How an HRMS helps manage employees

Do you use a human resource management system (HRMS)? If not, perhaps you’re wondering whether the benefits are worth the costs. What are the reasons to use an HRMS?

What is an HRMS?

First, let’s start by outlining what an HRMS is. It is integrated system providing information used by HR management in decision-making. It allows a company to keep track of all of its employees and information about them—whatever information the company chooses to store there, such as employee demographics, benefits tracking, and performance information. It is usually created in a database or, more often, in a series of interrelated databases.

Why Use an HRMS?

Here are some of the most common reasons for using an HRMS:

  1. Improved data management. An HRMS can manage all employee data as well as information on benefits, such as enrollment and status changes.
  2. Employee self-service. An HRMS enables employees to update personal data without having to involve HR for simple tasks. This frees up the time of HR professionals for more strategic functions.
  3. Central storage. Because data is stored in one place, this means reporting can be more efficient. It makes access of compliance records simple. It also means there is a central location for documents such as employee handbooks, procedures and safety guidelines.
  4. Fewer systems to manage. Many companies choose to create complete HRMS integration with payroll, other company financial software, accounting systems, ERP systems, company intranets, and other online programs.
  5. Employee development. HRMS systems can be used to implement and track employee development programs.
  6. On-demand reporting. Customized executive and management reporting can be done “on the fly.” For example, a manager might want to look up employment data by location, and could do so without having to contact HR. Managers can access the information timely as it pertains to employee development, performance improvement, and wage detail (as appropriate).
  7. Measuring program effectiveness. “People are a big part of the organization’s operating costs . . . so [HRMS is] how are we measuring our effectiveness of turnover, new hires, compensation, management, benefit costs, all those kinds of things.”
  8. Management and tracking of recruiting data. Many HRMS systems include recruitment components such as applicant and resume management.