Administration is one of the most time-consuming parts of Human Resource Management. It requires collaborative efforts from the HR team, employee managers, employees and often other members of the organization. Employee Onboarding, Off-boarding and WYAH cycles also include a variety of documentation that requires signatures from multiple parties, and must be stored, kept current, and if needed, destroyed when the employee leaves the company. During employment, a lot of policies and procedures require approvals to be in good standing with company, state and federal rules and regulations. Maintaining the accuracy of employee data, and the ability to efficiently manage different types of corporate data as well as updating it securely and correctly, is a huge challenge that can’t be managed without HR software. The growing challenge surrounding the security of personal and corporate data is getting even more difficult to navigate with GDPR rules being implemented within the European Union.
HR employees are overloaded with day-to-day administrative tasks, as well as managing processes and multiple documents. They need IT and HCM systems to make their work day more manageable and to move their focus from mundane tasks to employee retention, motivation, talent acquisition and other related aspects that can improve the overall productivity and success of the organization.
To summarize, we can elicit five main challenges in modern HR Core processes administration:
- Efficient and secure management of Employee data;
- HR processes administration – approvals and workflow;
- Documentation management;
- Fast and well-informed organizational decisions;
- Overall system and data security.
Automating your Core HR processes will resolve the main HR administrational challenges, accelerate process and documentation management, will help keep HR and employee data up-to-date and secure, and will help the HR team and company focus on more strategic tasks that drive company success on the market.
Employee and Organizational data management
HRIS system implementation provides an efficient way to manage both organizational structure and employee data in an automated and secure environment. In the Employee Profile, HR admins can keep all employee related information, including sensitive date, like disability information, banking data, ethnicity etc. Employee data automation allows to store all employee data in one place, makes any data corrections a simple task, and saves HR staff time from manual data processing. It also allows you to keep employee data secure and in compliance with the GDPR rules implemented recently in EU. When entered into the Employee profile, data is visible to both the employee and the manager, excluding potentially sensitive information. It makes the data management process transparent and ensures that employees know what data the company is storing and managing. The Employee profile also allows the employee access to pertinent information like Absences and Attendance quota, calculated in accordance with company rules and country labor legislation. In addition, the employee can manage their learning and performance needs in their profile and find all employee documents stored in their profile, including job contracts and certificates, and salary and benefits data. This enables the employee to take ownership in their own development and career. And finally, if needed, employee data can be anonymized or totally deleted upon employee retirement, relocation or termination.
HR processes administration and approvals
Having an HRIS system allows you to automate different HR processes, including Onboarding, Offboarding, Transfers etc. Templates can be customized in accordance with specific processes and to encourage workflow, notifications and reminders can be set up based on individual company needs and preferences. As a result, the Human Resource department doesn’t need manual reminders. One beneficial example is during the Onboarding process, where a checklist with tasks and corresponding reminders can be created to prepare and to manage all important steps of the onboarding process for both the new hire and the HR manager. The system will send automated reminders to all participants to ensure proper procedure is followed and all legal aspects are covered. A favorite benefit of Lanteria is how simple the Approval process becomes once it is automated. This HRIS allows your company to set up a specific workflow, that includes different types of workflow actors like Employee, Manager, Second Level manager, Local HR, HR, Additional Manager etc. You can also select approvers by Job role or even by name which enables the highest level of flexibility in managing approvals –and it saves a lot of administrative time!
It is vital to collect all employee related documentation in a timely manner, keep it secure, updated, and accessible by approved parties when needed. Managing employee related documentation can be one of the most time and space consuming parts of Human Resource departments daily routine. With an HRIS system, this daunting process can be automated. The HRIS system provides a collaborative space for managing different types of employee documents – contracts, certificates, work permits, etc. Automation allows your HR managers to efficiently track and manage documents expiration and set up reminders for missing documents. It saves time and makes the HR department more productive as well as transparent and collaborative.
Making informed decisions
In the modern, fast-changing and challenging business environment of today, analytics is a “must have”. All management decisions should be fast, well-informed and timely. HRIS analytics, reporting and dashboards provide a wide range of HR information, that helps make both strategic and operational decisions simple. With Report Center, HR specialists can prepare any kind of reports themselves, using data from the system they already have access to.
System and data security is a critically important topic, considering how vulnerable businesses are from a cybersecurity standpoint. This HRIS system implements a multi-layer security model, which includes Microsoft OS and SharePoint security restrictions and role-based access control. GDPR functionality allows you to keep sensitive information protected, with HR access only; and cover all GDPR data management principles.
Core HR process and data challenges can be successfully covered by Lanteria HR implementation. This HRIS system provides reach capabilities and flexibility to set up customer specific processes, and, if needed, to customize the most specific and important requests with our R&D team. We are open, flexible and persistent in enabling our customer’s success.