Organizations of all kinds, from businesses to government agencies to nonprofits, all have to do more with less. How can technology be leveraged to do more with less in HR and processing payroll? Human resource information systems (HRIS) followed by human resource management systems (HRMS) were developed to be a repository of employee and other HR information.
Today, HRIS and HRMS represent HR databases and just a part of human capital management (HCM) software. HCM also includes payroll, benefits administration and time and attendance tracking. Instead of soiled databases, HCM includes executive dashboards, reporting and analytics so that management can make decisions anytime without needing someone to manually run a report and email it to them every time they have a question.
California businesses often run payroll out of multiple systems: information is exported from their HRIS/HRMS software, organized and modified in Excel, and then imported to their accounting software. Depending on the number of employees, we often see HR spending 4-5 hours per pay period or more being spent to do this process manually.
With HCM software, all payroll information is already in the system and, with a simple export to your general ledger in QuickBooks, you can avoid the manual processing in Excel and conduct payroll in a fraction of the time it takes today.
From on-boarding to updating contact and banking information to vacation requests to signing off on the new employee handbook, having employees make updates themselves can give HR a major productivity boost – especially by avoiding data entry and the headache of the inevitable mistakes. Just say "no" to managing this information in email, Post-It notes and cocktail napkins.
From simple automated reminders to streamlining onboarding and benefits enrollment, workflow automation software can increase productivity by 50% or more.
Being reminded to collect new and expired I-9s, to update credentials and for managers to approve requests also helps to ensure legal and regulatory compliance.
Document Management & Storage
HCM also includes document management and storage so that employee files can be searched and retrieved quickly, from anywhere that authorized employees have access rather than having to search through file cabinets, hard drives or shared drives.
Tips for Success
We recommend that you make sure to have your prospective payroll and HCM partner provide an estimate of the professional services involved to set everything up. A significant amount of time may be required, so it's important to understand up-front costs and how long it will take to see a positive return on investment (ROI).
We also recommend that those in HR who will use the HCM see a demo before you decide which HCM is right for you to evaluate ease-of-use. This will stimulate their buy-in of the new software and minimize resistance, the latter of which is one of the main reasons why new software implementations fail.
If your company is growing, you'll also want to make sure the HCM system can handle your current workforce as well as what you expect in the next three years. One of the national payroll providers has three separate payroll software systems for small, mid-sized and large organizations that do not scale or work together.
Lastly, it's far more cost-effective when your payroll provider charges on a per active employee, per month basis rather than a flat fee per payroll.
Your Payroll & HCM Partner
SBS Payroll works with businesses throughout Southern California to do more with less, provide access to one of the industry's leading HCM solutions, and effectively engage with the Millennial workforce. What can we do for you?