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Human Resource Management Software

Human Resource Management Software (HRMS) streamlines and automates core HR processes like employee records, payroll, performance management, onboarding, and benefits administration. HRMS platforms centralize employee data, HR workflows, and self-service functions into a unified system. This enhances HR efficiency, data accuracy, and real-time visibility into the workforce.

What is Human Resource Management Software (HRMS Software)?

Human Resource Management Software

HRMS or Human Resource Management System software is a technology designed to manage employee information and associated HR processes in a centralized database. It covers core areas like:

  • Employee Records: Digital employee files with skills, contact details, salary, documents, etc.
  • Payroll: Salary calculations, PTO tracking, direct deposit, tax filings, and other payroll functions.
  • Performance: Goal setting, reviews, feedback, competency management.
  • Learning: Training programs, eLearning, catalogs, and skills assessments. 
  • Onboarding: Workflow automation for background verification, documentation, equipment allocation, etc. during employee onboarding.
  • Benefits: Track employee benefits like insurance, retirement accounts, stock options, claims, and deductions.
  • Analytics: Organization charts, custom reports on turnover, demographics, headcount, etc.

Besides the HR department, employees and managers also get self-service access to tasks like leave requests, directory updates, training enrollment, performance tracking, and more based on permissions. APIs and HR databases integrate with existing enterprise systems covering payroll, accounting, ERP, CRM, etc. 

With everything from hiring to retirement on a unified platform, HRMS aims to digitize manual processes for managing people’s operations. This saves HR teams time on admin tasks, provides organization-wide visibility into workforce data, and helps create a positive employee experience.

Features of HRMS Software

  • Employee Database: Centralizes worker information like profiles, jobs, skills, contact details, documents, salary, job history, education, dependents, etc. Provides organization-wide directory.
  • HR Workflows: Digitizes manual HR processes for onboarding, promotions, offboarding, reviews, etc. with configurable templates, tasks, approvals, and notifications.
  • Self-Service: Employee and manager self-service portal for common HR tasks like leaves, reimbursements, attendance, directory updates, training, and more based on permissions.
  • Payroll Management: Calculates payroll and supports functionalities like salary rules, reimbursements, deductions, direct deposit, garnishments, bonuses, and integration with payroll processors.
  • Time & Attendance: Tracks employee presence, schedules, time off, and overtime and integrates with biometrics, mobile check-in, and hardware terminals.
  • Benefits Administration: Manage health insurance, retirement accounts, stock options, claims and deductions. Supports open enrollment.
  • Performance Management: Competency matrix, goal tracking, 360° feedback, reviews, employee engagement surveys, and analytics.
  • Learning Management: Courses catalog, enrolment approvals, eLearning portal, virtual classes, certifications tracking, and skill assessments.
  • Recruiting: Applicant tracking, job board integration, offer management, background verification, and onboarding. Provides analytics on the hiring funnel.
  • Analytics & Reporting: Customizable HR reports and dashboards covering demographics, turnover, headcount, compensation, diversity metrics, and predictive analytics.
  • Mobile Apps: Native iOS and Android apps for employee self-service and manager approvals on the go. Offline access to data.
  • Data Security: Role-based access, encryption, access logs, and integration with enterprise security like single sign-on solutions.
  • Configurability: Options to customize modules, fields, forms, workflows, roles, permissions, branding, user interfaces, and rules as per requirements.
  • API & Integrations: Seamless integration with complementary enterprise systems including payroll, accounting, ERP, CRM, project management, and other HR point solutions.

Benefits of HRMS Software

  • Improved Efficiency: Automating manual, repetitive administrative tasks saves time for HR to focus on strategic priorities. 
  • Enhanced Data Accuracy: Centralized employee data minimizes errors and redundancies compared to spreadsheets or paper documents.
  • Streamlined Processes: Standardized HR workflows with configurable templates remove the guesswork and ensure consistency. 
  • Self-Service: Employee and manager self-service portals like leaves, benefits, payroll, etc. reduce HR tickets.
  • Real-time Visibility: HR analytics, custom reports, and permissions provide organization-wide data access and transparency.
  • Compliance: Automated audit trials, access controls, policy reminders, and reporting ensures legal compliance.
  • Unified HR Experience: Consolidates core HR functions onto a single, user-friendly interface improving employee experience.
  • Lower Operational Costs: Avoiding manual tasks, paperwork, duplication, and non-compliance penalties reduces costs. 
  • Informed Decisions: Advanced HR analytics helps uncover workforce insights around turnover, performance, demographics, etc.
  • Scalability: Cloud-based systems support organizations as they rapidly onboard employees and expand to new regions.
  • Mobile Access: Native mobile apps keep HR and employees productive remotely. Managers can approve leaves, timesheets, etc. on the go.
  • Enhanced Security: Advanced user access controls, encryption, logs, and integration with enterprise security solutions protect sensitive employee data.

Limitations of HRMS Software

  • Upfront Investment: Purchasing subscription plans, hardware, modules, customization, data migration, and user training involves significant initial spending.
  • Complex Setups: Integrating with existing systems, configuring workflows, migrating data, garnering executive buy-in and training employees requires time and effort.
  • Change Management: Transitioning from legacy processes to an automated system faces adoption challenges unless properly addressed through training and communications.
  • Limited Customization: While configurable, commercial HRMS solutions offer limited customization compared to open-source or coding platforms tailored from scratch.
  • Feature Gaps: Many solutions lack niche capabilities like shift scheduling, deep HR analytics, advanced compensation planning, etc. offered by specialized HR point solutions. 
  • Fragmented Data: Core HR, payroll, recruiting, benefits, etc. may still be spread across separate systems requiring integration. A unified HR suite avoids this fragmentation.  
  • Admin Rights: HRMS needs more access privileges compared to other software due to the sensitive employee data it manages. This risks exposure if not properly secured.
  • Ongoing Costs: Annual recurring fees for access, support, customization, new features, and system upgrades lead to long-term expenses.
  • Compliance Needs: Adhering to evolving regional employment laws and HR compliance mandates requires continuous system updates.

How to Choose the Best HRMS Software?

Selecting the ideal HRMS platform is crucial for managing people’s operations efficiently. The key considerations for making the right choice are:

Understand Requirements

Document current HR workflows. Identify pain points addressed by HRMS along with must-have and nice-to-have capabilities based on long-term strategic objectives.

Integrations

Review what backend enterprise systems need integration like payroll, accounting, ERP, CRM, project management, etc. API capabilities determine connectivity.

Cloud vs On-Premises 

Evaluate whether to host HRMS on the cloud for faster deployment, mobile access, and lower infrastructure costs or on-premises for more control and customization.

Solution Scope

Some solutions offer all HCM modules on a unified platform while others require integrating specialized apps. Review tradeoffs based on current vs future needs.

Configurability 

The system should be customizable to tailor workflows, fields, forms, data, branding, interfaces and rules to your processes without coding.

Data Migration

Tools to securely transfer legacy HR data like employee records, payroll history, performance reviews etc. into the new system are vital for transition. 

Ease of Use

The system should offer simple, intuitive self-service for employees and managers with minimal training needed. Mobile apps add convenience.

Security

Robust controls around access, data encryption, remote wipes for mobile and logs is crucial given HRMS handles sensitive employee information.

Scalability

The solution should easily support workforce expansion, global operations and future functional breadth without compromising performance.

Ongoing Costs

Factor in subscription fees, support costs, change requests, customizations, integrations, training and system upgrades over the long term.

Customer Support

Review service response times, availability across regions/time zones, online resources and advisory services that indicate a vendor’s reliability.

Frequently Asked Questions – Human Resource Management Software

How is HRMS different from payroll software?

Payroll software focuses narrowly on salary payouts and taxes. HRMS covers broader HR processes from hire to retirement along with payroll as an integrated module.

What core HR capabilities are included in HRMS platforms?

Common capabilities are employee databases, org charts, HR workflows, a self-service portal, time and attendance, payroll, benefits, performance management, learning, recruiting, analytics, and mobile access.

Does HRMS improve compliance and mitigate HR risks?

Yes, HRMS software improves compliance and mitigates HR risks by centralizing data, automating workflows, providing visibility and controls, and enabling proactive monitoring and risk management.

How can HRMS software help in recruitment management?

HRMS software makes recruiting and hiring more efficient by – automating resume screening, allowing online applications, providing interview scheduling & tracking tools, simplifying background verification process etc.

Does HRMS software replace the need for a dedicated HR person?

No, HRMS software complements the HR department by automating routine tasks. But strategic HR functions like policy making, employee relations etc. still require human expertise. The software enables HR staff to focus on such higher-value functions.

Is HRMS software secure for storing sensitive employee data?

Yes, most HRMS solutions have robust security features like role-based access, data encryption, password protection, audit trails etc. to ensure data security and prevent unauthorized access.

What types of training are required to use HRMS software?

Basic end-user training is provided by vendors during implementation. For admins, training on configuration, integration, reporting, troubleshooting etc. may be needed. Some training material and support is usually included.

How can I evaluate and select the right HRMS software?

Key selection criteria include – features, integrations, analytics, mobile access, security, customizability, ease of use, service and support, pricing, vendor reputation etc. Having clear organizational requirements is important before evaluating options.