the number of positions, position types and their associated salary scales. Minimize budget shortfalls and over hiring by leveraging establishment controls. Plan, develop and execute a budget driven civil service structure and strategy that enables government to achieve its workforce goals.

Key Features Flexible Salary Scales Organization modeling Incentive planning Establishment controls Establishment forecasts Position definition

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Movement
Advancement and Performance Evaluation Developing a civil service performance culture requires incentives that motivate employees to execute and achieve. Governments improve staff relations and attain retention goals by balancing motivation, equity and performance. Merit based advancement recognizes and rewards performers. FreeBalance Civil Servant Management enables government to manage employee performance. Integrated performance management formalizes 360 degree performance appraisals through administration, scheduling and evaluation. Use performance evaluation results to align employee performance with goals. Benefit from analysis reports detailing present and future human resource needs. FreeBalance Civil Service Management incorporates recruitment, succession planning, career planning and performance assessments to makes it easy for HR to evaluate civil service structure to identify the best suited candidates for vacant positions. Recruitment FreeBalance Civil Service Management offers comprehensive recruitment features to support the entire internal and external recruitment cycle including citizen self service. Government e-Recruitment features allow HR to post vacancies online for civil servant or citizen consideration. HR can easily analyze the set of applicants to identify best suited candidates. Simple to use interview scheduling and management features expedite the candidate evaluation and selection process. Linked salary scales enable HR to rapidly onboard citizen candidates and manage civil servant transfers.

FreeBalance Civil Service Management equips HR with premium insight and supportive features to attract and reward the best performing civil servants or best qualified citizens. Develop a professional performance driven civil service with FreeBalance Civil Service Management.

Retirements, Dismissals, Discipline & Disputes FreeBalance Civil Service Management includes support to manage civil servant retirement and related pension, payroll and succession planning requirements. FreeBalance Civil Service Management also facilitates the implementation of dispute resolution and disciplinary action processes to create a professional civil service that complies with government rules. Key Features Performance Appraisal templates 360 degree performance appraisal scheduling and evaluation Flexible Reporting eRecruitment Internal and External Recruitment workflow Candidate Assessment Analysis Onboarding Retirements management Discipline and Dispute Resolution Dismissals Management

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Benefits Management
Loans, Insurance, Allowances and Incentives FreeBalance Civil Service Management features flexible benefits and deduction management functionality capable of supporting the unique requirements of emerging nations. Effective benefits management anchors salary planning objectives and stimulates workforce motivation and performance. Integral links to salary and payment management enable accurate processing of earnings and deductions. Streamline benefits administration with benefits management automation to assure remuneration compliance, confidence and integrity.

Accelerate civil service reform

FreeBalance Civil Service Management FreeBalance Civil Service Management is reformenabling technology supporting the attainment of development outcomes. Prime civil service with the imperative information required to adapt and align performance goals with budget execution.

Key Features Comprehensive Benefits modeling Salary management integration Payment management integration Automated benefits administration Flexible Reporting

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About FreeBalance
FreeBalance is a For Profit Social Enterprise (FOPSE) software company that helps governments around the world to leverage robust Government Resource Planning (GRP) technology to accelerate country growth. Proven FreeBalance GRP products and focused methodology supports financial reform and modernization to improve governance, transparency and accountability. Good governance is required to improve development results. FreeBalance ensures high success rates for governments under stress to those in the G8 and enables governments to improve performance and comply with government goals. Unlike other Commercial Off-the-Shelf (COTS) vendors, FreeBalance is socially responsible as core, customer-centric and focused 100% on government. The FreeBalance Accountability Suite is a comprehensive fully web-based Government Resource Planning software suite that supports the entire budget cycle and strengthens governance by improving budget transparency, fiscal control and predictability. The proven Suite integrates transactions with content and collaboration through innovative Government 2.0 technology and links budget controls with objectives to enable governments to improve performance, transparency and comply with government goals. Unlike other Commercial Off-the-Shelf (COTS) software, the FreeBalance Accountability Suite is proven in government implementations around the word, programmed for government and progressively activated to adapt to current and changing government context. FreeBalance i3+qM is an integrated product development, implementation and sustainability services methodology designed for Government Resource Planning to ensure long term implementation success.

Contact FreeBalance
T: +1 613 236-5150 (outside North America) info@freebalance.com www.freebalance.com

Canada
FreeBalance (Headquarters) 1101 Prince of Wales Drive Suite 210, Ottawa, Ontario Canada K2C 3W7 T: (613) 236-5150 Toll Free: 1-877-887-3733 (North America only) F: (613) 236-7785

Guatemala
FreeBalance EuroPlaza World Business Center Tower 1 Suite 903 A 5 Avenue 5-55 Zone 14 Guatemala City, Guatemala

Kosovo
FreeBalance Bedri Pejani, 7A 10000 Pristina, Kosovo

Portugal
FreeBalance Edificio Cyprum, Avenida 25 de Abril No. 15-B, 2D Linda-a-Velha, Portugal

Uganda
FreeBalance Plot No. 23, Soliz House Lumumba Avenue, Kampala, Uganda

United States
FreeBalance 1001 Connecticut Avenue, Suite 720 Washington, DC. 20036 T: 1-877-887-3733 (North America Toll Free)

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