Our Comprehensive HR Database is a one view system for all your employee data to be held in an easily accessible database, allowing you to capture and control employee data.

Holiday & Lieu Management

Automated holiday & lieu entitlements including holiday schemes.

Holiday pay calculations based on average earnings.

Fully auditable holiday requests and approvals.

Accrual reporting based on a company Holiday Year.

Absence and Disciplinary Management

A facility for recording and monitoring employee absence and disciplinary management.

Unlimited storage of online documents is provided by EPS.

ATRs

Automated authority to recruit and update employee data request process.

Security-driven process for sign-off.

HR Employee Records

Holds relevant employee Personal Data: Next of Kin, Skills, Disciplinary, Absence, Study & Training, Appointment and Pay Rate Information.

Contracts & Letters

Production of employee contracts of employment to Company defined templates

Ability to produce company and hotel letters to employees viewed via MyEPS app

Produce Annual Pay Review Letters

T&A accurately records every hour worked for management verification of hours worked.

A Choice of Solutions

An integrated mobile T&A solution using GPS via the MyEPS App is included with the system

Ringfences – Ability to set perimeter ringfences and restrict use outside of permitted area

Biometric devices finger and facial recognition devices are also available for purchase.

Approval of hours – Weekly control for HOD’s to approve scheduled hours vs T&A hours.

Reporting – Host of T&A audit reporting and lateness trackers

Simple Scheduling with updates that are fast and intuitive, so you are in control.

Scheduling

Based on multiple employee categories and scheduling types with compliance analysis

Employee exports – Facility to export employees to multiple departments

Regular hours – Employee regular hours can be set up to automatically populate a rota

Shortcuts – Shortcut keys for ease of entry

Instant feedback – Provided to HOD during scheduling activity as to planned performance against benchmark

Schedule audit – Audit trail of changes made to rosters

Advertise available shifts viewed and accepted via MyEPS

Helps deliver improved productivity to ensure the right people are scheduled in the right place at the right time.

Benchmarking and KPIs

Measures can be set for all key departments

Flexed daily for business mix

Split by day part where appropriate

Can be controlled centrally

Traffic light reporting to measure performance

Productivity calculation

Productivity is calculated direct from the department schedules and a business forecast upload. This is updated daily with yesterday’s actuals and tomorrow’s change in business giving accurate up to date results.

Using this module enables hotels to deliver the staffing levels to operate at maximum efficiency while maintaining service levels.

We specialise in what we do and integrate with others who specialise in what they do!

Experience in integration

We have considerable experience integrating to 3rd party systems for Payroll, Accounting, ATS, Appraisals and Training systems.

We can provide an industry standard RESTful API or can-do integration through a variety of technical routes, removing the need for double-keying of data and ensuring both timely transfer of information and accuracy of input.

Payroll Special Charges & Gratuities

Allocation of additional payroll & benefit costs to individual employees

Allocate gratuities and service charge from central pots

Expenses

Allocation of expenses with sign-off control

Timecards

Based on weekly cycle used in the interface to 3rd Party Payroll Suppliers

Payroll Information

Payroll Employee Hours output report giving base information in a standard format for use with an outsourced payroll

ATS, Appraisal & Training Integrations

Bi-directional feed between EPS and 3rd party for HR data and completed new starter details, appraisal & training records received back.

Includes all you need for effective compliance by providing smart triggers, reminders, and workflows.

Documents & Certificates

All employee file documents can be attached to individual records, creating a paper-free HR file.

System prompts and Email reminders can be set against each document type to ensure that they are renewed in a timely manner.

ATS systems can transfer documents to EPS via SFTP or API

Training Module

Records training requests

Allocates delegates to courses

Maintains costs of training, maintains individual and course training records

Produces Training Certificates for delegates.

System prompts and email reminders to assist in compliance for legal training.

Full suite of reports on training activity

Pay Review Module

Models Pay, NI & Pension increases

Workflow sign-off

Automatic updating of employee records, which are passed to payroll

Issue of pay review letters

Workflow Management

Security-driven process for sign-off and approval of new starters, changes, and timecards with email reminders

Pay Rate Control

NMW/NLW monitoring and audit

Access Control

Full and flexible hierarchy of security which can be automatically set by job title to client requirement

Automatic termination of access for leavers

GDPR

Ability to remove expired data and to report for SARs

Our powerful reporting suite gives you all the tools you need to run your business, unique colour coding system gives an instant picture of over or under staffing. The extensive reporting suite is available on any device allowing one true picture of costs.

Advanced Reporting / Analytics Module

Full suite of Cost, Operational and HR Reports designed to give relevant information to the respective user levels.

Myriad of pre-designed reports in PDF format giving detailed analysis of HR and Cost metrics.

Graphical summary statistical reports available.

Financial Data

Upload facility for entering budget, forecast and actual revenue & benchmark measures information.

Interfaces with financial/forecasting software can be implemented.

Labour Cost Forecasting

Up to the minute labour costs by business centre.

All cost comparisons are available in Forecast, Reforecast, Current and Actual Mode to allow for changes to be made before cost commitment.

Full account is taken for all employment on-costs (for example NHI, Pensions and other).

A detailed analysis of all hours worked against each payment type is provided.

Detailed record of Lieu earned, Lieu lost and taken is available.

Accrual cost reports for payroll balancing

Detailed Holiday accrual calculations and holiday burn monitoring built into the system.

MyEPS allows a mobile dialogue with staff to arrange holidays and communicate shift changes.

Contract of Employment

Employees can view, sign, and print a copy of their current contract of employment.

The signed document will be saved against the employee record on EPS.

T&A Clocking in/Out

An integrated mobile T&A solution using GPS.

Ringfences – Ability to set perimeter ringfences and restrict use outside of permitted area.

Reporting – Host of T&A audit reporting and lateness trackers.

My Details

Employee Self-Service to update personal, emergency contact and bank details.

View Rotas & Shift Requests

Able to view prior week, current week and next week.

Notifications when shifts changed.

Managers can publish available shifts and employees can respond.

Holiday & Lieu Management

View Holiday & Lieu record and request future holidays / time off.

Property defined hierarchies for management sign off.

Management can respond to holiday requests and auto-populate the rotas.

Documents

View and download Company documents e.g. Staff Handbook, Policy Statements etc.

Ability to send company and hotel letters including annual pay review letters.

View Reports

Management can request, view, and print reports from the main EPS system from their mobile device.

Fire Checklist

Provides a system for verifying that all employees have successfully evacuated the building.

Service encompasses account management, helpdesk, technical support, research, consultancy, infrastructure management and on-going product life cycle development.

Our promise

You would be an important client to us, and you would know the people with whom you are communicating

Client Support Managers

They have extensive experience in the hospitality sector, are actively involved from implementation, deliver on-site training and webinars, hold regular client review meetings, and help you get the best from the system

Helpdesk

The helpdesk team is available Monday-Friday, 9am-5pm GMT, with weekend support provided for technical queries; they respond within 3 working hours, and can agree reasonable fix times with client if issues arise

In a Nutshell

EPS are specialists in Hotel Software, operating since 2000.

Robust & accurate solution.

Proven technology to deliver cost savings/customer service improvement.

Better employee engagement and retention

Existing interfaces with HR, Payroll, Financial and Training Suppliers.

Cost Effective, no hidden extras, rapid Return of Investment.