Every organization, big or small, needs a human resources department at the center of its operations. An organization’s success largely depends on its HR department’s management and recruitment of staff.
Traditional HR practices no longer apply in today’s market. To manage human capital without overstaffing HR departments, investing in the latest Human Resources Management System (HRMS) software is essential. This software has features that help make HRMS management more effective and HR team members more productive.
Identifying the right HRMS software that fits into your company’s mission, vision, and culture can be challenging. Many of these software programs are generic, with very little differentiation to account for the operating styles of individual organizations.
To avoid wasting valuable time and money, you must identify software with HRMS features that provide tangible and verifiable solutions aligned with your organization’s objectives.
Below we look at some prominent features that must be present in the best HRMS software systems to benefit your organization.
Automated Attendance and Leave Tracking
An essential aspect of managing human capital is efficient, and preferably automated, tracking of employees’ schedules and time off. This productivity affects an organization’s bottom line and operations.
You’ll need intuitive HRM software to help HRM team members view, monitor, manage, and amend employee schedules in a single easy-to-use interface.
Some essential benefits of HRM software that can help you manage scheduling, attendance, and leave include:
- Provides accurate timekeeping for payroll processing
- Offers straightforward interpretation of employee data
- Improves employee productivity
- Promotes flexible attendance and leave policies
- Promotes responsible and effective HR decision making
When organizations institute such software systems, they can eliminate costly errors associated with employee productivity management and payroll management. This efficiency saves your company valuable time and money.
Automatic Alerts and Notifications
HRMS software holds employee information and ensures that the relevant information reaches all stakeholders, which can be challenging and time-consuming without the right HRMS.
An efficient HRMS software program should trigger automated alerts and notifications to HR leaders and team members. HRMS software provides real-time notifications, enabling staff to make timely decisions concerning the management of company employees.
Notifications are essential for internal communications, reminders, and HR policy updates, among other fundamental company processes. Without these notifications, important deadlines and milestones can easily be missed, which could be detrimental to the overall management of the organization.
Confidentiality and User Role
One of the most critical HRMS software features is its ability to share confidential employee information on a need-to-know basis.
Robust HRMS software features assign HR team members clear user roles and role-based permissions, allowing them to control specific actions, allocate resources, and manage authorizations accordingly.
The modern workplace demands an always-accessible program in every department. This need is more prevalent in HR departments, where the employees make quick decisions every day.
Not all employees work in the same location, especially in complex organizations that may have multiple offices or workers out in the field. Cloud-based HRM software enables companies to maintain, amend, and manage a centralized employee database regardless of time or location.
These cost-effective, omnichannel, and scalable software solutions make it effortless for HR team members to view, amend, share, or monitor employee information and contact employees from wherever they are working.
Centralized Employee Management
Employee management is a primary function of HR departments. HRMS software features effective solutions that enable the process to run smoothly.
A centralized software solution allows for streamlining HR processes such as hiring and firing, planning, reporting, and monitoring. These software systems can also handle comprehensive employee directories that provide complete details about all employees, including their personal information, roles, skills, performance appraisals, and disciplinary history.
Effective HRM software solutions simplify an organization’s operations. These features streamline workforce and workload planning by managing employee headcounts and schedules and setting up a comprehensive HR strategy while keeping in mind the available budget.
HRM software solutions decrease an HR leader’s worry about duplicate information and help maintain clean employee records.
An effective HRMS solution must retrieve data from all sources. This software must also deliver essential operational trends and insights to enable HR leaders and team members to make effective decisions.
This software should offer an umbrella view of an organization’s employees in a single interface, turning employee data from mere numbers and statistics into detailed stories.
The information collected from insightful HR reporting can encourage beneficial changes to an organization’s HR policy and procedures. Report templates that can create customizable reports from current and past HR data are instrumental in shaping current and future HR policy.
HRMS software promotes efficiency when HR team members make such changes.
A useful HRM software solution must allow employees to view and manage their data without an HR professional. These HRMS software features reduce staff workload in HR departments, which enables them to focus on human capital management’s core functions, eliminating mundane tasks and saving time.
Sophisticated HRM software solutions must offer multi-channel access and not limit data access to employees. The software should also provide employees with the ability to perform easy tasks from self-assessment reports for performance appraisals to updating their biographical data and contact details.
Precise and Clean Data Reconciliation
Another important HRMS software feature that is non-negotiable is its ability to pull the data you need into customizable and understandable reports. Your HRMS should serve as your single source of truth for all of your workforce data. Therefore, a unified HRMS will provide better data reconciliation than modular systems that open up more opportunities for conflicting, inaccurate, and incomplete data reporting.
Data reporting is an HRMS software feature that allows HR professionals to automatically import or export data, eliminating human error and redundancy caused by data duplication.
A flexible HRM software program also seamlessly syncs data, avoiding disasters with sensitive issues including payroll, employee name duplication, and employee role confusion through automated processes such as:
- Alternative data backups
- Automated data access and updates
- Data history scanning
- Enhanced data security
Integration With Other Company Software
While HRM software programs must be autonomous to avoid data redundancy, many have trouble integrating seamlessly with other essential software programs within HR departments. Your best option is a fully unified system that encompasses the entire employee lifecycle for a complete HR solution.
This system should also be able to integrate with your EHR and General Ledger for enhanced data reporting.
Before deciding on any software solution, make sure that it is customizable to fit in with other solutions in your organization.
HR processes are complex, often requiring specific workflow procedures that need the authorization of HR leaders and other stakeholders. As most information on these systems is confidential, this capability is prudent to avoid data breaches and other mishaps.
These HRMS software features, however, also make these systems hard to use. All-in-one HR automation tools help eliminate redundancy by enabling simultaneous data requests.
It may surprise you to know that managing recruitment can be as complicated, if not more complicated, than managing employees.
HRM software includes features that enable HR team members to access a central database. This database access helps organize job openings, manage applicant information, schedule interviews, and give feedback to successful and unsuccessful applicants to make it easier for recruiters to acquire the best talent. These solutions enable HR professionals to keep potential employee information on file for future interviews and design a complete onboarding process for successful applicants.
The whole recruitment process runs better with HRM software features that enable these responsibilities.
Repetitive tasks are some of the most draining chores for HR professionals. Mundane tasks like tracking time-off, leave, attendance, and onboarding and off-boarding can take a severe toll on employee morale.
HRMS software programs with features that automate these tasks put more time in HR professionals’ hands. This automation allows HR employees to focus on more productive tasks like formulating career development advice for employees, talent acquisition and management, and aligning HR policy with company objectives.
It’s difficult to say a software system is useful if it is not user-friendly. Most HRM software solutions will need to be customized to match the needs of specific companies.
Decision-makers need to choose HR software that not only can adapt to your organization’s unique operational needs but also features a user-friendly interfaces and easy-to-use tools that simplify the process of customizing employee forms, reports, and other software components.
Wrapping It Up
The thirteen HRMS software features listed here are useful in modern-day HR departments and essential to the HRM software you choose.
HRMS software saves valuable time and boosts productivity while empowering HR leaders to make better decisions. This time restructuring also supports HR’s ability to recognize top-rated employees. Studies have shown that employees recognized for their efforts work harder. Improved efficiency also leads to satisfied, more productive employees.
These HRM software programs allow HR professionals to focus on helping employees perform better and develop their careers. From recruitment and onboarding to payroll and employee termination, quality HRM software with powerful HRMS software features can transform your organization’s culture, employee relations, and bottom line.
Discover the perfect HRM software solutions for your needs by checking out DATIS. Our customizable human resource management solutions can help you realize the ideal human resource management strategies for your organization.