How to Choose the best HRMS Software for your organization?

How to Choose the best HRMS Software for your organization?

INTRODUCTION

We are presently living in the century where the value of time is equal to the value of money. Small and large business houses seek to reduce their cost by increasing the efficiency of their business functions. For startups, medium scaled businesses or large enterprises, the use of a proper HRMS software is most important as it helps to expedite the growth process and also, simultaneously helps to eliminate the errors which ultimately benefit the bottom line employees. The times when HR was considered to be just a paper-based task are left far behind. Today even the slightest of mistake can result in nothing less military maneuvers in the companies. With a lot of benefits for the employer, the employees and the customers alike, HRMS provide a whole new avenue of ease of functioning to its users.

As the business grows, it generally faces problems with workflow optimization, scaling, and process automation. Taking care of a company’s human resources also becomes more and more complicated as the workforce begins to expand. To handle all of the day-to-day HR tasks and the personnel and payroll needs, an organization may take advantage of a Human Resource Management System (HRMS). The HRMS is a specialized software which is developed to help in handling the HR activities of an organization so that manpower handling can be done easily and efficiently.

BENEFITS OF USING HRMS

So basically HRMS is a software which helps organizations to automate the different HRM functions which are otherwise performed manually or with the help of some generic software such as MS EXCEL. An HRMS allows consolidating the different functions of HRM right from recruiting, selecting to performance appraisal to retirement and gratuity. It is a single platform which allows controlled access to different parties such as employees, HR department and top management. Some of the important benefits of HRMS Software are as follows :

ENHANCE HR PRODUCTIVITY

By making use of an online system, the quantity of paperwork that is needed to be done by the HR department is significantly reduced. The time that is needed to create, edit and to find out documents are greatly decreased which directly helps them in increasing their productivity.

REDUCTION IN COST

An effective HR system will save the organization's money. The standard benchmark for several full-time HR professionals working in a company is one HR employee per 100 organization employees. As less paper is used, much of the time is saved. Thus the HR system would save the money automatically.

ACCESS TO INFORMATION

While using the online system by multiple users, the security is said to be an important aspect that one must always bear in mind. If all the processes are done offline, then the security cannot be managed appropriately. But, HRMS can take care of it automatically. The employees can easily see their information only. Only the accountant can access the accounting information and likewise for marketing, research and other departments.

EFFICIENCY OF ADMINISTRATION

If the company is making use of a paper-based system, then it would be very difficult to keep a track of the employee’s information for the HR department. For instance, How many leaves did a particular employee take?, Which projects/tasks are being handled by which employee ?. Using the HRMS, it becomes easier for the HR department, as they can use the search and filter options to find out relevant details. This helps to find out issues of understaffing or overstaffing and hence ensure optimum utilization of resources.

DATA ANALYSIS AND QUICK DECISIONS

As most of the data managed in the HRMS, the information is up-to-date and robust. Due to this, the HR manager can make quick and accurate decisions. For instance, how many people would be needed to undergo training? Who would be available for the position of an Event Manager etc? By using the reports that are generated by an HRMS software, one can carry out the analysis of the data which is generated by the system.

BETTER COMMUNICATION

The HR systems would include an employee directory. Utilizing the HRMS creates the possibility of internal communication without being dependent on any outside tool. As an Admin, the HR manager or any HOD can send out messages to a bulk of employees by using the HRMS.

MITIGATION OF RISK

In an event of a legal dispute arising, how is it possible to prove that an employee had been made aware of a specific policy or had been trained on the method of using a particular piece of equipment? The mail communication is alright but it is not unheard of many people denying read an email. Many of the present-day HRMS software providers a read and accept facility which provides a paper trail not only reflecting that an employee had been sent a particular message but even show that they have accepted the contents of the communication.

SECURITY AND DISASTER RECOVERY

The HRMS serves as a security to the data. Since the backup of all the data has been taken in a timely fashion and the same information is also stored in the cloud server. In case of some natural or man-made disaster, the organization can easily recover the stored data from the cloud.

The above-mentioned points are some of the benefits of HRMS software for an organization implementing it in the right way. This enables the employees to do more and better because they are given access to technology. But there is another factor which affects the success or failure of an HRMS. It is implementing the right HRMS programs.

AN IDEAL HRMS

While looking out for a comprehensive HRMS that can cater to the different functions of the HR department, it is important to ensure that all the major functions of the HR department are taken care of by the software. Below mentioned are the HRMS different modules that an ideal HRMS must contain and the different features that each module must entail.

1: Recruitment: The common recruitment module features are as follows:

Customized pipelines for the different roles

• Single -click posting of different jobs and job descriptions on a variety of jobs portals
• An automated assessment processes, along with interview scheduling
• Tracking of applicants
• Analytics for candidate profiles
• Mobile app
• Social media interface
• Digitized offer management   

  

2: Onboarding: The common onboarding module features are as follows:

• Pre-first day preparation
• Set up of accurate employee record details
• Provision of important information about the company and their key personnel
• Automatic scheduling of important meetings such as AGM
• Compliance of different legislative mandates
• Goal-setting for a base during the probationary period

  

3: Performance management: The common performance management module features are as follows:

• Setting up and managing the goals
• Linking tasks to the competency framework
• Scheduling the appraisal meetings
• Enabling to collect 360 performance feedback
• ‘Instant’ feedback tools
• Big Data gathering
• Talent management and succession planning tools

4: Benefits administration: The common benefits administration module features are as follows:

• Automated communication of the enrolment options
• Plan comparison tool to help the employee choices for calculating the. costs and contributions breakdowns
• Event management for the benefits life cycle
• Legislative compliance for the territory of the company

5: Workforce management: The common workforce management module features are as follows:

• Scheduling workforce and shift management
• Workflow monitoring and control
• Management of dashboard with the real-time data and metrics

6: Time and attendance: The common time and attendance module features are as follows:

• Employees attendance tracking
• Time management
• Biometric systems integration
• Functional for the remote as well as mobile workers

7: Absence and leave management: The common absence and leave module features are as follows:

• Leave requests to upload via Self-service
• Integration with workforce management and time and attendance functions
• Integrate with the ‘Account management’, by tracking accrued vacation time vs usage.
• Metrics and analytics for identifying absence levels and trends

8: Learning and development: The common learning and development module features are as follows:

Online Learning portal

• Training recommendations that are linked to the role, skillset, and the career aspirations of individual employees
• Individual employee learning plans
• Setting and managing targets
• Linking to the employee competency framework

9: Talent management: The common talent management module features are as follows:

• Succession planning
• Alignment of manpower planning with the organizational strategic business goals
• Identifying of the career paths and individual career plans
• Integration with recruitment campaigns

Best HRMS SOFTWARES

The market is flooded with a variety of HRMS SOFTWARE SOLUTIONS. Some of them are free, some are paid, some are cloud-based while some are server-based. Below mentioned are the details of the top 5 HRMS software that are available in the market.

• Sage - Sage is an organization and accounting software which mainly helps small and medium scaled businesses. Earlier Sage had focussed on only developing software for the Accounting functions. Over the years the product range has expanded significantly. Their software solutions are divided into three major areas namely Payroll, Accounting, and Human Resource Management and Payments.

• Netsuite - The NetSuite ERP is a complete, scalable cloud-based ERP solution while is targeted at the high-growing, mid-sized and large scale companies. It automates the front- and the back-office processes such as revenue management, financial management, fixed assets, billing, order management, and inventory management. 

• Bright Pearl - Brightpearl is yet another cloud-based ERP system which is designed to help the retailers and the wholesalers to align their business processes, such as orders, customer data, inventory, accounting and reporting on a single platform. 

• Microsoft Dynamics Nav - The Microsoft Dynamics NAV is an ERP software that can suit the midsize organizations. The software offers specialized functions for the distribution, manufacturing, retail, government, and other industries. The Microsoft Dynamics NAV software offers applications for their human resources management, manufacturing, financial management, and the international sites, sales and marketing, project management, supply chain management, service management,  and business intelligence. 

• ODOO - ODOO is a platform which organizations can use to easily manage the functions of their company such as human resources, sales, finance, materials and warehouse management, accounting, and many other enterprise features.

HRMS The ODOO Way

ODOO performs the tasks utilizing an intuitive user interface which can be easily extended to the community modules or with the customized modules that can suit the needs of individual client's needs. ODOO can be easily used by organizations of all sizes, providing a clear and integrated view of the business.

Having ODOO as your HRMS software can help you to leverage technology, to automate the tedious HR processes and improve the current HR operations and administration which meet current market trends. ODOO has all the HRM modules which most of the top ERP software do not possess and even more. It is compatible with user interfaces such as Kanban, Gantt, and calendar. Other benefits of ODOO are as follows :

• Full Web Interface
• Theme Store
• Fully Responsive
• Customized fields out-of the-box
• Mobile (Android / iPhone)
• Real-Time Chat & Emails
• Dynamic Reporting/ Pivot Table
• Full Keyboard Support
• Keyboard Shortcuts
• Multi-language Free Trial
• Free Updates
• Upgrades to Future Versions
• Hosting & Maintenance
• Customer Support (Technical +Functional)

With such a magnitude of benefits, ODOO is the best HRMS Software for an organization that wants to get its HR functions in place and align them with the organizational goals through the ODOO ERP.