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February 2, 2015

An HRMS system is known for having multiple functionalities that enrich the performance of Human Resource department in any organization. These features focus on different aspects of the HR department, while enhancing each operation to its maximum. The HR managers find a lot of assistance through HRMS which makes their work a lot easier. One such feature is the payroll management system. This functionality helps in making sure that the payroll system is smooth minus any glitches. Payroll is a crucial aspect and can be a tricky aspect to manage when done manually. Overlooking the financial aspect of any company is one of the most important things to do and when you get such an efficient helping hand such as HRMS, it would only help to milk its benefits to the full. The different features of an HRMS help an HR manager in different ways. Let us see how the payroll management system helps an HR manager.

A Helping Hand to the HR Manager

The payroll management software is where one manages all the records of the employees in an organization. There are many HRMS software solution providers  who could list down the number of ways this software can help the HR manager. Having a single place where all the important documents and information can be stored and monitored is a must, especially when the size of the organization is large. The workflow can be defined well and communication between different parties can be made very effective and simple, thanks to the payroll system. Some of the other ways that the HR manager benefits through the payroll system are:

Efficiently manage the finances of the organization as a whole: The payroll system keeps a check on the payroll of every employee so that no discrepancies occur causing any conflict. However, it is equally important to track the overall finances and expenses of the organization as a whole. The payroll software helps the HR manager in accessing the tax processes efficiently. The salaries of different employees can be accessed in different modes such as processing and deduction. It takes into account the leaves taken by employees. A record of every pay-slip is recorded and saved in an electronic format on the system. The automation reduces the chance of any error and all the records can easily be accessed by the managers as well as the employees.

Manage the recruitment process in a smooth and effective manner: Hiring is a crucial task that is handled by the HR manager and his department. They are responsible for identifying the right talent and bring them into the organization so that they can share a symbiotic relationship, where the company and the new hire can equally benefit from each other. The payroll software assists the HR manager by screening the potential hires and saving the database of the all the candidates. When a wrong person is hired, a lot of time, resources as well as money are wasted when the person quits early owing to a clash in the interests. Hiring the right person ensures that the money is spent on the right people. The payroll system also has features like letter templates that can be used while mailing an accepted or rejected candidate.

Save time by managing it suitably: The HRMs software solution providers assure that a lot of precious time can be saved just by managing it efficiently. The payroll software helps you with the same. There was a time when maintaining a log of an employee’s working hours, attendance, leaves and the like were done manually, which in turn resulted in errors. This reflected directly on the payroll and caused problems. However, the payroll system has everything automated where managing all these have become faster, thus saving a lot of time.

A Simplified System

HR-One shows that when the software and the corresponding department work well together, the overall positive impact can be seen throughout the organization. Both these elements should fit well together which would in turn simplify the entire system; offer a defined flow to different functions and operations. The efficient co-relation between the payroll system and an HR manager cannot be emphasized more in any organization, regardless of its size.

How Payroll Management System Helping an HR Manager?

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By HR-One Team
January 5, 2015

A lot has been spoken about how implementing payroll management software benefits any organization. Right from saving time, minimising errors, increasing productivity and making the process faster are amongst the positive things that feature on the list of benefits. The employers and higher managements will surely recommend payroll management software, but the good news is that even the employees will benefit from it. As they truly say, technology doesn’t differentiate between people. So, read on to know how some of best payroll management software companies in Delhi believe that the employees will benefit from the implementation of Payroll Management Software.

Employees at a Benefit

Empowering the employees is one of the best things any organization could do. Keeping things transparent and enabling the employees to do certain things will go a long way in keeping the employees happy and in turn can help in retaining talent. One area where this can be achieved is the payroll management. These are some of the ways employees will benefit greatly, along with the employers.

1)      High Confidentiality Factor

Any detail related to payroll and other monetary related information can now be accessed by the employees directly. There is extreme confidentiality in maintaining the records. Only the concerned employee, their manager and the concerned official at the Payroll department will have the authorization to access the details. There is no fear of unknown people stumbling upon the details or viewing one’s personal payroll records. There is no need to take special permission from anyone to access any information.

2)      Availability at all times

The information can be accessed by the employee at all times. This is beneficial for those who work in different shifts and whose shift alignment doesn’t match with the payroll office’s timings. Holidays, weekends or leaves do not come in the way of viewing the payroll details. In fact, it is possible for the employees to access any details even when they are travelling or are on the move. The 24 X 7 availability of any payroll information relieves the employees’ dependence on the payroll department, thus making the employees independent.

3)      Check on Working Hours

Payroll allows the employees to keep a check on their billable working hours. The regular working hours can be tracked easily but at times employees do put in extra hours. Keeping a manual tab can take a toll on the employees and there are high chances of making some error. According to the best payroll management software companies, the employees can keep a track of their over-hours, comp-offs, extra rosters etc through the software. There is no need for them to worry about keeping a track of all that and they can be sure of getting paid of extra billable hours. If there is any mistake, it can be brought to the notice of the concerned official immediately so that there is no inaccuracy in the issued pay check.

4)      Easy Connectivity with the Payroll team

There was a time when an employee had to physically get in touch with the payroll team in case of any confusion, discrepancy or error. They had to coordinate with the payroll team and meet to discuss further. It resulted in wastage of a lot of time. If the payroll was busy, the employee’s grievances just got postponed further. With the payroll software in place, the employee can just contact the payroll team directly through the software. The process is faster and really simple. The employee can send in any request or query at any time without the need of taking an appointment with the payroll team. They can access the response when they want, irrespective of the location. There is a level of transparency too, which builds a strong sense of trust between the company and the employees.

Keeping the employees happy has to be a priority in any organization. When the source of happiness comes from the freedom they get to monitor their payroll details, there is nothing better than that. Give them the transparency and independence they deserve, you will automatically see a rise in morale, efficiency and productivity. Companies like HR-One can help you get more details about the same.

How does Payroll Management Software benefit the employees?

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By HR-One Team
November 18, 2014

Of all the software being installed in companies, Human Resource information System or better known as HRIS is becoming more and more popular. It drastically lowers the administrative burden, increases efficiency of work, drives productivity, maximizes the employees’ morale and leads to higher profits. The positive implications can be seen almost instantaneously once the software is installed. Consult the list of best HRIS Softwares in India and see them nod in agreement.

HRIS assists in managing the employee information, tracking job applicants, configuring insightful reporting and communicating and/or interfacing with myriad other business departments. These are the very features that attract companies, large and small. If the HR system is effective and addresses the company’s problem accurately, then it can reduce overall costs of the company, can allocate resources well and pre-empt a lot of problems by identifying them beforehand. These are all the things that the companies see and rush to install it. But it is important not to make mistakes in this rush. These are four common mistakes that usually the companies end up making. Taking precautionary and avoiding these mistakes will go a long way in ensuring the effectiveness of the HRIS.

1)      Not handling the change effectively

It’s no accident or coincidence that this one statement seems to crop up again and again when one is talking about new technology and its installation. A lot of companies have faced major issues with this phase. One may shell out as much money as they want without having second thoughts but if they don’t accept and handle the change well, you can watch the money go down the drain. Proper training and induction program by the experts is a must soon after the installation is done. Make the transition procedure for all the employees, even those who can handle the change well. Keep all the communication channels open during this time. Consider all the options that can possibly ease the change it can have on different individuals.

2)      Inability to define, validate and support Data Quality

Keep one thing in mind – best results come when there accurate and detailed information is given. One needs to define their goals and objectives very clearly; the information should be validated and reliable and should be of use. Futile and redundant information will disrupt the efficiency. One will make misinformed business decisions based on poor quality data, directly hampering the company and its customers. Cross-check every bit of information that is passed through and ensure it’s defined well and relevant. Refer the list of best HRIS Softwares in India who can assist you in the same. They will help you establish clear procedures that define and validate the data entry so that it is understood by everybody.

3)      Not administering data security

The importance of data security need not be emphasised. Companies opting for a cloud-based HR solution will find it to be pretty cost efficient but there are chances of a breach in cloud-stored data which is a serious issue. It can put the company, its share-holders and customers at risk. One should administer data security with utmost care. If it’s cloud-based software then look into all the security it’ll offer for data in transit and at rest. Don’t overlook the necessity of a strong internal security system like proper password management and controls, antivirus and malware detection/eradication, user education and internal network monitoring in additional to the cloud.

4)      Overlooking legal procedures and requirements

This is one mistake that most companies are bound to make. It is very important to understand that legal aspects that are associated with data, different processes and the structure of HRIS. A lot of trouble can be negated if the legal ramifications are kept in mind right from the beginning. This is because all the data that the HR possesses is accountable for ensuring the regulations set by the state. Consult with legal experts to keep your data safe, directly safeguarding your company’s interests too. Negotiate all the clauses that are involved, making sure you are not liable for anything later on.

Considering all these points before installing is mandatory and avoiding all these mistakes will save you a lot trouble later on. If there is one thing you don’t need to sweat on, then it is these problems. Companies like  HR One can lend you a helping hand to ease your worries.

4 Mistakes That Most of us do when choosing HRIS

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By HR-One Team
October 30, 2014

Everybody is familiar with the concepts and functions of a Human Resource Management System (HRMS) and a Learning Management System (LMS). These two softwares form the basis of a lot of organizations, which help them achieve exceptional results and achieve the desired targets. Individually, these may be one of the powerful and integral parts of the system, but when they both are integrated, they form an even stronger team that become a force to reckon with. Is it essential? Let’s find out.

But before that, let’s take a quick recap into what element does. A business textbook defines HRMS as the processes that lie at the intersection of human resources and information technology. It overlooks and automates all the functions undertaken by the HR department, which were initially executed manually. Some of the best HRMS software agencies in India can help you decide the best HRMS solution for your organization and implement it accordingly. On the other hand, a Learning Management System (LMS) is a software application that is used for the administration, documentation, tracking, reporting and delivery of training programs. It handles training data, education and certification details, and even the requesting and approval of training through workflow. But inspite of its potential for training management, almost all LMS rely on its integration with HRMS. Though this is isn’t an easy process, it will enhance the employee training program and give better reporting capabilities and accurate data.

Here we will list reasons why you should consider integrating HRMS and LMS.

  1. It will reduce the chances of Dual Data Entry

For any training purpose, it is essential to fill out the details of the employee undergoing the program. His name, position, location, department etc will be required to be documented before the training program starts. Without the integration, these details will be entered twice, once in HRMS and these details are stored in an LMS as it is.  Furthermore, details such as manager and cost centre are helpful for routing the workflow and for costing purposes. So, integration will lessen the chances of duplicated data, the effort to enter the same details twice and save a lot of time in the process. The data integrity is improved as there will be only one source for all data.

  1. Data Discrepancies are greatly reduced with integration

Without the integration, there are a lot of cases data discrepancies that arise due to running reports from two different systems, i.e., HRMS and LMS. There can be clash between the legal name entered in HRMS and just the first name or a nickname or a different spelling if it is manually entered in the LMS system. The best HRMS Software agencies in India suggest that integrating both the systems will eliminate such clashes and discrepancies. Moreover, basic HR data points like job title, employee location are entered rarely in the LMS, which can get outdated as compared to HRMS. Integrating solves this issue too.

You can start the integration by comparing the fields stored in the LMS and core HRMS. Answer questions like what is the support structure will be used to troubleshoot if there are questions about the integrated data or will the integration run real-time, hourly, nightly or weekly basis or what is the expected integration frequency. Once this is done, make sure that there is a shared ‘key’ data like employee’s ID number. The whole process is to cut down on the repeated ‘key’ data, if it’s not shared, you don’t need to bother with it at all. When there is an influx of new employees, they might get into the induction program without requiring all the data filling steps. So, when the time comes for them to fill in all the necessary details, make sure that the integration can solve any issue that may arise. And the last and very important thing is keep in mind is the security. Make sure it’s not compromised during and after integration.

So, we see that integrating the 2 systems is a really good idea and one should seriously consider it. Consulting companies like HR One can guide you through this procedure, so that you do not get overwhelmed by it. Good luck with the integration!

Managing Training with HRMS

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By HR-One Team