Compliance and improved efficiency using your HR solutions – The case for system integration

By | 2018-03-07T16:31:11+00:00 September 24th, 2009|Categories: Research|Tags: |

UK organisation’s are currently operating on minimal staffing levels, but the need for compliance and efficiency will still be as critical as ever. However, most will admit that they persevere with systems that have been inherited or changed over the years, resulting in a poor level of integration between critical business applications.

Often, each solution will operate entirely standalone, with no simple means of exchanging important information with other systems. This naturally increases the workload on departments such as HR and Payroll, who must duplicate data entry – leading to great losses in both time and effort.

An organisation’s core HR system is usually their primary source of people-related data; as such, it is essential that it has the in-built ability to communicate that data with other applications that require employee information, such as employee self-service, recruitment, training, payroll and active directory systems.

In addition to maintaining that key employee data, it must be simple for relevant individuals within the organisation to effectively maintain its integrity. The ability for employees, line managers and HR to update certain aspects of employee information (based upon their specific privileges) online is the most effective method of outsourcing the validation of data.

The information below briefly outlines the type of systems that can be adopted in order to tackle the issues highlighted above, together providing fully integrated HR systems.

Employee Self-Service

A web-based solution that allows employees, line management and HR to update information relating to the organisation’s employees, such as personal details, qualifications, training and development, annual leave, absence, performance reviews, etc.

Once data has been entered into the employee self-service application, the core HR system is immediately updated.

Recruitment

A web-based e-recruitment solution will allow an organisation to publish its vacancies, capture applicants, track their progress, communicate with all parties during the hiring process and, eventually, transfer the successful candidate’s information into the HR system automatically – confirming their status as an employee.

The integration with an organisation’s core HR system allows them to retain information on all successful/unsuccessful applicants; their CV’s, documentation, applications, etc. whilst the e-recruitment solution builds up a talent pool of potential employees for future use.

Training

A system for recording data on training requirements, courses, learning and development needs, qualifications and competencies, based on an individual or company basis. The core HR system data can allow the organisation to tie any training information to an employee’s record.

Also, records are kept of essential training requirements, e.g. first aid courses with their expiry dates – an essential solution handling health and safety requirements with full tracking and compliance.

Absence Management

Full absence capture, notification, triggers and reporting can also be achieved and linked to a core HR solution.

Most HR solutions and self service offer the means to record any absences notified, but require manual data entry. It is possible to implement an absence solution which will start with the absence call from the employee.

This type of system will offer an organisation full absence reporting facilities and full compliance. The legal impact in the case of a disciplinary or grievance dispute to an organisation is negated due to the consistent and auditable processes within the system.

Payroll

Critical to efficiency, the integration of employee-related data between HR and Payroll can remove duplicate data entry, while maintain data integrity. In addition, a fully managed service can also deliver employee pay slips and payroll forms via a secure website. The cost saved against producing and distributing pay slips is typically considerable.

Active Directory

Active Directory is an IT application that manages employee network access, etc. and thus it is essential that the employee data contained within it is up to date and relevant. Failure to keep active directory up to date can result in issues such as unauthorised network access and inaccurate data across multiple IT systems.

Summary

Strategic HR system integration avoids disconnected Human Resources applications, saving time, effort and cost. Integration encourages organisational interaction between different departments, with employees and line management taking more responsibility for their data. Reporting across the business rapidly improves, aiding compliance and efficiency, and naturally leading to cost-savings and organisational growth.

For further information on the integration of HR systems, please see our website: https://www.computersinpersonnelhr.com or call us on 0870 366 2300.