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Terms & Conditions for Workflow

Thank you, the Client, for choosing the end-to-end cloud-based human resource (HR) management software-as-a-service (SaaS) platform (the Software) developed and maintained by WorkForce Africa Limited , a company incorporated with limited liability in the Republic of Kenya whose registered address is at Azure Towers, Lantana Road,Westlands Nairobi, Nairobi, Kenya (together with its successors in title, subsidiaries or holding company or affiliates, WorkForce Africa or the Supplier). To be eligible to register an Account on the Software in accordance with your completed Order Form, the Client must review and accept the Terms and Conditions linked to the Order Form, which along with the Order Form, form the Software-as-a-service Agreement (the Agreement).

These terms and Conditions apply to the Order Form and vice versa. PLEASE REVIEW THESE TERMS AND CONDITIONS CAREFULLY. BY USING THE SOFTWARE OR SIGNING THE ORDER FORM, YOU AGREE TO THESE TERMS AND CONDITIONS

1. Planning:

Needs Assessment:

Identify the specific functionalities and features that WorkForce Africa offers compared to Workday. This could include advanced reporting capabilities, customization options, compliance features, or any other aspects crucial for your organization

Data Migration:

Conduct a thorough analysis of the data residing in Workday that needs to be transferred to WorkForce Africa. This includes employee records, payroll information, benefits data, and any other relevant HR and workforce-related data.

Integration:

Evaluate any existing integrations with other systems in your organization. Determine whether these integrations need to be maintained or if new integrations with WorkForce Africa need to be established. This is critical for maintaining a seamless flow of information across different platforms.

2. Transition:

Communication:

Develop a clear communication plan to inform all stakeholders about the transition. Highlight the benefits of the new system, address any concerns, and set expectations regarding the timeline and impact on daily operations.

Training:

Design and implement a comprehensive training program for employees, managers, and HR personnel. The goal is to ensure that everyone is comfortable using the new system and understands its features and functionalities.

Data Migration:

Execute the data migration plan, ensuring that data is accurately transferred from Workday to WorkForce Africa. Conduct thorough testing to identify and resolve any data integrity issues.

3. Execution:

Phased Transition:

Consider a phased approach to the transition, starting with a pilot group or a specific department before rolling out the new system organization-wide. This minimizes disruption and allows for smoother troubleshooting in case of any issues.

Testing:

Conduct extensive testing of the WorkForce Africa system before full deployment. This includes functionality testing, data validation, and user acceptance testing to identify and address any issues proactively.

4. Post-Transition:

Support:

Establishing a Robust Support System:

Create a comprehensive support infrastructure to cater to user needs post-transition. This includes setting up a dedicated helpdesk equipped to handle queries promptly. Provide a range of support channels, such as email, phone, and a ticketing system, to address different user preferences.

Training Materials:

Develop detailed training materials, including user manuals, video tutorials, and step-by-step guides, to empower users in navigating the features of WorkForce Africa. Ensure that these materials are easily accessible to all users and are regularly updated to reflect system changes.

FAQs:

Compile a thorough Frequently Asked Questions (FAQs) document to address common queries and challenges that users might encounter. Make this document readily available to users, encouraging self-service and reducing dependency on the support team for routine inquiries

Helpdesk Assistance:

Establish a responsive helpdesk team capable of providing real-time assistance. Define escalation procedures for complex issues, ensuring that users receive timely and effective solutions. Encourage users to report issues promptly to facilitate quicker resolutions.

Evaluation:

User Feedback Mechanism:

Implement a structured mechanism for collecting feedback from users regarding their experiences with WorkForce Africa. This can include surveys, feedback forms, or regular check-ins. Analyze the feedback to identify areas of satisfaction and potential improvement.

Performance Metrics:

Establish key performance indicators (KPIs) to measure the system's efficiency and user satisfaction. Monitor metrics such as response times from the support team, issue resolution rates, and user adoption rates. Regularly review these metrics to gauge the overall health of the system.

Continuous Improvement:

Use the gathered feedback and performance metrics to drive continuous improvement efforts. Prioritize enhancements based on user needs, and collaborate with the vendor to address any systemic issues. Communicate improvements transparently to users, showcasing a commitment to their experience.

Optimization:

Agile System Management:

Adopt an agile approach to system management, allowing for quick adaptation to changing organizational needs. Stay abreast of new features and updates released by WorkForce Africa and integrate them strategically to enhance system functionality.

Periodic Updates:

Implement periodic updates to the WorkForce Africa system to ensure that it remains aligned with evolving organizational requirements and industry best practices. Communicate update schedules in advance to minimize disruption and provide users with insights into new features.

Ongoing Training:

Facilitate ongoing training sessions to keep users informed about new functionalities and best practices. This includes providing refresher courses for existing users and tailored training for new employees joining the organization.

Considerations:

Regulatory Compliance:

Ensure that WorkForce Africa aligns with local labor laws, data protection regulations, and industry-specific compliance standards. Regularly audit the system to guarantee ongoing compliance and mitigate legal risks.

Contractual and Licensing Issues:

Thoroughly review contracts and licensing agreements with Workday to understand termination terms and any obligations related to the transition. Ensure a seamless transition without violating contractual obligations or incurring unnecessary costs.

Data Security:

Incorporate robust data security measures throughout the transition and ongoing usage of WorkForce Africa. Encrypt sensitive information, conduct regular security audits, and establish protocols for handling and storing data securely.

Vendor Support:

Verify that WorkForce Africa's vendor offers a robust support framework. Confirm the availability of various support channels, reasonable response times, and a commitment to addressing technical issues promptly. Establish clear communication channels with the vendor for ongoing collaboration.

By paying careful attention to support, evaluation, and optimization, and considering regulatory, contractual, and security aspects, organizations can not only navigate the transition successfully but also create a foundation for the continuous improvement of their workforce management system. This holistic approach ensures a seamless and efficient shift from Workday to WorkForce Africa.