When it comes to HRMS software, India has a plethora of options. The recent pandemic has also led to an accelerated adoption rate of HRMS among organizations. This has resulted in multiple new HRMS software solutions being developed. However, when it comes to choosing the best HRMS software, one needs to exercise caution as not every HRMS is built the same.
As with any piece of software, for every good HRMS, there could be multiple inferior ones. Hence, let us understand what features help in making a great HRMS ‘Great’!
Table of Content
What is HRMS?
HRMS or Human Resource Management System is a suite of software modules that help in streamlining the HR tasks and thus, increasing their efficiency. It helps automate most of the routine administrative processes and keeps the employees engaged with the company.
Most HRMS software also comes with advanced analytics that helps in evaluating the company and helps in taking the necessary steps towards its success.
Benefits of HRMS
Let us understand the various benefits of HRMS to understand its relevance for an organization…
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Streamlines HR Processes
An HRMS solution streamlines the various HR tasks and processes, which in itself reduces the time taken to complete it. Meanwhile, streamlining the tasks also helps in increasing the efficiency of these tasks, effectively improving the whole HR department’s efficiency.
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Enhances Communication
A robust HRMS platform also provides an easy avenue for communication between several departments. These sections need to interact with each other to complete their tasks effectively, and hence, HRMS again proves to be quite a versatile tool in the HR toolset.
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Reduces Administration Costs
As the HR teams are tasked with multiple administrative tasks, the HRMS can easily perform the same on their behalf to reduce their workload by more than 50%. The HRMS platform would be able to seamlessly automate these administrative tasks to reduce the time and effort lost on performing repetitive administrative responsibilities.
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Secures Data with Integrity
The HR database consists of vital company information such as the employee details, their payroll and statutory structure, attendance details, etc. This information should be safeguarded against cyber-attacks, and here, once again, an HRMS comes to the HR’s rescue. A robust HRMS will have access control as well as military-grade security to encrypt the employee database and provide data integrity.
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Improves Employee Engagement
With the help of ESS portals provided by HRMS software solutions, the employees can easily access any information about their employment with the company within a few clicks.
Additionally, it also helps them request leaves, check to leave balances, mark and regularize their attendance, download payslips, etc., which improves the overall employee engagement rate and, thereby, the organization’s retention rate.
What makes a great HRMS ‘Great’?
And so, we finally arrive at the question which started this discussion: What makes a great HRMS ‘Great’? Well, for starters…
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ESS Portal
Having a robust Employee Self-Service (ESS) portal is crucial for keeping the employees engaged, as we understood a few seconds ago. It not only helps in providing an interface for the employees to access their data but also aids in updating the same in case of any errors.
Additionally, the employees can find anything that they are looking for in a matter of a few clicks instead of running after the already weary HR.
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Chatbot or Virtual HR
Modern HRMS comes feature-packed with a virtual assistant on the lines of Alexa or Siri. These smart ‘virtual HRs’ are often controlled with the help of artificial intelligence, which helps in keeping the conversation interesting while also helping the employee with their tasks.
The latest chatbots even utilize machine learning and Natural Language Processing (NLP) to understand their words and perform the relevant action.
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Mobile App
With the pandemic-stricken world moving towards remote and hybrid working, mobile apps have become a necessary feature for any HRMS. A mobile app helps employees stay connected with their company even after working hours and when working remotely. Although it might seem counter-intuitive at first, staying connected with one’s company has its benefits. For example, you would be able to download any important document from your HRMS anytime, anywhere.
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Notifications
Timely notifications often help HR, and the employees stay on top of their deadlines. Moreover, these notifications can be sent to the staff members via the mobile app to ensure maximum engagement. Having the option to notify the employees also helps HR provide any vital information as a broadcast to every employee, which helps them in feeling valued and inculcates a sense of being a part of the family.
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Access Control
The HR database provides a repository for the employee documents and their information. It also takes care of storing precise attendance data, timesheets, etc., which requires calculating every employee’s payroll accurately. Hence, HRMS systems provide the option of access control to ensure that the relevant data categorize and abstracted for maximum security.
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Biometric Attendance
Marking attendance is a mundane activity that every employee has to go through every time they enter and exit their company. This process can be much more intuitive with the help of the biometric attendance feature of modern HRMS platforms. It utilizes biometrics to scan the biometric features of an employee. Such as their face or fingerprint, to recognize them and mark their attendance.
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Interactive Reports
Interactive and customizable reports help drill down on the data presented to the HR by the HRMS. Such kind of interactivity helps them further analyze their database. And find out patterns in the data, which would help them improve their employee management strategies.
Customizable reports also help in presenting the relevant data to the upper management that would aid in getting grants issued for employee engagement.
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Flexible Payroll
A robust HRMS solution also consists of a highly flexible payroll structure. It takes into account the different categories of employees working in a company. And would have the option to add and remove the wide variety of payroll components.
This kind of flexibility helps in customizing the payroll as per the company requirements. And hence, vastly enhancing the payroll customization ability of the HR department for individual employees.
Conclusion:
To summarize, the answer to the question ‘What makes a great HRMS ‘Great’ is simple; it is the ability to be innovative. Hence, if you are in the market for an HRMS solution, check out the innovative ones. And are proudly displaying the benefits of their innovation to the world.
Moreover, if you are still unsure of the cost-effectiveness of a feature-packed platform, simply research the marketplace. Also, you will understand that the cost of deploying a cloud-based HRMS platform is meager; when compared to the multitude of benefits that it offers from the manual methods and processes of the HR department.
