How to Evaluate HRMS Software
Understand and identify needs from your HRMS Software
In order to determine your needs are for an HRMSSoftware, you need to know what functionalities and features HR software applications provide. Once you have understood the features you need, you can then make an optimal decision on which HRMS Software to buy.
Standard HRMS Software Features and Functionalities
Employee Database is the most basic feature with all HRMS software applications. The employee database should contain fields for the information that your company has in an employee file.
Payroll comes as a separate module and is not present among many HRMS Packages. The benefit of having the payroll module in your HRMS Software is that all of the HR and Payroll data is contained in a single system. This saves the effort of double entry of Employee data, as well as removes possible data entry errors.Since a Payroll module is the most complex system amongst the various HR modules, an HRMS Software which contains Payroll Module should definitely be preferred as it denotes a software with more depth and integration.
Time Collection – This module is basically an online employee time sheet. The employee should be able to input the hours they worked and on which tasks they worked on, and submit the information to their manager using the HRMS Software.
An online recruitmentmanagement module offers the ability to create job application forms and post them online, thereby collecting applicant information on the fly. With this module, prospective candidates can apply for jobs directly on your web site. The applicant data can then be searched to determine the most qualified candidate. Good HRMS Software also offer the ability to schedule interviews and send interview reminders to the applicant as well as the interviewer.
Employee Self Service
ESS – Employee Self Service is the function of the HRMS software to provide employees or managers ability to access and, if approved, change data related to themselves. In addition, Employees can view and download their payslips, apply for leave, and submit expense claims online.ESS is a very critical factor for the HR department to consider when buying an HRMS Software. Studies show that HR personnel spend 60% to 90% of their time providing payslips, managing leaves and clearing expense claims of the employees. With these tasks being done online, it allows the HR personnel to focus on HR strategy and employee welfare.
Manager Self Service
This again is a very critical factor for the HR department to consider while buying HRMS software. This allows managers to change or approve employees’ requests for Leave, and claims, in addition to managing their appraisal and payroll information.
This is a simple yet important function of an HRMS software that saves a lot of time and effort on the part of the HR personnel, and also provides good communication with employees. This feature in a good HRMS software allows automatic emails to notify employees of important events like appraisal submission deadlines, interview timings, leave approvals, claims approval and more.
Performance Appraisal Management
HRMS Appraisal module, which invites feedback from senior employees (including the supervisor/manager), peers and subordinates, is the key method for collecting performance feedback. Managers can rate employees based on competencies and goals defined in the HRM Software for each designation or job. Then, employees and managers can track the success and progress of each goal before, during and after the review process.
Timesheet Management Module
With HRMS Timesheet Management, recording of employee tasks on a time-line becomes much simpler, faster and accurate. The system monitors and generates timesheets for each employee which includes a start and end time for each task. HRMS Timesheet is effective, Time Tracking software which tracks regular working hours and payroll, as well as overtime and off-times payments. Users can obtain a detailed breakdown of tasks as well as the cost incurred for each task. Employee timesheet, both for in-house personnel as well as employees posted on client locations, can be generated on the fly.
Personnel Administration Module
HRMS Personnel administration is primarily concerned with the organization of human resources. Hence, the basic objective of personnel administration is to utilize the available human resources in a way so as to get the work done effectively and achieve the organizational goals.
HRMS Personnel Administration provides an integrated and centralized employee database. It also helps the HR department to manage all the details of employees in the organization, configure the settings related to the work structure and also keep track of all employee activities occurring in the organization
Employee Self Service
HRMS Employee Self Service (ESS) provides a host of relevant personalized services directly to Employee Dashboards. Employees can view information pertaining to them and manage their daily tasks from a single, secure web based platform. Deskera ESS frees up HR personnel from the usual barrage of HR related queries, allowing them to focus on more important strategic initiatives.
The employee related information is stored and maintained in a central database, which forms the core of the solution. Your employees and managers have access to information that is up to date and consistent for HR and business related decisions. There is also support for document and data archiving.
With HRMS Employee Self Service, employees are able to view, enter and make changes to their personalized profile which includes uploading of digital photograph, dependents information, contact address update, training details and certifications, skills information, experience profile and more. It includes an approval workflow which allows HR administrator to verify the updates before accepting the same.