A carefully selected HRIS can increase productivity for your business by drastically reducing the manual administrative burden of your management and HR teams across the board, thus allowing them to maximize time spent within their roles. Common administrative processes that take a lot of time from your personnel include record keeping, employee maintenance, and tasks to keep compliance. To put this into perspective, most organizations have current processes that can take up to two days in any given week, all spent on compliance and paperwork alone. This is preventing leaders from focusing on other priorities and causing them to look for new ways to create efficiencies. The result? Management and HR teams are embracing automation and technology to streamline processes across their workforce.
Some Productivity Tools You Didn’t Know You Had!
Single Database, Single Point of Data Entry
With a single database HRIS, employee information is entered once into the system and, in real-time, becomes available in all areas of the system such as payroll, time and attendance, and benefits modules. The need to enter employee information into separate systems, in cases where, for example, companies have separate systems for payroll and time and attendance, eliminates the burden of double entry altogether and reduces duplicate data entry errors. Aside from increasing productivity and efficiency, this also makes for an extreme increase in accuracy, particularly in terms of your reporting and analytics. The beauty of single database HRIS becomes more apparent as a company starts to scale in size. As a company grows and begins using other modules that were once untouched, employee data is ready to go within the new modules with no need to reenter employee information.
The level of customization available in a single database HRIS is a function that was once only available to the multi-million dollar companies of the world who could afford extensive report customization to meet their analytics needs. Since all employee information is stored in one place in a single database system, it is extremely easy to generate various summaries as well as detailed reports for all levels of management allowing you to quickly make mission critical business decisions. In cases where companies have separate systems and, therefore, multiple databases, building reports becomes a task that only IT and software developers have the ability to do. The amount of reports you’re able to customize becomes limitless with a single database system and using built in tools such as a report writer makes it as simple as dragging and dropping the column information you’d like to see in the report. The ability to create your reports on demand greatly increases an individual’s efficiency, as there is no friction in obtaining the data they need to do their job.
Improved Productivity through ESS
Employee Self Service (ESS) has the power to dramatically increase the productivity for a person in charge of HR-related tasks. If a company allows employees to manage their personal and company-related information such as PTO and the ability to view or print documents such as W-2’s or company handbooks, it can dramatically reduce an HR team’s time and resources spent on activities employees can conveniently perform on their own. ESS is a great way to create company transparency and create accountability amongst employees by having them enter or adjust their information and also to ensure everything is accurate. The benefit of single database HRIS is extremely valuable when it comes to ESS because this allows employees to see items such as pay stubs from payroll, their time cards from the time and attendance module, benefits data from the benefits module, and an abundance of other employee information.
For companies that offer their employees benefits, the administration of company benefits and continual tasks to ensure the company is remaining compliant has become more burdensome for HR teams over the years, particularly with the passing of laws such as the Affordable Care Act (ACA). As mentioned in the section above, employees can be granted access to their ESS to update their own information that is directly correlated to the administration of benefits such as dependent information or submitting information that can alter the status of an employee’s benefits such as a qualifying life event. It is self-evident how this dramatically increases an HR team’s time and productivity by having employees key in their own information. Productivity can also be increased in the areas of tracking compliance information. Staying compliant with ACA laws, for example, can be manually tracked using a traditional spreadsheet. A benefits administrator doesn’t have to spend a single minute doing that, however, when an HRIS has prebuilt reports around those laws which can be run at any time, for any customized period of time, all with real time data.
With business owners and management teams already having hundreds of tasks on their plates, they’re continually seeking ways to free up more time and increase productivity. Embracing automation and technology to streamline processes across a company is becoming the much needed solution. As the world of technology and software continues to improve, it goes without saying that HRIS will continue offering ways to improve peoples’ lives.