Managing people can be a challenge regardless of the technology used, but a reliable Human Resource Management System (HRMS) can help simplify certain processes. Also known as a Human Resource Information System (HRIS), an HRMS can benefit HR departments in a number of ways. However, the key to experiencing these benefits is to find the right software with sufficient capabilities.
The right HRMS will be feature-rich and intuitive in ways that help save more time and decrease stress. To facilitate this, your HRMS should include modules that are dedicated to simplifying payroll, HR administration, hiring, benefits management, and reporting, among other tasks. Here we'll review some of the core modules that your HRMS should feature, along with some of the specific advantages of implementing a robust HR solution.
Essential HRMS Modules
When searching for the ideal HRMS for your business, there are several important modules that it should come with it.
Job Board and Application Management
This module could feature a variety of capabilities to improve the efficiency of job posting, hiring, and onboarding. Some specific elements of this model may include internal and external job posting, application completion and submission, application review and approval, and customizable test and quiz systems, along with employee onboarding.
A reliable HRMS will also be able to help with administrative tasks to manage employees, system access, and more. For example, this module may feature employee administration capabilities, including new-hire welcome letters, employment forms, and employee warning notices. It could also come with a performance review system, custom-security-level system access, company administration capabilities, an insurance certificate manager, and an email communication system.
Time and Attendance Management
A time and attendance management module should make it easy to track a wide range of activities to help prevent time theft, compliance issues around employee work hours, and other potential issues. These features could include an employee schedule manager that makes it easy to manage schedules using a template. Additionally, an online time clock could allow for secure desktop and mobile punch-ins and punch-outs. A time off-center could keep track of time off requests, allow employers to approve or deny these requests, and provide PTO accrual reports.
Managing payroll should also be easy with an HRMS. Look for an HRMS with payroll management features such as payroll integration with time and attendance, which would enable automatic transferral of punch-in and punch-out data. In addition, standard time report screens could provide data around missed or duplicate punches, punches made via mobile devices, and time audits. Payroll expense management may also be available.
Some benefits management features that you should look for in an HRMS include a benefits enrollment wizard, an expense calculator, an enrollment summary, and an enrollment census. A good solution may also feature a COBRA reporting module.
To accurately gauge the performance of your HR department and operations, you need to have access to in-depth reports in every area. These include HR management reports that can cover aspects such as I-9 expiration, assigned equipment, and employee turnover. Benefit reports should also be available, with details about 401k enrollment, benefits enrollment, and benefits eligibility.
The Benefits of HRMS
Using the right HRMS with the modules you need, your business will see multiple benefits such as:
Fewer Systems to Manage
Without the help of an HRMS, you may need to implement multiple systems to manage each aspect of your HR department, which can become challenging to manage. A comprehensive HR outsourcing solution will centralize these systems into a single, easy-to-use platform that consolidates every aspect of HR management. You'll no longer need to alternate between and keep track of various tools and their respective data, making HR management considerably simpler.
Automate Repetitive Tasks
Spending too much time on mundane and repetitive tasks can take time away from more important matters, but an HRMS can automate them to enable HR staff to redirect their focus. An HRMS could automate some tasks, including payroll, benefits, timekeeping, and many others that may otherwise take up too much time and attention. Not only will automation help make your staff more efficient, but it will also help reduce the risk of errors.
Hiring managers and HR professionals need to complete a multitude of tasks when hiring new employees, which can quickly become overwhelming. Locating viable candidates, interviewing them, processing paperwork, and onboarding can be daunting. Through the use of an HRMS, you can more easily create job postings and locate the best possible candidates. Your system could also assist with paperwork processing and onboarding to introduce new employees to your team more efficiently.
In turn, streamlined hiring can help reduce hiring costs in the long term.
Secure Employee Data
Apart from efficiency and cost-effectiveness, businesses need to make sure their HR departments maintain data security and compliance. You'll remain comfortable in knowing that your company and employee data is consistently secure and that your business is regularly compliant. Only authorized individuals will be able to access your data, keeping it out of the wrong hands.
How We Can Help
At Navigate, we can provide you with a reliable HRMS that includes all of the features needed to empower your HR department. Our HR outsourcing solution includes the implementation of a state-of-the-art HRMS at no extra cost to you, which can help you save money on integrating the latest in HR technology. We can provide you with a completely personalized experience for your employees that can meet all of your specific requirements regarding benefits, payroll administration, and more. Regardless of what you need for your HR, we have the ideal solution for your business.
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Tom DiSilva has been providing professional human resource services for over 30 years. As the CEO of Navigate PEO, he actively partners with organizations of all sizes in the Greater New England area and across the country to help their businesses grow. He has expertise in HR and Labor Management, offering guidance and support for key areas of business such as negotiations, operations management, employee coaching, and employee benefits design.