The change in the HR environment is constant, with new strategies and ideas introduced in the market bringing tremendous growth in businesses. Well-engineered systems enable HR managers to take care of the vital core tasks of HR. It is essential to find the right partner with a tried and tested solution at a reasonable cost. You can orientate yourself on technical and/or user reports or talk to the customers of an HR consulting services provider.
If you take a closer look at your company, your employees, or the market as a whole, you will notice that the working environment has changed significantly in recent years. It is particularly noticeable that the committed and loyal type of employee that every company manager wishes for has become rare. It starts with urgently needed specialists, continues with young, usually motivated beginners, and does not stop with experienced managers.
Is this trend due to corporate strategies that are perceived as outdated and thus make it difficult to bond with a company? And does the “old style” deter qualified applicants from even being interested in a job in such a company?
The focus must be on people. This is where the challenge for the “new” HR department begins. It is important to set the course in such a way that the person/employee is back at the center of the action. But how can that be achieved?
First, the high administrative effort that is carried out in many HR departments must be reduced to a necessary minimum so that more freedom is available for the employees’ strategic activities. HR professionals can only master this task if they use the – hopefully already introduced – modern technologies correctly and make full use of them.
Until a few years ago, classic payroll accounting was the main task of HR managers. Today, topics such as personnel development, support, further training, employee loyalty, and of course, the area of recruitment come first. The current state of the art today is the centralization of all applications and information in a “complete HR solution”, which in turn is an excellent starting point for coping with all of the above-mentioned new tasks in a relatively short period.
Some providers from the HR environment recognized the new market requirements years ago and pushed their own strategic direction accordingly. With high-performance, complete solutions, you have put yourself in a position to position yourself successfully in the market as a specialist provider in the areas of HR pay, HR time, HR recruitment, and HR management.
But be careful: Not big names, but the performance measurable on the basis of successful projects, including cost analysis, should serve as the basis for the selection of a solution. Therefore, the focus should be on whether a company has successfully implemented the change from a pure software provider to an HR solution provider itself and has proven it in practice.
Typically, a basic solution variant can be sketched as follows: A new customer decides on an outsourcing solution that the suitable provider should operate in its own data center. This approach’s verifiable benefit is that no release maintenance is required for the software used, no updates, no data backup tasks, and no hardware store. All of this results in higher availability, greater independence from internal resources, and a transparent cost structure. In this ASP (Application Service Providing) operation, the provider of the HR solution is responsible for ensuring that all administrative tasks are carried out (of course also outside normal working hours).
In order for companies to have even more space for the new tasks in the HR area, they are increasingly opting for a “full-service solution” in the area of payroll accounting. This relieves them of further routine work and they gain the time they urgently need for their strategic HR work.
The implementation of value-adding HR activities by HR professionals is rounded off, depending on the level of requirements, by a wide variety of modules of personnel management or recruiting solution, which strategically rounds off the appreciation of existing and the acquisition of new employees.
The basic package of the solution from HR Integrated Solutions already includes an extensive portfolio of modules, starting with joint employee/person management, through an organizational chart solution to the digital personnel file, to which everyone – from the HR clerk to the manager – depends on access according to authorization. Here, data can be exchanged; information can be processed and communicated regardless of location and time. It includes access to employee data as well as the ESS (Employee Self Service) area – for example for the “electronic dispatch” of payroll accounting – or the MES (Manager Self-Service) area to use and process data and information centrally to be able to.
Here is now to show how one can imagine such a process (for example in recruitment) in practice: A job request from the department is created electronically. With the help of the software, you define which approval levels must be activated in order to ultimately receive approval for the start of the application process. After approval (even over several approval levels), the HR manager can independently create the layout for the vacancy and post it on the intranet, Internet, XING or LinkedIn. Just through such a professional appearance on the market, the company stands out and sends positive signals for potential applicants that this company is an innovative and progressive company.
The recruiting software handles the process from the receipt of an application, i.e. the letter of confirmation of receipt, through the applicant selection with the process steps of invitation, scheduling, interviewing and selection, etc., up to the creation of the contract. Here, too, the speed of applicant feedback is evidence of professionalism.
From this point on, the applicant data is “transferred” to the personnel management area, where the applicant becomes an employee. The documents of the new employee are now structured and can be viewed by all authorized persons in the digital personnel file.
The preset onboarding process ensures that the HR department completes the master data that is not yet completely available and completes it for accounting purposes to go through his hiring process unhindered. For them, this usually begins with an initial briefing, continues with a safety briefing, and is provisionally concluded with the issue of a chip for stamping working hours.
The handed-out equipment components (such as notebook, cell phone, chip, company car, etc.) are stored in the system and are directly available to those involved – for example, the IT department for notebook output. In addition, the agreed annual and employee interviews, etc., are scheduled in the solution. Here, too, the software ensures that the deadlines entered are met in a user-specific “work center” through resubmissions, reminder e-mails, and daily displays of the scheduled tasks. Another feature is the so-called dashboard.
All relevant information about the personnel for the respective role (manager/HR) is clearly structured and presented graphically. This information includes incoming applications, age and fluctuation statistics, the current status of event budgets, or full-time statistics.