Employee Management in HRMS Using Custom Software Development Services
Fri Oct 06 2023
Introduction
Efficient and effective employee management has become integral to an organization’s success. Custom software development services optimize human resource management systems, automating and streamlining HR administrative tasks, such as employee recruitment and onboarding, framing new HR policies, and implementing them. Besides that, custom software solutions empower HRMS to evaluate employee performance, manage leaves and approvals, increase employee engagement and retention, and simplify payroll and exit processes. The following use case focuses on technology and software tools to foster a transparent and responsive employee management approach.
Actors
01
The HR Department
The specialized team that manages the entire HRMS tool, hires new talents, and collects and retains them by creating policies and strategies.
02
Employees
Employees interact with the HRMS software to apply for different positions, check their attendance, apply for leave, and review their monthly/ quarterly ratings.
03
HRMS Tool
The HRMS tool optimizes and automates all HR-related activities and repetitive tasks, helping the HR team to manage and engage employees. It serves as a single information source for the employees.
Pre-Conditions
HRMS is Installed and Configured
The human resources management system is entirely and successfully installed using customized software development solutions. The tool is further configured to meet specific business requirements and policies.
The HR Department Has Valid Credentials
HR managers and executives must possess valid credentials to access the HRM system, such as a username and password.
Employee Data Integrated Into the System
The human resource management system must contain all employee-related information to access anywhere. The data must be accurate and up-to-date.
Implementation Of Security Protocols
The HRMS is empowered by robust security protocols and measures, including data encryption and multi-factor authentication, to safeguard sensitive employee data and prevent unauthorized access to the portal.
Users Are Completely Trained
Custom software development service companies must ensure that all concerned parties and stakeholders using the HRMS tool are extensively trained to use the software to maximize its benefits.
Integration With Existing Tools
If the organization uses other solutions, such as a recruitment platform, talent management software, employee monitoring and scheduling systems, or any database, they must be integrated with HRMS.
Post-Conditions
Employee Information is Completely Up-to-Date
The employee portal on HRMS is completely up-to-date, and any change in the information is upgraded in real time to ensure consistency.
Access to Accurate Records
The HR department can access all accurate information and records, supported by real-time decision-making and reporting.
Notification System is Functional
Customized software development allows the notification mechanism of the human resources management system to function appropriately, ensuring that HR managers, executives, and employees receive real-time notifications about any update, approval, or crucial events.
Taking Up Regular Data Backups
With additional support from custom software development services, the HRMS platform automatically takes regular data backups to prevent data loss. The data backups usually involve employee data and system configurations to assist in the recovery during system failures or unexpected events.
Compliance With Regulatory Standards
HRMS ensures that all employee management processes strictly adhere to legal compliance and set regulatory standards. These include complying with data protection rules, labor laws, and industry-specific regulations.
Main Flow
Logging Into the Software
HR executives and employees log into the HRMS system to authenticate themselves by entering the given valid credentials to access the software. All information and data are displayed on a comprehensive dashboard, such as workforce strength, performance trends, pending tasks, etc.
Updating Employee Details
Organizations look to develop custom software to manage employee data effortlessly and update information hassle-free using the system’s intuitive interface. These include personal details and job roles and responsibilities. The system generates an approval workflow notifying employees and concerned individuals once the modifications are made. Approvers may accept or reject the proposed changes.
Employee Self-Service
HRMS provides a self-service employee portal facilitating employees to update their personal information, view payslips, request or leave, check its approval status, and reviews. Custom software development solutions help to make approved changes and maintain data accuracy.
Performance Management
Custom software development services companies help build performance management tools that allow HR managers and department supervisors to monitor and review the performance of employees within the system. Managers can give ratings and employee feedback on this portal, which is instantly recorded and accessed from anywhere.
Training and Development
The HRMS portal also plays a significant role in implementing and executing employee training programs that help enhance their skills. Companies want to develop custom software to tailor these training programs and evaluate their impact on employee performance upon their completion.
Attendance Tracking
HRMS enables HR professionals to view and monitor employee attendance sheets in real-time and manage leave requests through the system. All such data gets recorded instantly and generates reports for quick analysis.
Alternative Flow
- System Fails to Validate Information - There are instances when the human resource management system fails to validate information, showing an error in the update. The system sends notifications to the HR team and employees, informing them about the issue, and the process returns to the appropriate step for rectification, generating accurate data.
- Unauthorized Access Attempt - If an unauthorized person tries to access the system, the software detects the unauthorized access to trigger the security protocols and lock the user account or inform the IT support team.
- System Downtime - The system may counter unexpected downtime issues, notifying the users of an estimated time for resolution. The HR department and employees can use manual processes. The system logs the downtime for later analysis and improvement of system reliability.
Conclusion
Custom software development services pave the way for creating a potent, seamless, and user-centric human resource management system to streamline and optimize employee management. HR professionals and employees can access real-time, up-to-date data from anywhere with a few clicks. The software automates workflows and facilitates employee self-service. It offers advanced features like attendance tracking, performance management, training, employee recruitment and onboarding, and more, enhancing organizational efficiency. Organizations can develop custom software to tailor the system to their needs.
Suggested TechStack
HRIS software simplifies and optimizes the data entry process, streamlines payroll and accounting tasks, and tracks and manages human resource activities.
Advanced recruitment and onboarding solutions empower HRMS tools, including AI-based job boards and applicant tracking systems, candidate sourcing, and assessment platforms. Onboarding software has employee portals, electronic document management systems, and more.
Manages all HR-related tasks efficiently and quickly and ensures resource optimization with intuitive dashboards and to-do lists. It minimizes task dependencies and scheduling processes, helping organizations make data-driven decisions and accomplish goals.
Employee management and HRMS are also supported by collaboration tools that streamline communication between HR and employees and increase inter-departmental collaboration. It allows real-time messaging, file sharing, and video conferencing.
Optimize Employee Management and Automate HRMS With Custom Software Development Services
Develop Custom Software to Empower HRMS