Selecting an HRMS is definitely not an easy decision. There are countless HRMS solutions available in the market, but not all of them are suitable for your business needs. An HRMS improves the productivity and efficiency of an organization helping reduce dependency on manual work and eliminating repetitive tasks.
The coronavirus pandemic has completely altered the way we work making remote working a necessity. The pandemic has also taught us that the merits of remote working far exceed the demerits, and it certainly can be adopted on a much larger scale. Any HRMS that you select to install or deploy should meet the changing demands of the modern workplace. The Human Resource Management team is primarily focused on providing employees with a conducive working environment, devising workplace policies, managing payroll, and salary disbursement, conducting employee interviews, recruitment and onboarding, performance management, statutory compliance, and reporting, formulating employee engagement programs, among many other tasks. A big volume of these tasks is dependent on manual work that is time-consuming and might result in inadvertent human errors. An HRMS is the need of the hour and is a huge blessing for the HR department and the higher management. It makes processes faster, efficient, streamline tasks, and makes work much easier.
However, there is a catch. Not all HRMS available in the market offer the same benefits. There are different modules that serve a different purpose and should be implemented depending on the specific requirements of the organization. In today’s age, the organizational needs of a business are constantly changing. So any HRMS that you choose to implement should accommodate these changing needs. But what are the modules that all modern HRMS should have?
- Core HR
The Core HR module centralizes human resource records in one place for quick and easy access. It helps in managing employee-wise databases, including their educational and professional profiles, skills, salary progression, assets tracking, details for Driving License, Visa, work permit, Passport, etc. It features comprehensive and user-friendly leave and air-ticket management. All the related documents to the employees can be stored and retrieved on-demand with few clicks. The Core HR module empowers the HR management to define employee grades with benefits tied to them.
One of the biggest responsibilities of the HR department is to process payroll on time. Payroll processing is a very critical activity and any errors can lead to significant financial problems or a loss of reputation for the organization. Payroll processing also involves the calculation of all statutory dues (employee and employer contributions) and generating the necessary reports. The employees also duly need to be informed of tax calculations and deductions, given salary slips, informed of reimbursement balances, any updated policies, etc. With an HRMS, the pain of processing payroll manually is done away with and the processes are automated, thereby saving a lot of valuable time and resources. An HRMS reduces the complexities associated with payroll processing by offering an inbuilt accounting module, automated tax computations, frequent audit & reporting tools, tabular data storage, and a configurable rule-based engine.
- Self Service
The Employee Self Service module is a very essential module, especially for the remote workforce. It makes the employees self-reliant, empowering them to perform vital HR functions like applying for leave, viewing pay-slips, applying for reimbursement, training requests, and much more. Self Service further helps in reducing paperwork and improving employee satisfaction by faster processing of various HR formalities. Saving valuable time, ESS reduces the stress on the HR department and improves employee satisfaction. It gives employees the ability to access and maintain their own records, and ensure all information is accurate and up-to-date.
- Attendance Management
Tracking employee work timings is an essential element of any HR function. Calculating work hours based on in and exit timings are important as this data directly affects payroll. Additionally, organizations would also need to generate a number of statutory reports based on the Attendance data. With an HRMS in place, you can track employee attendance effectively by integrating it with the Biometric or access control devices of your organization. Plan employee shift timings, track attendance of remote workers, and integrate it with the payroll system efficiently to bring automation into your salary calculation process.
- Recruitment Management
Recruiting employees is again a vital HR function that involves inviting job applications for a particular role, scouting through countless CVs, keeping a track of applications, scheduling and managing interviews, and other tasks right until Onboarding. Selecting the right candidate based on competencies and skills at the right time is a critical task. A faulty process can lead to the right candidate slipping by or result in a much longer process, both of which are not desirable when it comes to recruitment. Users can quickly set-up vacancies and process candidate resumes efficiently through the recruitment module, helping you to standardize each stage of the recruitment process. Tasks such as candidate shortlisting, interview invites, reference tracking, storing interview feedback, and contract generation are quick and easy with the HRMS Recruitment functionality.
A smooth Onboarding process solidifies the reputation of the company and is a good start to the life cycle of an employee with the company. There are certain activities that are performed on the first day of the employee joining the organization that are a part of the entire Employee Onboarding process. With an HRMS, you can show your new hires that they have made a perfect choice and nurture them throughout the joining process with a technology-driven smart Onboarding process. In a modern-day HRMS, the onboarding process makes the entire journey easy by allocating training sessions, tasks, immediate contacts of the new joinee, employee profile, details of joining, etc.
- Performance Management
Performance management is a systematic activity held at regular intervals to assess employee performance over a stipulated period of time. It determines the appraisal and is an important tool to gauge the productivity of the employee with the organization. Mapping data through modern systems give a more realistic picture and is an efficient process. It gives an understanding to the HR and the upper management of how well the employee is performing and if it is aligned with the organization’s business goals. HR specialists design and implement the Performance Management system and maintain the records. The performance management module helps in managing and tracking every step of the employees’ appraisal process.
- Reports and Analytics
The HR department is responsible for sending multiple reports to the stakeholders. A huge number of these reports are sent periodically and follow the same format. Therefore, having a centralized system with pre-defined reports helps. These reports can be easily accessed by stakeholders and serve as a quicker medium to glance at the various processes of the organization. With the large number of data at hand, reports are now more intuitive and accurate. An HRMS reduces the stress on the HR employees and helps in the efficient delegation of duties.
The evolving workforce of present times demands the need for an HRMS. The needs are changing, the world’s working population has witnessed a seismic change when it comes to how we work courtesy of the global pandemic. The rise in remote workforce and many such factors has contributed to the pressing need among organizations to implement an HRMS. However, as stated before, the needs and requirements of each organization differ. An HRMS should be implemented carefully only after ensuring that it can meet the requirements posed by your organization, is scalable, i.e can grow with your organization, and is an efficient management system. The modules present in each HRMS differ but these are some of the few essential modules that are must-have when it comes to implementing an HRMS for your organization.
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Paylite® Human Resource Management Software is an end-to-end HRMS system that meets the ever-growing needs of modern-day workplaces. It makes your HR process streamlined, smart, and swift, replacing the age-old legacy systems with system-driven workflows. It offers world-class security features that keep your valuable data safe and secured at all times. Paylite® uses state-of-the-art technology from Microsoft to make your organization run smoothly and save valuable resources.
The top modules of Paylite HRMS are Core HR, Payroll, Employee Self-Service, Attendance System, Recruitment Management, Performance management, Onboarding, PRO, along with Mobile Apps for both iOS and Android platforms. To witness the capabilities of the software, book a free demo today https://www.paylitehr.com/request-demo.html