HRMS: Human Resources Management System
Human resources management is an important part of the Software Implementation Project. The human resources management plan is a tool which will aid in the management of this project’s human resource activities throughout the project until closure.
The human resources management plan includes:
- Selection of the HRMS software/tool
- Team composition: Roles and responsibilities of team members throughout the project
- Project organization charts: Graphical representation of the hierarchical reporting within the team.
The purpose of the human resources management plan is to achieve project success by ensuring the appropriate human resources are acquired with the necessary skills, resources are trained if any gaps in skills are identified, team building strategies are clearly defines, and team activities are effectively managed.
The Project will incorporate innovative business process sales and services including the following:
- Employee Database
- Training Management
- Time Collection
- Employee Self-Service
- Manager Self-Service
- Email Alerts
- Benefit Administration
- Benefits Open Enrollment
- Position Control
- Performance Review Management and Compensation
An employee database, or HR database, is the one common feature in HRMS software applications. The employee database will likely contain fields for most of the information currently in an employee file. However, with the HRMS data being contained within a database provides the ability to report and manipulate the data.
The largest benefit of this option is that all of the HR and Payroll data is contained within a single system. Therefore, double input or the transfer of data does not exist. The HRMS or HR software packages that do offer payroll usually a variety of interfaces to provide the capability of importing or exporting data to a third-party payroll provider. If there is no plan on changing out the payroll application, this might be the best fit.
Manually tracking attendance and accruals is a wasteful, time consuming process for those HR departments who do not have the advantages of an automated HRMS system. Attendance systems will typically track accruals and provide automatic increases to accrual rates, based on seniority. If it does not have an integrated payroll application and/or an integrated time collection system, it may not be able to track accrual rates if the levels are based on hours worked, as opposed to length of service.
The HRMS system software applications provide the ability to track basic training data, such as when someone completes a class and when training is due again. They are responsible for not only have to track when an employee got trained and must be retrained, but also how many CEU’s or credits they need to achieve certification or program requirements. They may also have to track training required by Job Title. In this case, employees may be able to view training details or enroll in classes online.
Time collection is for tracking time records for payroll. There are a variety of ways time data can be collected. The easiest is a simple online employee timesheet. The employee simply inputs the hours they worked and submits the information. Some web based systems act as time clocks where employees log in, clock in for the day, out for lunch, and so on. The third option may involve the actual use of physical time clocks, which integrates with a software application and the HR and Payroll applications
Recruiting solutions have come a long way in the past several years. Many of the online recruiting options offer the ability to link data to the website. With this option, prospective applicants can apply for positions directly on the company website. The advantage is all of this data is contained in one single database that can be searched to determine who the most qualified candidate is. A few systems take the process a step further by offering applicant self-service, where the applicant can setup a profile and actually monitor their stage of the hiring process.
Employee Self-Service systems provide employees or managers with the ability to access and, if approved, change data related to themselves or their employees online or through a company intranet. The advantages of these systems are obvious. Managers and employees have the ability to look up important details on their employees without having to contact HR. This data may include simple demographic detail or include more inclusive time collection, training, attendance, performance management, succession management, and/or payroll information. This module will provide for some type of automated work flow. When an employee makes a change to data, the information may change automatically or it may go through an approval process, where the manager may approve or deny the request before HR makes the change final
A key element, and sometimes a more important element, of Employee Self Service is manager self service, which was touched upon above. This capability gives managers the ability to view data and, if allowed, change data on their direct and indirect employees. As mentioned above, managers who use an ESS product with manager self-service, may have the ability to change or approve changes to employee data including demographics, time sheets, time collection, attendance, performance management, succession planning, and payroll information.
Most HR Software products now offer some type of email alert software. Here is how these systems work: It has a large number of dates, as a HR professional, are required to track on the employees. These items may include birthdays, anniversary dates, review due dates, certification dates, training due dates, and more. With these alert products, they will be able to set up automatic emails based on these due dates. For example, when a review comes up, they can send an email to both manager and employee of the pending date
This module provides some capability of tracking employee benefit data. With this data, HR departments are able to report on which employees have certain benefit options and what the costs are to employees and the employer for those plans. Where they differ is the ease and the capability of setting up and adding benefit plans. Make sure the system selected can directly handle the calculations associated with the benefit plans.
Benefits Open Enrollment
Benefits Open Enrollment products provide the basic capabilities. An HR system administrator is able to setup a wizard, which guides employees through the process of enrolling for benefits. Employees will have the ability to see which benefits they are eligible for and what the cost is for each plan. With most of these systems being online, this is a function that can be addressed while the employee is not at work.
HR Systems typically track employee-related data by employee name. Thus, data related to training, pay, employee development, salary grade, job title and more are associated directly with the employee file. Position control systems differ in that they associate all of this data, and data related to open requisitions, to the position. For reporting capabilities, this is an important difference.
Performance Review Management and Compensation
This is becoming a more popular HR system option. There are few processes that are more time consuming and more difficult to standardize than the review process. These systems automate the process and reduce the paperwork associated with reviews. Managers will score employees based on a number of user determined competencies. Based on the score, the body text under the competency can be automated as well. During the year, goals can be established for each employee. Then, employees and managers can track the success and progression of each goal before, during and after the review process