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The Basics | Why MYstaff | Implementation | Manageability
The Basics
Q. What is the MYstaff Employee Communication Management application?
A. MYstaff application gives companies the tools and insight they need
to maximize productivity and cut operational costs. ECM enables these
savings through end to end processing of documents using its inbuilt intranet
and email connections. Flexible customisation allows companies to easily
configure the application to meet their own document process environment.
Because every document is filed electronically it should also eliminate
the need to run expensive filing systems.
Q. What is Employee Communication Management (ECM)?
A. ECM is the communication solution that handles employee information
flows around the organization and held in a human resource database. At
its centre is a powerful but easily configured database run by HR administrators
who control the information and document flows to employees at sites via
some simple customising tools held in the database.
Q. What is Workflow?
A. ECM is the communication solution that handles employee information
flows around the organization. At its centre is a powerful but easily
configured database run by HR administrators who control the information
and document flows to employees at sites via some simple customising tools
held in the database. This system allows the complete end-to-end electronic
processing of paper based forms saving money, time and increasing controls.
Q. What does MYstaff do?
A. MYstaff is a customisable enterprise ECM solution, allowing you to
organize and manage all of your employee information. All of your employee
data on contacts, performance, rewards, training, OH&S, recruitment
and payroll are easily viewed and can be appropriately shared with colleagues.
Additionally, MYstaff lets you analyse and segment your employees, tracking
their performance and generating valuable reports from your data. Because
Mystaff runs on the Internet - helpful, time-saving resources are integrated
into the application and made available in order to provide real-time
information about your employees.
Q. How does MYstaff work?
A. MYstaff is a client server application with an intranet self service
kiosk (SSK) hosted in a secure data centre. Users simply connect to MYstaff
via a browser. In the same way you would log on to your favourite Web
site, you can connect to MYstaff and enter detailed information about
your employees. If you have a Web browser and an Internet connection,
you are ready to start using MYstaff. All information is sent using 128
bit encryption, similar to that used by banks.
Why MYstaff
Q. I'm a manager. How can I benefit from using MYstaff?
A. MYstaff is beneficial for managers. For managers, it is easy to train
new employees and make existing employees more productive with easy access
to details of skills analyses, performance reviews and work plans. With
MYstaff, managers can also immediately track individual and team performance,
without having to ask each individual employee to submit their individual
reports. In addition, you can drill into an employees work plan to quickly
identify which task may need your assistance.
Q. I am an individual employee. How will it benefit me?
A. MYstaff allows all users access to their own data and the ability to
update certain parts of it. You can see at a glance how you are performing,
what you are being paid and what outstanding leave you have available?
You can activate documents for approval and update incorrect records all
in real time. It allows you to access HR services 24 hours a day, 7 days
a week.
Q. I work in a team environment. Can my entire team use MYstaff?
A. A key benefit of MYstaff is its ability to share data real-time and
enable all team members to leverage a common set of information in one
easily accessible location. As the owner of a given account (e.g., ABC
Corp.), you have the power to grant all team members full access to ensure
everyone can add data, and view each others' files, upcoming activities,
and opportunities related to ABC Corp
Q. My organization uses contractors and part time workers. Can they
access MYstaff, too?
A. As long as contractor or part time worker has a user name and password,
you can grant them secure access to your data within MYstaff. By extending
MYstaff to external partners, your organization can easily keep access
to contractors skills and performance details for future projects.
Simple Implementation
Q. What platforms do I need to have in order to run MYstaff?
A. The latest ASP version is hosted on our high-security server. To run
MYstaff you will need Internet Explorer to connect to the database. We
can install the entire system on your server if required and if this is
the preferred option, please contact us for server specifications and
pricing.
Q. What are the customisation options included in MYstaff?
A. MYstaff has some built in tools to allow customisation of various sections.
The two main areas of customisation are in workflow documents and reports.
MYstaff has administrative tools in those areas to allow users to customise
their own forms and reports. There is also the ability to change colour
schemes, add corporate logos and change the names of various fields. Apart
from these customisation options the database is not changeable. Customers
may add their change requests to a list for future releases and will be
advised as they are considered.
Q. Is any training required to learn to use MYstaff?
A. MYstaff is designed to be easy to learn and can be used immediately.
Our customers find that using MYstaff is similar to using other Web sites
as even the database is laid out with web based navigation - extremely
intuitive and user friendly. If you know how to use the Web, you will
know how to use MYstaff. However MYstaff does offer Train the Trainer
and other more direct training via its business partners if required.
Q. What involvement is required from my company's IT department?
ONLY IF MYSTAFF IS HOSTED LOCALLY, will the main database and application
servers need to be installed onto the company's main sever. The programs
come with a run time version of SQL and a Tomcat application sever for
the Intranet/Internet. The Java based browser uses SSL security with 128
bit encryption. MYstaff comes with installation programs which can be
run by our staff or installed by your own IT staff. A client will have
to be installed for database administrators.
MYstaff applications are accessed by most employees through a Web browser
and require no modifications or upgrades to your existing environment.
All you need is Microsoft Internet Explorer (version 5.0 or higher) or
Netscape Navigator (version 4.5 or higher), and you are ready to use MYstaff
intranet. Because there is no hardware, software, or network equipment
to purchase, and the application is accessed through a standard Web browser.
Q. How quickly can my company be up and running?
A. With MYstaff you can be up and running within a few days. It typically
takes 3-4 days to set up and customize your MYstaff solution.
Q. Does MYstaff offer services to help me import my data?
A. Implementation services are offered through certified service partners
to help your organization get up and running on MYstaff. Please contact
your MYstaff account manager for more information
Q. How do I import my existing data into MYstaff?
A. Salesforce.com provides an Import Wizard to move your data from Microsoft
Outlook™, ACT!, and any program that can save its data in the CSV (comma
separated value) file format such as Palm OS™, Microsoft Excel™, and Microsoft
Access™. The Import Wizard takes you step-by-step through the import process,
allowing you to specify how your data will be organized once it is in
MYstaff. The Administrator and all users in your organization can use
the Import Wizard to move data into salesforce.com at anytime.
Q. How long does it take to import a file?
A. The Import Wizard includes four steps. The length of time required
depends entirely on the amount of data to be imported, but on average
it will take only a few minutes. To expedite the import process we recommend
you review the import directions that are provided in the Help section.
In addition, we recommend you do your best to match your source file with
the default and custom fields available in salesforce.com prior to starting
the Import Wizard
Manageability
Q. As an external user how do I get upgrades to MYstaff?
A. Because MYstaff is set up as a Web site, any time we add a new feature,
you will have access to it immediately the next time you visit the Web
site. There is no need to download any software or make system adjustments.
Q. What level of integration is included in MYstaff?
A. MYstaff can be tightly integrated with any data warehouse, and other
business-critical applications at both data and process levels provided
they are in a relational database format. It comes with a built-in interface
to Wage Easy Payroll and Org Chart, the only other external 3rd party
software you may need.
Q. What is the administration included in MYstaff?
A. MYstaff's advanced administration tools enable companies to easily
manage even the largest and most complex rollouts. MYstaff includes an
Administration module that provides administrators and IT staff with easy-to-use
tools for deploying and maintaining thousands of users, while giving much
more granular control over individual users' permissions. Among other
features, MYstaff allows you to: 1) Tightly control security permissions
and functional privileges 2) Establish a tiered system administrator hierarchy
that reflects the company organization and culture 3) Manage usage through
rules governing data access and visibility 4) Transparently audit all
user activities 5) Continually monitor
Q. What is the job of the MYstaff System Administrator?
A. The Administrator is responsible for setting up your Mystaff Virtual
HR "Organization," which means adding users, establishing their roles,
configuring pick lists (drop-down menus), and adding custom workflows
and reports. This task is usually completed in just a hours. The Administrator
may also manage the initial process of importing your company's existing
employee data, payroll, etc
Q. Can my company configure MYstaff?
A. Your Administrator can configure many aspects of MYstaff to meet the
specific requirements of your company. You can change the choices in every
pick list, change the text that appears on the Home tab, and add an limited
number of custom fields. All pre-configured reports can be customized
and saved for future selection. Additionally, each user can change the
"tabs" presented in the user interface. For example, a manager may choose
only to see Employee, Reward and Performance tabs. A training officer
may wish to see the Employee and Course and Development Modules in which
case the system can be configured to do this.
Q. Can I add custom fields in MYstaff?
A. A limited number of custom fields are available within Mystaff.
Q. How does Mystaff handle territory management?
A. MYstaff's role hierarchy allows Managers to always view the information
of other users assigned to roles directly below them in the hierarchy.
A user's role also determines which data is accessible to him or her in
each of the modules.
Q. How will my colleagues see my data without me having to synchronize
it?
A. With a Public Read-Only or Public Read-Write sharing model, as soon
as you save your information, your colleagues will have access to it.
No waiting or synchronization is necessary. Mystaff has one central database
for your organization. Whenever a user adds or edits a record, this information
is automatically captured in the centralized database and available for
others to see immediately (as long as the users have sharing privileges
to view such data).
Q. Do I need a report writer to create and run reports?
A. No MYstaff includes a number of pre-configured reports to, and you
also can create your own customized reports. From the Admin Module simply
select the data you require and whether you want to view it in Word or
Excel. Data is then sent to Excel or Word and can be loaded onto a template
supplied by us or you. Once a report is displayed you can easily change
the views and parameters and re-run it. Customized reports can be named
and saved for regular re-use.
Q. How can I be sure my data is secure?
A. When you log into MYstaff, you will see a small lock icon at the bottom
of your browser display, indicating that a secure (SSL) connection has
been established to our server. In addition, the URLs used to access your
data on salesforce.com are all preceded with https instead of http, which
also indicates that a secure connection is being maintained for data access
from MYstaff.
Q. How scalable is MYstaff?
A. MYstaff has the capacity to scale to the largest of enterprises. The
architecture behind the MYstaff solution was designed to handle thousands
of users. We use a Microsoft SQL server, and can scale as rapidly as our
customers require.
Q. How do I go about suggesting improvements to MYstaff?
We'd love to hear about any suggestions you can make about the MYstaff
solution. Using the link below simply contact us. If you believe you have
an improvement that is within the bounds of our product, then it would
probably assist other users too.
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