Change is inevitable and embracing change is the path towards achieving success!
On such progressive thought, organizations plan to implement a new HRMS software to manage the employees of the organization and the activities involved in the HR processes.
However, the process of deciding on one ideal HR software is made by collective inputs from different stakeholders of the organization. Each stakeholder tries to figure out how they can be more efficient in doing their day to day activities post adopting the newer HR software and thus their suggestions and questions drive for finding a perfect HR solution for their organization. The stakeholders having their role in deciding a better HR software are as mentioned below:
HR Managers are keen to identify how a new HR Software can help them from saving their much time which goes in doing non-productive activities such as addressing employees’ basic queries such as attendance, leave application, salary calculations and many other issues.
HR Managers focus on bringing in automation in taking care of basic yet important process such as attendance management, leave approval workflow, auto leave calculation, salary computation, employee database management, document management, etc.
Also, other processes such as better appraisal methods, handling employee grievances, hiring process, training employees and many other areas are quite critical areas for HR manager.
Access to real time MIS reports also plays an important role when it comes to HR manager’s expectation from a new HR Software.
A payroll manager is looking at HR Software which can help them in processing employee salaries in a hassle-free way since traditionally payroll manager are tend to do lot of manual activities such as pulling out of the attendance report from various biometric machines and then tallying all of reports to identify the monthly attendance of each employee in the organization. Thus, the time required for preparing the monthly attendance is equal to no of employees in the organization.
Not only attendance management is one of the time-consuming area for payroll team but working on the compliance report as per the employee type & category is other area where manual yet focused work is required else there are higher implications to it.
Payroll manager expects a HR Software to have provision which can automatically process the attendance & leave data and sync it with payroll module for few click salary processing.
Also, managing the claims of the employees making during their business travel is also an area of interest.
It is very important to identify the risk involved in the technology which one is planning to adopt and thus IT manager’s role comes in the picture to make sure that there is no risk.
Even though the HR Software is helping out in providing a better solution, if it not secured in terms of data lost or any cyberattack, then there is no point in using that HR Software.
The role of IT manager is to also make sure that any new HR Software identified should have the provision of integration with their existing systems such as biometric devices or ERP or financial systems for maintaining the data in sync.
Also, the IT manager need to make sure that the users are not misusing the HR Software along with maintaining the confidentiality as well.
In case IT pre-requisites are required, IT team needs to make sure that it is properly done.
Employees are monitored by their reporting managers to see if expected output is achieved.
Reporting managers tend to have one-to-one session with each of their team members to see if they are able to deliver what they are expected and also provide the support wherever required.
However, with a new HR Software in place, they wish to handle employee engagement and maintain their KRAs in an automated manner so that manager can get out of this non-productive task and focus on making optimum utilization from their team.
Also, managers are hardly able to track the emails made by their team members for attendance or leave application and thus they wish to have a proper approval mechanism to make their life easy.
Real time updates of team members’ attendance and planned leaves make the communication between all them better.
Finance plays the most critical role in the running of the business and thus Finance manager’s involvement in decision-making over new HR Software is equally important.
Finance manager mostly report direct to the management team to update them on the cost involved in different expenses such as salaries paid to employees, tax computation, etc and eventually to update the financial standing of the organization.
Thus, they are more concerned if the new HR Software is communicating with their financial system so that the data flows automatically to avoid any human error due to manual intervention.
It is also Finance manager’s role to do a comparison study between spending on existing HR Software and the new HR Software which will also help in passing the budget for spending on procuring a new HR Software.
A new HR Software is mainly procured to manage employees who are the biggest stakeholders and the respective data generated over the period of time such as employee movement, employee appraisals, etc.
Employees tend to email their applications to Reporting manager which post approval is only known to the reporting manager and to HR manager in some applications. However, with new HR Software the database is managed centrally so that required authorities are also updated without any delay.
With a better HR Software, employees can book their leaves well in advance and make applications from the portal for approval process.
Also, in case some financial application such as investment declaration and claims can be approved by Payroll or finance manager as the case may be.
Not only from the web, but using the mobile app, it gives the flexibility to the employees to make the application from anywhere and at any time.
Finally, leadership team plays equally important role of identifying whether the new HR Software is capable enough to drive the vision and mission of the organization in the right direction.
Though leadership team is involved majorly for giving a final go in procuring a new HR Software, they want to make sure that every stakeholder is looking forward to this system so that various non-productive and manual tasks can be eliminated giving a boost to the overall productivity in the organization.
Also, leadership team look for an analytical dashboard so that whichever data they wish to have with them for some strategic planning can be pulled out at one clicks.
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