Explains the Functions and Types of the Personnel System, and the Merits of Introduction

The personnel system is a system for streamlining personnel operations by utilizing IT.

Human resources operations cover a wide range of tasks, including attendance management, recruitment, training/education, personnel evaluation, and personnel allocation. In addition to centrally managing these with a personnel system to improve efficiency, we will try to find excellent human resources from the data and utilize it as important information when making management decisions such as allocation and training of human resources. The way of thinking is born.

In this article, we will explain what a human resources system is, what functions and types it has, the merits of introducing it, and points to note when doing so.

What is the Personnel System?

The personnel system is a system for streamlining personnel operations by utilizing IT.

Human resources operations are diverse but can be broadly divided into the following two categories.

• Work such as attendance management, payroll calculation, labor management,
• Human resources management work such as personnel evaluation and training

When introducing a personnel system, the purpose differs depending on the type of work.

1. Personnel/payroll system

The personnel/payroll system supports operations such as attendance management and payroll.

• Attendance management - It is possible to manage the attendance record of employees and the status of taking vacations and holidays, which leads to simplification of the subsequent payroll and personnel evaluation process.
• Salary calculation - Individual salary, income tax, social insurance, pension-related, and year-end adjustment can be managed collectively.
• Labor management You can manage - Personal information of employees, applications, procedures, and approvals related to the use of applicable systems and benefits.

These tasks are routine tasks, and systematization can improve work efficiency and reduce costs.

2. Human resources management system

On the other hand, the human resources management system aims to grasp the skills and abilities of each individual and use them for management decisions by managing the work history, evaluations, and educational content of each employee.

• Recruitment management - You can centrally manage recruitment activities such as recruitment management, selection management, and recruitment schedule. It can also be used for referral recruitment and talent pools.
• Personnel evaluation - It is possible to accumulate the work results of each employee, which is useful for assessment and selection, decision making of personnel allocation, and position management.
• Human resource development - You can manage training in the short and long term according to the human resource development plan of the company. You can also view and analyze the participation status and progress of education, training, and e-learning, and the results.

• Talent management - You can manage the abilities, skills, achievements, etc. of each employee as a database, which can be used for personnel allocation and ability management.

Human resources development and management work involve not only the Human Resources Department but also each department. Therefore, the personnel system is required to be shared by each department.

Types of personnel systems

There are several types of personnel systems. You need to choose the one that suits your company's needs.

1. Introduction method "Package type" "New construction type"

There are two types of personnel systems, one is packaged software for which the system has already been built by the vendor, and the other is customizable to build a new system according to the request of the client.

It is ideal to create your own system from scratch because you can create a system that can handle the parts unique to your company, but the disadvantage is that it takes time and cost.

The number of package types that can be customized and linked with other systems is increasing.

2. System construction/operation method "On-premise type" "Cloud type"

There is an "on-premise" type that builds a personnel system on the company's server and a "cloud" type that manages by entrusting it to the vendor side without using the company's server.

There are advantages and disadvantages to each of the on-premises type and the cloud type. You need to consider which one to use according to your company's size, purpose, budget, etc. Vendor selection is also important for cloud computing.

3. Benefits of introducing a personnel system

The advantages of introducing a human resources system are as follows.

-Improvement of work efficiency can increase the time of important work.

IT simplifies and streamlines work. Responsible people have less work to do and can spend more time and effort on their core tasks.

-Selection and evaluation based on unified standards For

recruitment and personnel evaluations, if the standards are registered in the system, selection, and evaluation based on those standards will be possible. You will be able to make consistent decisions that are not personal.

-The entered items that can be visualized simply and the situation 

can be grasped accurately and instantly are reflected in real-time. Many of them are automatically aggregated and analyzed based on the input information, so you can grasp the current situation in an easy-to-see state. Since it is automatically reflected, counting mistakes are reduced and accurate information can be obtained speedily.

-Easy and quick sharing between departments, multinationals, and multiple offices 

Not only can each department cooperate, but the information in the system can be shared even at nationwide expansion and multinational bases. There is no need to convene or aggregate information again.

-High-precision analysis improves the quality of organizational personnel. 

High-precision analysis can be obtained speedily, and it is also possible to formulate personnel strategies that can be utilized in management strategies. As a result, it will improve the quality of organizational personnel.

There are a wide variety of personnel systems on the market. The evaluations of other companies that have experience in using the service can also be used as a reference, but it is important to make selections based on the axis of "company standards."

Now, let's check the points to note when selecting and introducing.