The HR team must track employee data to be successful. This task can be done with the help of HR software. It is important to create a list of requirements before you begin the process of evaluating HR systems. Also, make sure to understand the various software modules and features available.
Your company’s culture will be important when determining which features should be included in the requirements document. A learning management system (LMS), if the company fosters a learning culture, is more important than performance management software. When compiling a checklist of HR system requirements, consider the following features.
Choosing the Right Dispatching Software System For Your Company
Top HR Software Features
Cloud-based vs on-premises
Cloud-based HR systems are common. The vendor hosts the software, so corporate access to the data and application is possible via a web browser. Vendors also offer HR software installed and managed within an enterprise’s premises, usually by IT. Both models have their advantages, but cloud-based software is preferred.
Core HR
The core module is a key component of HR management software. It stores information about employees and is often the hub of functionality that can be applied to the entire HR system, such as reporting and security.
- One central database is better than multiple databases. This can be possible when software is acquired.
- All necessary information about employees can be entered.
- Ability to create custom fields that track information specifically for the organization
- Role-based security simplifies access rights assignment to employees
- Future-dated and backdated changes are both entered
- The system meets all requirements of government compliance and extracts the required data;
- Non-employee information, such as contractor data, can be entered.
Attendance and time
Most HR software allows you to track absences or record working hours. You must ensure that the system is compatible with corporate policies and practices. Verify that the system is capable of performing the following:
- Allow the ability to configure all absence types used by your company
- Define which absence types apply to which employee populations
- Create timesheets and schedules that capture and display the required information.
- Employers can make timekeeping easy using a mobile device, browser or tablet.
- Provide exception reporting to highlight missed shifts or missed clock-outs;
- You can specify the statutory holidays for each country or region and configure eligibility requirements.
- Provide approval workflows and reminders regarding absence requests and timesheets.
Recruiting
The recruiting module, also known as an applicant track system, covers all aspects of the hiring process. Although most HR systems have this functionality, it is not as sophisticated as systems that are specialized in this area. These are key features of HR software to be aware of:
- The job library includes a job description, key information, and salary ranges.
- Configurable requisition/offer-approval workflow
- It is easy to post job openings on multiple websites and job boards.
- Reports, tags and custom groupings to track candidates
- Support for multiple offer templates to suit the needs of each company
- Support all aspects of the offer process, including candidate signature, sending offers and electronically returning an offer.
- Support for advanced digital signatures such as those offered by DocuSign
- Ability to attach attachments to offers
- Regular, easy-to-send communications to passive candidates
Onboarding
Onboarding modules can improve the onboarding process and give new hires a positive impression. New hires use the onboarding module to fill out forms and review policies. When creating a checklist of HR system requirements, consider the following:
- Transferring new hires from recruitment to onboarding is simple without rekeying data.
- A customized landing page, which can include adding company information, videos, and organizational charts.
- Employees can sign and complete policies and forms;
- New hires should be able to access all paperwork and complete it before the first day.
- Task lists for all those involved in the onboarding process
Performance Management
Many vendors offer features that allow for informal Feedback but still provide the functionality necessary to manage traditional performance reviews. No matter what performance management approach you use, the following points should be considered when evaluating HR software features.
- Configurable form to collect data from managers and employees
- Configurable workflows allow for processes and approvals that are consistent with company processes;
- Concurrent filling of forms reduces the time required for review.
- Dashboards and reports to monitor progress and analyze the results
- 360-degree Feedback
- Integration with succession and compensation
Benefits for employees
A feature that collects information about employee benefits can help save time in the onboarding process and open enrollment. These capabilities are available depending on the requirements of your company.
- You can configure multiple plans
- Instead of rekeying data, upload data to insurance companies
- When applicable, let employees choose their coverage based on available options and provide a costing.
- Push data to payroll to eliminate rekeying.
Dashboards and reporting
When reviewing HR software features, make sure to include reporting and dashboards. These capabilities are often left until the end of demo. Take a look at the following:
- There are enough standard reports to satisfy most requirements.
- Dashboards with charts and graphs can provide actionable insight.
- Ability to create dashboards and reports without too much difficulty
- Schedule reports and dashboards are emailed to employees daily.
- Role-based permissions allow data access only.
Learning and Development
Incorporating an LMS and learning platform (LXP can reduce administrative tasks such as scheduling and running courses, providing online courses, and strengthening a corporate learning culture. When looking for an LMS or LXP, consider the following:
- Support for instructor-led and online training
- Ability to combine articles, videos and courses into a curriculum
- Integration with third-party licensees of online courses
- Dashboards and detailed reporting;
- Predefined rules allow you to assign courses automatically.
Self-service portals
HR software’s ability to securely and easily share information with employees and managers is a significant benefit. These self-service features are worth considering:
- Employee self-service allows employees to access and update their personal information.
- Manager self-service for viewing and updating direct report information
- Role-based permissions for access control to sensitive data
- The approval process ensures that all changes initiated by employees and managers are accepted.
Integration options
Integrating the HR system with other software within an enterprise can prove to be extremely valuable. For example, IT systems might benefit from information about terminations and new hires. These options are usually available:
- Custom integrations allow data to be pulled from the HR software programmatically;
- Partner integrations are prebuilt integrations with third-party applications.
Data management
With the built-in tools of HR software, data can be edited or audited. These HR software features might be available:
- Data import when multiple modifications are needed at once
- Quick entry to list multiple employees or a subset that needs updating;
- To ensure that data is correct and valid, error checking is performed.
Payroll
Payroll data is closely linked to HR. This should be considered regardless of whether it reports financing or HR. Many HR systems offer a payroll module and prebuilt integrations with major payroll providers. These payroll features are worth considering:
- Integration with core HR is essential to prevent data rekeying;
- Support for multiple currencies
- There are enough payroll codes available to meet future and current needs.
- Employee access to tax-related forms and pay statements;
- Integration with the benefits module and time and attendance module
- Simple data validation tools that ensure correct data before they are submitted.
- Payroll comparisons can be used to show significant changes between pay cycles.
Planning for Succession
A succession planning module can be added to an HR system. This will help identify rising stars and prepare them for senior positions. However, this module can be costly and time-consuming to license. Make sure that the company is committed to succession planning. When evaluating a succession planning function, consider the following:
- Integration with core HR and performance management;
- It is easier to use than email and spreadsheets;
- Ability to include job data such as job grades and job families.
Compensation
Compensation planning is a one-to-two-year process. However, the spreadsheet that’s so common can prove problematic. These are some of the benefits that a compensation module can offer:
- Eligibility rules that will determine which employees will participate in the compensation process
- Managers can be restrained from spending too much by having budgets
- Workflows and approval processes
- Data security and control to safeguard sensitive data
- Comprehensive reporting is required to determine who will be receiving a raise and how the budgets are being used;
- Performance management ratings that do not recommend a salary increase.
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