Safe HR

An intelligent archiving system integrated within the HR operational environment: ● Dynamic Archiving: The ability to upload and link documents in all formats (PDF, Word, Excel, Images) directly to their related transaction, such as: (attaching the CV to the recruitment request, or the medical report to the sick leave request). ● Smart Early Warning System: Live and continuous tracking of the expiration dates of official documents (ID, passport, residency, driving licenses). The platform also allows adding customized documents according to the nature of the work, such as (professional practice licenses for doctors/engineers, access permits for vital facilities), with the ability to schedule alerts sufficiently in advance through system notifications, the mobile application, or interactive channels such as (Telegram).

The system transforms here into a strategic advisor that helps you build your future workforce based on accurate data: ● Gap and Capacity Analysis: By comparing the approved organizational structure with the positions actually occupied, the system instantly identifies the occupancy, shortage, or surplus rates in each department and section. ● Intelligent Turnover Forecasting: The system analyzes historical resignation and employee departure rates classified by (job, department, nationality, years of service), enabling it to forecast the expected number of employees who may leave and notify the recruitment department to begin proactive recruitment before the actual vacancy occurs. ● Automated Recruitment Journey: Starting from the department manager submitting a staffing request, through screening CVs in the database, to issuing digital Job Offers that include financial details and benefits. ● Automatic Candidate Conversion: Once the offer is approved and accepted by the candidate, the system converts their data with a single click into a new employee (regular or temporary, depending on the type of offer), creates their electronic profile, and converts the job offer into an employment contract draft ready for review.

● Multi-Level Hierarchical Structure: Supporting the creation of complex organizational structures (Head Office, multiple branches, sectors, departments, sections, and organizational units). ● Standardized Job Description Cards: Precise definition of the job title, duties, and required qualifications for each position to ensure equal opportunities and clarity of responsibilities. ● Salary Scale: Setting a minimum and maximum range (Salary Grading) for each job grade (basic salary, allowances, and symbolic benefits), ensuring financial governance and preventing randomness when transferring an employee from one position to another or granting increments.

● Comprehensive Performance Evaluation: An advanced evaluation system that focuses not only on the past but also sets targets for the upcoming period (KPIs & OKRs). The platform allows the design of customized evaluation forms for each job category (such as evaluating sales employees based on figures and engineers based on project quality). ● Development and Improvement Map: The system identifies strengths and areas for improvement and automatically links evaluation outcomes to the training plan. In the following cycle, the system compares actual performance with the previous targets to measure the employee’s responsiveness and the success of the training program. ● Comprehensive Training Management: Recording training courses (internal and external), tracking grades and certificates in the employee’s profile, and integration with the financial system to settle payments due to training centers, while measuring the return on training investment (ROI).

● Full governance of employee loans and advances, and installment scheduling (fixed installment, percentage of salary, or an agreed schedule), with rescheduling or early cash settlement features. ● Instant updating of balances and outstanding amounts through detailed reports that contribute to financial decision-making. ● Full flexibility in tracking advances, either through the internal HR advances system or through direct integration with the financial system, according to the workflow adopted by the company.

Collecting data from multiple channels to ensure accurate calculation of actual working hours: ● Direct integration with fingerprint attendance devices of various types and locations. ● Integration with the mobile application through maps and location tracking for field teams. ● Dedicated screens for manual entry and correction by supervisors and decision-makers. ● Direct and quick entry based on the attendance card when calculating employee salaries.

● Designed to approve transactions (leaves, advances, assignments) without the need for any paper signatures. ● The engine is intelligent; it automatically routes the request based on (request type, organizational structure, department, job title, or even the financial authorities granted to the manager), with the ability to track the request status at every stage.

● An advanced application (iOS & Android) that puts the company in the employee’s pocket (regular and temporary), providing them with complete autonomy that reduces the pressure on the HR department by up to 70%: ● Smart Geofenced Attendance (Geo-Fencing): Enabling attendance verification via mobile only when the employee is within the geographical range specified for the company or within the designated range of the project/external client site. ● Self-Service Portal: Through which the employee can submit requests (leaves, advances, increments, resignation submission, salary statement inquiries, and track the approval cycle of their requests moment by moment). ● Circulars and Decisions Center: Instant access to administrative decisions and circulars addressed to the employee by management. ● Smart Notification System: Instant notifications on the phone alerting the employee or manager when official documents or employment contracts are approaching expiration.

● Workforce Map: Distribution of employees by branches, nationalities, ages, gender, and contract type (regular/temporary). ● Real-Time Attendance Tracking: Identifying employees currently on duty at branches or projects, employees on leave, and expected return dates to coordinate workflow. ● Control and Risk Dashboard: Monitoring contracts and official documents approaching expiration, as well as tracking employee turnover rates and the company’s overall performance indicators (KPIs). ● Executive Summary: Includes the cost of regular, outsourced, and external employees allocated to the project, providing management with a comprehensive view of employee expenses, monitoring their variances, and comparing them with the previous year.

Safe HR does not operate as an isolated system; rather, it integrates deeply with the organization’s financial and general ledger system to provide the following automated accounting entries: ● Automatic Entry Generation: Payroll entries, social insurance and tax accrual entries. ● Accounting Provisions Stage: Calculating and recording leave provisions and end-of-service benefit provisions (the company’s benefit obligations) monthly and automatically on a cumulative basis. ● Accurate Cost Allocation: Accurately allocating and posting salaries and operating expenses (for regular, temporary, or outsourced employees) to (cost centers, projects, or relevant departments), ensuring that the Financial Manager obtains accurate actual profitability and cost reports for each project or business sector separately.

It is rare to find a system that understands the fundamental differences between the types of workforce within an organization. Therefore, Safe HR provides intelligent solutions that separate and efficiently manage three types of work cycles: ● Regular Employees Cycle: A sustainable cycle that manages long-term employment, annual contracts, standardized salary scales, career progression and career paths, competency- and target-based performance evaluation (KPIs), end-of-service provisions and social insurance, as well as the full package of benefits and allowances and continuous professional development. ● Outsiders and Temporary Employees Cycle (Outsiders and Temporary): A flexible cycle dedicated to temporary workers or external collaborators. Completely separate from regular employees. - Maintaining employee data. - Entering the contract document for each employee, modifying it based on an addendum to the contract, and recording employee leave movements as a reference for the employee’s history. - Managing their documents and security and professional permits for work sites separately to ensure full compliance. - Calculating a flexible monthly payroll. - Calculating a flexible monthly overtime payroll. - Integration with the financial system for salary disbursement and allocation of expenses to projects. - Summary and detailed employee cost reports distributed across projects. ● Outsourced Employees Cycle (Outsourcing): A flexible cycle dedicated to outsourced employees, including entering employment contracts and calculating salaries and overtime based on the previously entered contracts, providing a level of verification for the invoice received from the employment company. The cycle includes the following: - Defining employment companies. - Entering employment company contracts and the wage for each job. - Entering the monthly distribution of outsourced employees based on the job/project. - Issuing the company invoice and linking it to the financial system and tax system. - Entering the monthly distribution of overtime work for outsourced employees based on the job/project. - Issuing the company’s overtime invoice and linking it to the financial system and tax system. - Summary and detailed employee cost reports distributed by projects and employment companies.

● Generating a social insurance sheet compliant with the Social Insurance System, with management of the employee/company share of social insurance contributions. ● Automatically generating the accounting entry in compliance with the local content requirements of the financial system. ● The ability to import data from the Social Insurance Authority’s Excel sheet and reflect the updated values on the insurance data recorded for employees (automatic data update). ● Generating analytical and summary reports on social insurance costs distributed by projects and by the nationality of employees, citizens and residents.

● Monthly calculation as part of the monthly closing procedures for employee entitlements (leaves, tickets, end-of-service benefits) in the form of an opening provision, additions, utilization, and closing balance. ● Generating an accounting entry to recognize the provision for end-of-service benefits, leave expenses, and tickets, distributed across projects to ensure the correctness and accuracy of entitlement calculations, in addition to enabling the issuance of an accurate monthly income statement. ● Adding a feature to calculate an employee’s entitlement settlement for the purpose of termination of service or settlement of temporary entitlements for the purpose of taking regular leave, including them automatically as settlement items in accordance with the company’s policy.