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Modules that work together – not fifteen separate systems.

The fifteen PDVS modules are grouped by what a company wants to put in order: the people journey and training, documents and decisions, purchasing, assets, business trips, fleet and working time. All of them share the same employee record, organisational structure, permissions and approval centre – data is entered once and every decision stays in one history. You start with the MINI core and add modules as you need them.

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Sound familiar?

Twelve situations where the conversation often starts.

Leave requests travel by e-mail, and nobody knows for sure who approved them.M-03 · Employee self-service → We retype candidate CV data into Excel by hand and arrange interviews over e-mail.M-02 · Recruitment and hiring → It is unclear which version of the procedure is in force and who has actually read it.M-05 · DMS / QMS → The purchase request was approved verbally, and supplier offers sit in mailboxes.M-06 · Purchasing and suppliers → We only know who has a laptop from an old Excel register.M-07 · Asset management → Contract, amendment and termination – three separate Word files and a tracking sheet.M-04 · Employment documents → A new employee gets an account but no process – who does what, and by when.M-08 · Performance management → Shifts are planned in one system, attendance is recorded in another.M-09 · Working time and attendance → The trip order, advance, receipts and expense report – four different files and an e-mail chain to accounting.M-10 · Business trips → Trip sheets are filled in Excel at month end, and fuel-card statements are reconciled by hand.M-11 · Fleet management → Who completed the safety briefing and when the certificate expires is known only from a spreadsheet on HR's computer.M-12 · Training management → Candidate questionnaires are filled on paper, results are calculated by hand, and a year later nobody knows which methodology was used.M-13 · Questionnaires →

Modules

Four groups, fifteen modules – one core.

The modules are not separate programs with their own employee lists. Four shared things join them into one system.

  • One employee record

    Personal, employment, contract, asset, leave, request and appraisal data in one file – every module uses it, and the employee sees it in self-service.

  • One structure and permissions

    Departments and positions determine the manager, the approval route, the substitute and who sees what – when people change, processes need no rewriting.

  • One approval centre

    Requests, employment documents, purchases and asset deeds are approved in one queue – approve, reject or return for correction, with reminders and escalation.

  • One history

    Every decision is recorded with the user, time and IP address; notifications, tasks and reminders come from the same centre.

The tag on a module is the lowest plan that includes it. The MICRO plan (up to 10 employees) covers the MINI and MIDI functions.

I

People and their journey

From a hiring need, a candidate and their questionnaire to the annual appraisal and mandatory training – the whole employee history builds up in one record used by the manager, HR and the employee in self-service.

M-01 MINI

People management

Employee records, departments and positions, absences, leave balances, deadlines and the HR overview – the foundation every other module runs on.

Works together with M-03Employee self-serviceM-04Employment documentsM-09Working time and attendanceM-12Training management
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What it covers
  • The employee record: personal, contact and work data, contract, documents with expiry dates, assets, leave and action history; Excel import, an archive with the full history.
  • Organisational structure: departments, positions and reporting lines; the manager, the approval route and substitutes follow from the structure, and the tree prints in A3.
  • Absences and leave balances (annual, seniority), the annual leave schedule and the on-leave calendar for planning cover.
  • The HR overview – today's and upcoming absences, new employees, probation endings, document deadlines; sensitive fields are encrypted and shown only to those with permission.
M-02 MIDI

Recruitment and hiring

From a hiring need and a public application link to an accepted offer – candidate data is entered once and becomes the employee record and the contract draft.

Works together with M-01People managementM-13QuestionnairesM-04Employment documentsM-08Performance management
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What it covers
  • A need is registered by department, position and deadline; the candidate fills in a form and uploads a CV through a public link – no system account needed.
  • A candidate record with CV, documents, comments and interview history; a stage board where candidates are moved by dragging.
  • Interviews are scheduled in the calendar – optionally through Outlook and Teams; AI CV parsing fills the empty fields and HR checks them.
  • The job offer is prepared and sent from the system; on acceptance – an employee draft, a contract draft and a hiring flow with the form, mandatory documents and tasks.
M-13 MIDI

Questionnaires

Manager and specialist questionnaires of 200 statements are sent from the candidate or employee record, completed through a secure link with an e-mail code, and scored by the approved methodology version – deterministically, without artificial intelligence.

Works together with M-02Recruitment and hiringM-01People managementM-08Performance management
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What it covers
  • The methodology is an indivisible versioned package: items, scales, consistency pairs and a catalogue of interpretation texts; statuses from draft through technical check to approval for a pilot or for use, approved by someone other than the author.
  • Sending in one action from the record: e-mail preview, a link without expiry, a one-time e-mail code, a separate session with an inactivity limit; reminders, e-mail change, revocation – all audited.
  • Statements are shown one at a time only in a confirmed session, “Confirm and continue” locks the answer, the 200th answer completes the attempt; control statements for attention, absolute-statement and consistency checks; can be completed on a phone.
  • The result is an immutable snapshot with an input hash, answer-quality indicators, PDF reports for HR and the person, release to the person; access by page key and object, raw-answer access is audited, assessor comments and disputes are kept separate from the algorithm.
M-03 MINI

Employee self-service

Leave, remote-work, business-trip and other requests in one place: the employee submits, the system routes to the substitute, the manager or HR and leaves a clear status with history.

Works together with M-01People managementM-10Business tripsM-09Working time and attendanceM-07Asset management
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What it covers
  • The leave request counts the days and the balance after leave by itself; on approval the balance, the schedule and Vikarina are updated automatically and a PDF is generated.
  • Standard requests – schedule change, overtime, training, tax allowance, certificate, advance, equipment, personal-data change – each with its own form and approval route.
  • Your own request templates without programming: form fields, a DOCX document that generates the PDF, visibility by department, position or employee.
  • “My card”, “My requests”, “My assets” and kiosk mode for the shop floor – clock-in / clock-out, the weekly schedule and a leave request from an allowed device.
M-08 MIDI

Performance management

New-employee onboarding, tasks with reminders and escalation, probation and annual appraisals – managed cycles whose decisions stay on the employee record.

Works together with M-02Recruitment and hiringM-01People managementM-03Employee self-serviceM-12Training management
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What it covers
  • An onboarding flow by rules: the first sign-in form, mandatory documents, tasks for the responsible people with deadlines; the manager and HR see what is still open.
  • A shared task engine – a task for an employee or a role / department, deadline, priority, comments and attachments; overdue tasks are reminded and escalated.
  • Probation: the end date from the contract, a list of whose probation is ending, monthly and final evaluation forms, HR confirmation.
  • Annual appraisal cycles: self-assessment, the manager's assessment and goals, HR confirmation or return for correction; history in the record's “Appraisals” tab.
M-12 MIDI

Training management

Courses with content blocks and tests are built in the system itself, mandatory training is assigned with deadlines and tasks, position plans assign it automatically, a numbered PDF certificate is issued on completion, and reports show compliance across the company.

Works together with M-01People managementM-08Performance managementM-05DMS / QMSM-15AI assistant
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What it covers
  • Course content – text with images, a document, a video link, a test; each block states when it counts as done (“opening is enough”, “Acknowledged” with date and IP, a passed test). A published course never changes – fixes are published as a new version.
  • Tests: five question types, a pass threshold, number of attempts, a time limit, shuffling; graded immediately, free-text answers graded by the course editor, extra attempts granted with a reason.
  • Assignment to employees, departments, positions or groups with a deadline and a task in “My work”; the position plan assigns missing courses on hiring or a position change; exemptions, external training, periodic renewal before validity ends.
  • A PDF certificate with a number (e.g. MK-2026-00001) and validity is stored in the employee's documents; “Team training” for the manager; seven reports with Excel – overdue, mandatory-training matrix, certificates, course results, position compliance, external training, employee history.
II

Documents and decisions

Employment documents get templates, an approval chain and signing; controlled documents get a code, versions, review, a register and acknowledgement. Both leave a traceable history with date, user and checksum.

M-04 MINI

Employment documents

The employment contract, its amendment and termination are prepared from company templates, pass the approval chain and are signed in the system – the terms are copied to the employee record.

Works together with M-01People managementM-02Recruitment and hiringM-08Performance management
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What it covers
  • Contract kinds under the Labour Code, probation, pay, FTE, workplace; an automatic number (e.g. DS-2026-0012) and variables from the employee record.
  • The amendment builder shows what changes – before and after; on the effective date the record is updated automatically. Termination – grounds, notice, compensation, final settlement.
  • Approval and signing: draft → approvers → employee and manager signatures. Internal e-signature or upload of a signed PDF, ADoc or ASiC-E; the qualified e-signature (Dokobit) connector is in development.
  • Onboarding documents – work rules, confidentiality, safety briefing – are signed with time, IP and browser evidence; the signed document is registered, a copy is e-mailed to the employee, and a reminder goes out before a fixed-term contract ends.
M-05 MAXI

DMS / QMS

Procedures, policies, instructions and quality documents with a code, versions, an owner and a drafting–review–approval process; employees acknowledge in the system, and the register and QMS matrix serve the audit.

Works together with M-01People managementM-04Employment documentsM-07Asset managementM-11Fleet management
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What it covers
  • Categories, types and registers; automatic numbering (e.g. KVS-IN-031), official versions V1, V2 and internal revisions R1, R2.
  • A review round with participants and deadlines; the revision under review is saved immutably, comments and annotations go straight onto the PDF copy.
  • An approval sequence with decisions, date and checksum; access rights by folder, department, position and role; a document applies to one or several group companies.
  • Registration and publishing, acknowledgement campaigns with reminders and a visible status, the QMS matrix and export for audit, validity and review deadlines.
III

Purchasing, assets, travel and working time

Processes beyond the HR department – with the same people, positions and approval centre: purchase requests and suppliers, asset deeds, trip orders and expense reports, trip sheets, schedules and the timesheet.

M-06 MIDI

Purchasing and suppliers

A purchase request with lines and attachments is approved by amount limits and positions, supplier offers are collected and compared in the system, the order is sent and receipt closes the purchase.

Works together with M-01People managementM-07Asset managementM-15AI assistant
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What it covers
  • Requests with lines, categories and supporting attachments; an approval chain by amount and position, with a flag and justification documents for investments above set limits.
  • Requests for quotation (RFQ) to suppliers – optionally from a connected Outlook; offers are compared in one table, and the choice is justified and kept in the history.
  • A supplier register: record, qualification validity, risk group, evaluation and the approved-supplier list.
  • Order, receipt and completion states; invoices next to the approved request; access by department and purchasing role.
M-07 MIDI

Asset management

A register of short-term and fixed assets; issue, transfer, return and write-off go through approval, and every action comes with a PDF deed the employee confirms in the system.

Works together with M-01People managementM-03Employee self-serviceM-05DMS / QMSM-11Fleet management
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What it covers
  • A register with categories, quantities and partial quantities and the responsible department; Excel import.
  • Issue to an employee, transfer to another employee, return; write-off with justification – approved by the manager and then by the director.
  • The handover deed is generated automatically, confirmed in the system and registered in the document register – no printing or scanning.
  • The “Assets” tab on the employee record and “My assets” in self-service; when an employee leaves, the checklist verifies that everything assigned has been returned.
M-10 MINI

Business trips

The whole trip workflow – request to travel, per diems by country, approval, an automatic order, advances for accounting, expenses with receipts and the expense report – in one file seen by the employee, manager, accounting and HR.

Works together with M-03Employee self-serviceM-09Working time and attendanceM-11Fleet managementINTIntegrations
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What it covers
  • A four-step request: dates and purpose category, route lines with countries and travellers, transport (a company car from the fleet register, personal car, plane, train), advance and compensations; the manager can submit for several employees.
  • Per diems are calculated for every traveller: the official rate by country and date, departure and return days, a day shorter than 4 hours at 20 %, the organiser-paid share, company reductions only within the permitted limits and with the basis stated in the order.
  • Approved by the manager, then the director in the approval centre; when required – the employee's consent to travel, a mandatory reason for a trip that has already started. On approval: a PDF order, DMS registration, a “K” mark in the schedule, data to Vikarina, advance and per diems in “Finance → Payments” with a “Pay by” deadline.
  • Expenses with receipts (AI reading, ECB exchange rates), an expense report with travel hours outside working time – approved by the manager, closed by accounting, the PDF with receipts registered in the DMS; extension and cancellation by order; a trip report with Excel export.
M-11 MIDI

Fleet management

A company-vehicle register, monthly trip sheets with fuel and mileage calculation, fuel-card statement import, insurance incidents and deadline reminders – instead of an Excel form at month end.

Works together with M-07Asset managementM-10Business tripsM-05DMS / QMSM-09Working time and attendance
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What it covers
  • The vehicle record: registration number, VIN, fuel norm and write-off method, ownership or lease, department and responsible person; tabs “Drivers”, “Mileage”, “Insurance”, “Inspection and servicing”, “Documents”, “Business trips”; statuses from “In use” to “Written off”.
  • A trip sheet – one vehicle, one driver, one month: trips entered by hand or with the daily-trip generator (weekends, holidays, leave and sick days are skipped), odometer readings, a fuel balance by norm or by actual remainder, the remainder carried over from the previous sheet.
  • Checks before submission, accounting approval or return for correction through the approval centre, DMS registration, PDF and Excel; reminders about missing sheets and a summary of sheets not yet created.
  • Fuel purchases entered by hand or from supplier statements (.xlsx, .csv) with preview and duplicate detection, fuel cards; insurance incidents with photos and a claim file; reminders about insurance, inspection, warranty, lease and service deadlines 30, 14, 7 and 0 days ahead.
M-09 MINI

Working time and attendance

A schedule built from shift codes and cycles, approved in versions and turned into the timesheet; approved leave, remote work and sick leave are written in automatically, and actual attendance comes from BioStar 2 or Worksober.

Works together with M-03Employee self-serviceM-01People managementM-10Business tripsINTIntegrations
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What it covers
  • Shift codes with times, break, hours, monthly limit and Vikarina code; repeating cycles (e.g. 3+3), schedule groups, versions V1, V2…
  • The timesheet is approved manager → HR → director and then imported into Vikarina – working time is not entered twice.
  • Actual attendance in the schedule – “on time”, “late”, “left early”, “absent” from BioStar 2 door events or Worksober tests; a “compare with actual” PDF for managers; sick-leave certificates from XML.
  • For the employee – the department schedule in self-service, the weekly schedule and clocking at the shop-floor kiosk; public holidays are managed centrally.
IV

Platform and foundation

What every module relies on: internal messaging and an assistant that answers from the company's own rules, connections to the systems the company already uses, and the security layers that let everything else run without double entry and with traceability.

M-14 MINI

Messages

Internal messaging where the requests and schedule already are: one conversation per pair of employees, broadcasts to everyone or to your subordinates with read statistics, photo and PDF attachments; a thread is visible only to its participants.

Works together with M-01People managementM-03Employee self-serviceSECSecurity
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What it covers
  • An employee writes to their direct manager and HR, a manager and HR write to any active employee; a thread is created once and continues as a chat.
  • “Write to everyone” – a manager to their subordinates, HR to all employees: each recipient gets a separate thread, the sender sees “read X of Y” and who replied, while replies stay private.
  • Attachments – photos (JPG, PNG, WEBP, GIF) and PDF up to 10 MB, up to 5 files per message, dragged into the conversation or pasted from the clipboard; an unread badge and notifications on every page, the thread refreshes without reloading.
  • Privacy by rule: another person's thread and its attachments return 404 even to HR and the administrator, files are stored under unguessable names, the type is checked on the server; a dismissed employee can no longer be written to, the history remains.
M-15 MINI

AI assistant

The in-system assistant answers from the company knowledge base and live settings, tells the user their own leave balance, schedule and request statuses when asked, drafts a training course, reads CVs and receipts; the provider is Azure OpenAI, OpenAI or a local company model.

Works together with M-02Recruitment and hiringM-06Purchasing and suppliersM-12Training managementM-10Business trips
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What it covers
  • Thirty Lithuanian knowledge-base topics – sign-in, requests, substitutions, approvals, SLA deadlines, training, business trips – with live company values (permitted negative balance, approval deadlines) and menu paths based on the user's permissions.
  • Personal tools only when asked and only the user's own: leave balance as on the home page, the work schedule by its latest version, submitted requests and what awaits my action; no data about colleagues or subordinates even for a manager, results are not stored in the DB.
  • Work on documents: a candidate CV into record fields, a trip receipt into expense fields, an RFQ e-mail draft for purchasing, a position-hierarchy suggestion; a training course draft by a strict schema, the course is created only once the user confirms.
  • The provider is chosen in administration – Azure OpenAI in an EU region, OpenAI or a model running on the company's server via vLLM or Ollama; a daily message limit, a monthly token and cost budget, a conversation retention period, a privacy notice, a token report.
INT

Integrations

PDVS connects to the tools the company already uses, so actions happen where they naturally belong and data is not entered twice.

Works together with M-02Recruitment and hiringM-09Working time and attendanceM-06Purchasing and suppliersM-15AI assistant
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What it covers
  • Microsoft 365 – Teams meetings and Outlook invitations for interviews, purchasing RFQ e-mails from the user's mailbox.
  • Vikarina – employees, approved absences and the timesheet go to payroll without re-entry.
  • BioStar 2 and Worksober – door events and sobriety-check results in the schedule and on the employee record; biometric templates are not transferred to PDVS.
  • An AI service (Azure OpenAI, OpenAI or a local company model) – the AI assistant, CV and trip-receipt reading, an RFQ e-mail draft, an organisation-tree suggestion; ECB exchange rates; SMTP – notifications, OTP codes and approval e-mails. The qualified e-signature (Dokobit) connector is in development.
SEC

Security

Authentication, role- and object-based permissions, audit and encryption of sensitive data – multi-layer protection that controls who sees what and who did what.

Works together with M-01People managementM-05DMS / QMSM-14Messages
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What it covers
  • Optional two-factor authentication (TOTP or e-mail codes), lock-out after failed attempts, a password policy and a breach check.
  • Roles and object-level access – per page, employee, document or process; a permission simulator for the administrator.
  • An audit log – actions with user, time, IP address and browser; a sign-in log, IP control and rate limiting.
  • Personal ID number, address, salary, IBAN and integration credentials are stored encrypted; protected files; a content security policy (CSP).

The MINI core covers people management, self-service, employment documents, working time, business trips, messages and the AI assistant; MIDI adds recruitment, questionnaires, performance, training, purchasing, assets and fleet; MAXI adds document management (DMS / QMS). Modules can also be combined individually.

Plans and pricing →

Next step

From features – to your real process.

The best next step is a short demo built around a process and roles you choose. That way we show not theoretical features but the concrete flow between an employee, a manager and the responsible department.

Book a demo Plans and pricing → Remote · with your own process · no commitment