The Need for HRMS for Human Resources Management

A good HRIS enables efficient planning, controls human resource costs, and improves employee and management productivity.

Human resources (HR) are the key factor in the success of any organization operating in the 21st century. From the beginning until today, they have played a vital role in strengthening the competitive capabilities of organizations to enable them to enjoy a competitive advantage and higher profitability than their competitors.

Today's environment is increasingly vulnerable due to intense competition in the marketplace and increased employee empowerment. Organizations use information technology to gain efficiency in human resource management. The study found that HRIS emerged in the low-cost era (1980-1990) and that the roles of human resource professionals shifted from traditional administrative roles to more strategic roles during the era of high tech (from 1990).

Find the right HRMS software

We still believe that HRMS (Human Resources Management Information System) is only used to manage attendance, time off, and payroll generation through software installed on a computer. However, many businesses only use Excel. Few of them show interest in ERP (Enterprise Resources Planning) solutions where human resource management is integrated with essential functional modules such as planning, production, supply chain, sales, accounting, business services, etc.

An HRIS should generally allow more efficient planning, control, and management of human resource costs; improve the efficiency and quality of human resource decision-making; and improve the productivity and efficiency of employees and managers.

It has a few essential HR functions. Here are the modules of good HRIS software:

Human resources plan and cost budget:

• Recruitment management
• Training-development and monitoring of employee skills
• Performance-based evaluation management
• Attendance and leave management
• Compensation and management of profits
• Management intelligence and analytics
• Disciplinary management and archives
• Payroll and final settlement

In the current scenario of modernization and globalization, organizations rely heavily on technological advances and innovations in the field of information technology (IT). Advances in information technology have opened up new prospects for organizations and provided a competitive advantage through innovative and personalized solutions. It is now an integral part of organizational functioning and all departments depend on integrated systems for organizing, storing, retrieving, and verifying data. Today, the Internet and automation have made information more accessible, reliable, and accurate.

The field of human resource management has constantly evolved and human resources, in the current scenario, play a strategic role more than just a support system. Without HRIS, human resources cannot play a good strategic role.

1 - Web-based 1 to Z process

"The solution must be accessible on the go!" Now your HR system should be web or cloud-based and accessible on the go, anywhere in the world, in different offices, in an airport, train station, or just working from home. It is a non-negotiable system functionality that offers all the processes related to human resources operations, payroll, benefits, training, recruiting, and compliance. If you use HRIS as real intellectual property, you can access HRIS from anywhere with the concept of a home office or flexible working practice.

2 - The paperless office

“Think green, keep the earth green!” Going paperless seems like a good idea. But one of the big broken promises of technology is the paperless office. If we look back on our use of paper in our daily life, we see the shocking scenario that we waste every day. Can anyone just imagine, how many trees we destroy each day? However, the great advantage of being paperless is the collaboration, synchronization, and sharing of our documents, as well as the ability to easily browse and file them without having to buy a new binder, saving all our documents. documents easily and automatically. this is only possible through HRIS.

3 - Best HR practices

A good HRIS can offer the best HR practices in the industry. It can support and regulate legal and local best practices during its implementation. An HRIS application is an important tool for the implementation of well-accepted rules and regulations and integrated with other HR functions of the system.

4 - Access and security control

Thanks to HRIS, we can control the level of access and ensure the security of the system. For example, if we do not want to share salary and other confidential information with a particular group of employees, we can do so through HRIS through this, we can provide security control and access.

5 - Policy and implementation

If the policy is absent, a good HRIS can replace it. All policies can be adopted and implemented in an HRIS system. In an organization, we have a lot of policies, but it is difficult to monitor everything that is going according to the policy. But if we define this policy at HRIS, we can easily implement it. For example, an organization has a policy such that employees who have completed six months will be entitled to certain benefits and if we define this policy using HRIS, it will always grant certain benefits to those who meet this criterion.

6 - Budget control

Good workforce planning is a critical part of sustainability for any organization, especially labor-intensive factories. A good HRIS would help any management ensure the right kind of qualified people in the right amount. It can ensure competency-based recruitment with the right number of people with the right skills.

7 - Work analysis

Before selecting an employee, organizations should define the job specifications and job description for that designation. Organizations must also determine whether the position is necessary or not. Analysis of task, time, and frequency using the HRIS system can detect whether there is a need or not.

8 - Individual adjustment JD and KPI s

Each person has different KPIs, goals, and accomplishments, so it's hard to do it manually. If we set the KPI and Target on HRIS, it automatically recalls the performance data from the performance record table and does the necessary calculation to display the performance.

9 - Evaluations based on performance

The success of an organization depends on the performance of its employees. Therefore, evaluation of employee performance is essential. Unfortunately, employees are either undervalued or overvalued due to the lack of the right tools because evaluation management is performance-based. In this case, HRIS provides the right tool to assess employee performance and ensure satisfied, motivated, and productive employees. When it is difficult to perform a 180/360-degree assessment in a manual system, a good HRIS can help achieve it. Using HRIS, organizations can perform the assessment online.

10 - Service book employee

Since companies always want to properly use their employees' time, it would therefore be tedious for a company for employees to consult human resources and ask them for some services such as payment slip, attendance information, tax statement, leave, loans, mobility problems, etc.

With employee self-service, an employee can obtain these services at their desk, saving time and improving the quality of services. Your system should allow employees to securely log in, update and retain contact information, and they should be able to submit absences, time-off requests, and self-assessment data directly to the system. Modern human resource management software should automate these tedious manual processes.

11 - Automatic notification

Senior executives in an organization are very busy with their usual jobs. They sometimes forget the interview schedule or forget to approve their time off and many other minor but important issues. HRIS allows the organization to remind senior management of these issues through the automatic notification service (SMS and email). In addition to that, this also allows you to wish employees on their birthday and send the interview notification to potential candidates.

12 - Employee disciplinary file

Employee discipline is a necessary issue in every organization, however unpleasant it is. Effective discipline can help correct employee behavior problems and can increase productivity. Effective discipline will also help protect the business from wrongful dismissal. Thanks to HRIS, we can maintain an effective disciplinary process and be able to preserve the disciplinary record necessary for the assessment and the disciplinary proceedings to come.

13 - Dynamism and personalization

A good HRIS should be dynamic and customizable in every way, whether it's a new process, sending a letter, or automatically delivering an email. The human resources department has to adapt to new functions, rules, and policies very frequently. Human resources must also generate thousands of letters. A good HRIS can eliminate a lot of manual labor with just a few clicks.

14 - Online approvals

In every organization, it is difficult to get management approval on different issues such as recruiting, raising, leaving, etc. as they are busy with meeting overseas and their day-to-day business. The HRIS online approval process, therefore, allows them to give approval whenever and wherever they want.

15 - Matrix and Analytics

Management always wants to see all indexes or matrices at a glance. In the human resources matrix, we find the total recurring status and its cost, the total separation status, and its cost, the total disciplinary history, monthly delays, absences, turnover, orientation statements, etc. After seeing this, management decides where further initiatives need to be taken to control or improve this situation.

Your system should eliminate all manual reporting efforts and have a library of template-based reports (with the ability to create custom reports) on attendance, performance, attendees, dropouts, numbers business, etc. to make graphic representations.

16 - E-learning

Often using the results of the performance management process as a starting point, this module can produce individual training plans for staff, manage bookings (for training courses and other learning options), and manage the training process. 'evaluation and feedback while monitoring. Good HRIS software can track each individual's skills inventory and reap the benefits of that information.

Common features of the learning and development module include:

• Online learning portal
• Training recommendations related to role, skills, and career aspirations
• Individual user learning plans
• Set and manage goals
• Links to the skills framework
• Simplified learning administration (reduction of overhead costs related to human resources).

17 - E-recruitment

Electronic recruitment can allow any HRD to be effective in finding the right talent. With a good HRIS, an organization can perform the following set of tasks for good recruitment:

• Labor budget
• Labor requisition
• Approval of personnel request
• Job offer Online application
• Notify the potential candidate by email and SMS
• Notify board members by email and SMS
• Online examination and screening
• Interview evaluation
• Automatically generated offer and appointment letter

18 - Attendance and leave management

The organization can maintain assistance through HRMS and have a wide range of parameters for reporting assistance, such as a late report by department, early departure, absence report. The organization is also able to keep leaves online in this way through HRMS. The employee requests leave on his input screen by assigning his responsibility to a person (except sick leave) each time the designated person agrees to take the responsibility by clicking on the "agree" button, then it disappears.

19 - Compensation and final settlement

With an integrated HRMS, an organization can generate payroll, bonuses, incentives, etc. automatically calculated. It can issue a final settlement invoice including salary due, current salary, service benefit, paid vacation, etc.

Using HRIS, the organization can perform the following cleaning task:

• Bonus & incentive
• Auto loan deduction
• OT (compliance and non-compliance)
• Increment history
• Download an Excel file
• Automatic letter generation (increment)
• Final settlement

20 - User-friendly implementation

There has been such a rush in the market for HR software that usability may have been sacrificed in favor of some HR systems. If your system is not easy to use, you simply won't get the return on your system investment, and you shouldn't settle for complicated system usage. There are many intuitive and user-friendly systems.

21 - Database and integration

A solid database (such as Oracle 10g or 11g) and an integrated HRIS can provide IT management with information and analysis enabling them to make a strategic decision so that any evolving company is competitive by freeing itself from the human errors and redundancy of data entered. Simple payroll processing is by no means considered HRIS, where a modern HRMS offers a lot of HR activities in the application or in the software.

22 - Easy to use

Any successful HRIS implementation must require a simple and user-friendly system. The respective commitment of top management plays a vital role in the installation and implementation of a results-oriented HRIS application. This is a fairly long and tedious implementation process where the motivation of each user is highly anticipated. The implementation of an HRIS can take a few months to a few years when personalization is an ongoing process to stay competitive in the industry.

In most cases, local businesses spend a lot of time and effort developing an internal HRIS, but without professional advice and a good programmer When looking for a good HRIS, experts try to '' obtain an integrated system, which has proven itself with all these characteristics. Only the attendance and salary management process does not designate any candidate as HRIS - Human Resources Information System. It should include a full human resource management process flow.