What is HRMS Software?
HRMS software is a tool used by HR departments to efficiently manage their employees as it comes with multiple features such as recruitment and onboarding, data management, training, payroll, attendance, leaves, performance, rewards, offboarding, help desk, in-depth analytics, reporting, etc.
HRMS Software Guide
HRMS Software Definition
HRMS (Human Resource Management System) software is a platform that streamlines the various HR processes associated with employee management. Hence, it comes with a suite of enhanced features such as recruitment management, onboarding, attendance, leaves, compliance, performance, learning and development, ESS portal, expenses, travel, and more.
The Human Resource Management System has become a major part of companies wishing to manage their employees efficiently. In fact, a recent study by Grand View Research uncovered that the global HRMS market has grown in size over the years; while it was valued at US $24.25 billion in 2023, it is expected to grow at a Compound Annual Growth Rate (CAGR) of 12.7% between 2023 and 2030.
What Are the Types of Human Resource Management Software?
HRMS India can be classified based on 2 different aspects, their implementation method and core functionality
Based on Implementation
Based on their implementation, there are 3 different kinds of HRMS India:
On-premises HRMS
On-premises HR management system software utilize servers that are deployed within the company premises of the organization where the software is implemented. Companies that require extra security and wish to maintain their database often choose on-premises HRMS as it helps them avoid handing over their company data to the software vendors.
However, a major disadvantage of such a system is that it can be accessed only when the employees are within the company premises. Moreover, the server on which the software is running is maintained by the company itself, which results in increased installation and maintenance charges as they are required to keep the system updated according to the changing rules and regulations.
Cloud HRMS
Cloud HRMS are the HR systems that are deployed on the cloud computer architecture. Since the software vendor installing the system takes care of the implementation part, the company deploying this system need not make any changes to their existing hardware. However, this poses a security issue wherein the company data is handled by the vendor of the cloud HRMS. Hence, it is advisable to have a reputed vendor.
Moreover, since the entire system runs off the cloud, you can access it using any system that has an internet browser. Furthermore, there is no need to manually update the system since its updates are undertaken by the HRMS software vendor. Additionally, cloud-based HRMS are highly scalable and customizable since each organization can tweak it to their specifications, making it highly accessible to both start-ups and enterprises alike.
Hybrid HRMS
Hybrid HRMS is the combination of both on-premises and cloud-based solutions. While they retain the pros of on-premises HRMS by being deployed on physical servers that are maintained within the company premises, they also provide the benefits of cloud-based solutions since they can be accessed by employees using any connected device.
Similarly, hybrid HRMS also leaves the management with peace of mind since their company data stays within their premises. On the other hand, they need to install the necessary hardware to ensure the smooth functioning of the system as well as constantly update it based on the latest developments on the regulatory front.
Based on Core Functionality
On the other hand, based on their core functionality, we can classify HRMS software into multiple categories such as:
Onboarding System
Application Tracking Software
Employee Scheduling System
Time and Attendance Software
Benefits Administration System
Employee Performance System
Employee Engagement Software
Compliance Handling System
Data Management Software
Analytics and Reporting System.
What Are the Features of HR Management Software?
Human resource management software is feature-packed to ensure its versatility and compatibility with a wide variety of industries ranging from start-ups to multinational conglomerates. Some of the most common features of human resource management software are:
1. Time and Attendance Management
Since HRMS solution is deployed to manage employees effectively, managing their time and attendance is an essential feature of these systems. Modern HRMS platform can capture employee attendance effectively as well as schedule their shifts automatically, which results in foolproof attendance measures while automating roster management for the HR teams.
2. Recruitment and Onboarding
These systems also automate the process of creating jobs, posting them on various platforms, attracting the right candidates, interviewing them, and onboarding them effectively. With the added automation, HRs can allocate their time and effort in undertaking the interviews effectively, while the software can aid in onboarding with interactive technologies.
3. Payroll Management
Payroll management is also essential for any HRMS platform since the staff needs to be compensated adequately for their time and effort. HRMS systems are required to ensure that employee attendance is captured accurately and their payroll is processed precisely. Additionally, the payout should also comply with all local and national statutory compliances, which can be undertaken with a dedicated HRMS.
4. Employee Self-Service Portal
Keeping the employee engaged with the organization is another major task which HRMS platforms can handle effectively using interactive Employee Self-Service (ESS) Portals. ESS portals empower the employees to undertake several tasks by themselves such as marking their attendance, downloading pay slips, entering timesheets, undertaking training sessions, and more.
5. Performance Management
HRMS systems also furnish the HR teams with the right tools to measure their employee performance accurately. Based on these evaluations, they can provide learning and development sessions to underperforming staff members, while recognizing and rewarding the ones performing well. It ensures that the evaluations are transparent and unbiased too.
6. Employee Engagement
Since employee engagement is crucial for the success of any organization, HRMS systems provide features geared towards improving it. Next-gen features such as AI-enabled chatbots, intuitive mobile apps and ESS portals, interactive dashboards, dedicated recognition and reward systems, and others work in tandem to ensure that the staff remain engaged.
7. Expenses Management
Managing the expenses of the company, especially reimbursing the staff who have spent for the company is essential for maintaining the trust of the staff members in their organization. With the help of an HRMS platform, HRs can streamline the process of applying for reimbursements, their approval and disbursal, and more.
8. Reporting and Analytics
Reporting and analytics are fundamental for the HR department, enabling the smooth functioning of any organization. Hence, HR software has a dedicated analytics module which provides the HRs with real-time information about their staff. Additionally, the software also provides numerous reporting options, which come in handy when sharing crucial information with upper management.
9. Training and Development
Training the employees helps them upskill to complete their work efficiently, as well as stay dedicated to their organization which invests in them. Hence, HRMS solution provides various options for training and development of the workforce. With interactive tools like audio and video, as well as completion certificates, employee training can be effective in improving organizational performance.
10. Offboarding and FnF
Offboarding is as essential for organizations as much as effective onboarding. Since leaving employees will be sharing their experiences within your organization with others, you should ensure that their offboarding is smooth. HRMS facilitates smooth offboarding by automating the formalities associated with employee exit such as asset recovery, full and final settlement, crafting relieving and experience letters, etc.
What Are the Benefits of HRM Software?
There are numerous benefits of deploying HRMS solution in your organization, such as:
1. Improved Efficiency
Since the HRM software takes care of all administrative tasks of an organization, it improves the efficiency of the HR management system multiple times. Similarly, using dedicated HR software also ensures that you always have easy access to company and employee data, making it extremely easy to fetch any kind of information from an accurate database. In fact, according to a recent interview published in The Economic Times, HRMS products can save an average workload of 30 minutes per day each employee.
2. Reduced Costs
Another significant benefit of human resource management software is that it can reduce multiple kinds of costs associated with employee management, such as hiring expenses, rewards and recognition, among others. The HR and management can generate intuitive reports and understand which aspects of employee management are losing them money, while optimizing the tactics used for effective retention, thereby saving the hiring costs.
3. Enhanced Employee Morale
With effective employee management, your staff will understand the effort you put in to manage and take care of them effectively. Additionally, with the right data, you will be able to reward the performers and upskill the ones who are underperforming. Such strategies will ensure long-term commitment to the organization and improve overall employee morale in the company.
4. Improved Retention
HR management solutions provide enhanced data on employees and the company, resulting in data-backed decisions, which ensures employee engagement. Engaged employees also stay with their company for longer, making them an asset to the organization.
5. Accurate Attendance
Another common issue in companies is the inaccuracies in the attendance information since it is usually stored in physical registers. Problems like buddy punching became rampant with their usage. Hence, dedicated HR management solutions are necessary to ensure completely accurate attendance data since the data is effectively abstracted from the personnel.
6. Simplified Salary Processing
HR management software also streamlined the process of collecting the necessary working hours data, calculating the employees’ payroll according to this data and the regulatory compliances, as well as disbursing it on time to maintain employee trust and satisfaction.
7. Improved Data Security
Since the HRMS solution stores critical company and employee information, it saves this data using secure encryption algorithms to ensure that it stays secure. Modern systems also provide role-based access to enable another level of data abstraction for enhanced data security. Such measures ensure that the data remains secure in the database, while those who have access to it cannot tamper with it since the system will also log their changes.
8. Enhanced Analytics
A major feature of HRM software is that it provides enhanced analytic capabilities for generating template-based customizable reports. Since the HRMS software contains the database of the company and its employees, the HR and management can access it anytime and gather meaningful insights.
What Is the Future of Human Resource Management Software?
We have already witnessed the influx of Artificial Intelligence (AI) in online HR management software over the last decade. However, the use of technology will be multi-faceted in the future with the major points of interest being:
Increased AI Implementation
AI will be used extensively in HRM software to further optimize the HR processes in the future. While leading HR software Pocket HRMS has already deployed Generative AI for crafting attractive job postings, parsing and summarizing resumes, as well as creating behavioural questionnaires for effective interviews, its usage will increase further into other aspects of HR in the future.
Cybersecurity Initiatives
Similarly, cybersecurity initiatives will also be a part of future HRMS due to the ever-increasing cyber threats. Since HR software deals with company and employee data, this software needs to have the latest cybersecurity measures to ensure that the data remains safe and secure. Hence, cybersecurity will be essential for future HRMS.
Data-driven Decision-making
Companies will be investing more in data-driven decision-making tools as it will result in the implementation of the right strategies in HR operations. Since the influx of AI in HRMS, analyzing company data and making the necessary changes has become easier for the HR teams. However, we will be witnessing improved tools to accomplish this task in the future.
Intuitive Mobile Access
With the introduction of high-speed 5G internet services on the horizon, it makes sense for HR software to keep up with mobile-friendly initiatives and intuitive user interfaces. With the digital age, employees expect their HR systems to keep up with their changing work. Hence, mobile-friendly attendance, time-off requests, and more will be a part of the future HRMS suite.
DEI Initiatives
Similarly, Diversity, Equity, and Inclusivity (DEI) will be a major aspect of future HRMS. With the help of HR software, HR can effectively avoid DEI issues and ensure that everyone in the company feels included. It will lead to a diverse workforce who are actively engaged with their workplace.
Employee Experience
Future HR software will also prove instrumental in enhancing the overall employee experience as it will become more personalized and intuitive. By improving the employee experience, companies can harness the full potential of their workforce, while the HR software will pave the way using continuous feedback systems, learning and development tools, and more.
How Does HRMS Improve the Performance of the Employees?
There are multiple factors which affect employee performance in an organization. Deploying a dedicated HR management system software enables you to identify these factors in the company and enhance the positive ones while diminishing the negative ones. Similarly, a dedicated HR platform can also help the employees to improve their daily performance.
Some of the common performance-related benefits of deploying HRMS are:
1. Better Productivity
With the help of a dedicated HR management software, employees can upskill themselves, thanks to the engaging and interactive training sessions. Similarly, since they understand their performance is being accurately measured, they are more likely to work dedicatedly.
2. Enhanced Transparency
A dedicated HR management software also enhances the overall transparency of the organization for the employee. By having their leaves, attendance and payroll details at their fingertips, the employees can stay on top of their numbers.
3. Personal and Professional Goals Alignment
Similarly, with an HRMS, the HR and management can align the employee’s personal and professional goals with the company’s targets, improving the chances of them accomplishing these goals. As a result, it increases employee productivity since they have a personal stake in achieving these goals.
4. Improved Engagement
With the numerous employee engagement initiatives enabled with the help of HRMS, HRs can effectively keep their staff engaged with their organization. Studies have found that engaged staff are more productive as it enables them to connect with their organization and feel a sense of belonging.
5. Continuous Feedback
Additionally, HRMS provides the administration with multiple options to deliver continuous feedback to the staff without being intrusive. Having constant constructive feedback not only improves the overall productivity of the employee but also results in a better work ethic and increased bonding as it helps improve the staff member’s efficiency.
How to Find the Right HRMS Software for Your Organization?
Finding the right HRM software is key to managing employees effectively and unlocking their true potential. You will be able to manage them more easily with the help of a dedicated HRMS, which can provide you with a complete overview of your employees using interactive dashboards.
Hence, you should keep the following pointers in mind when finding the right HRMS solution for your organization:
Identify Exact Requirements
While choosing the right HRM software, you should have a concrete idea of the exact business and HR functions that you wish to undertake with the software. Evaluating and setting precise software recruitments will also make the process of software requirements collection smoother for you and the vendor. It will also enable you to make an informed decision while choosing the right Human Resource Management Software.
Choose Scalable Architecture
Implementing HR Management software is a complicated process and hence, you should ensure that the software that you choose is scalable according to your business growth. Having scalable software ensures that it can grow according to the added responsibilities of your business, making it easier to add more modules as required from time to time.
Evaluate User-friendliness
The HRM software will be used by everyone in your organization from the HR and management staff for administrative purposes to your normal employees who would require access to the ESS portal and mobile app. Hence, you should ensure that the software is as user-friendly and intuitive as possible. It will help you avoid extensive training and make it easier to adopt the software once it is deployed in your organization.
Recognize Customization Options
Since every business is different, so are the business requirements of a dedicated HRMS software. Hence, you should ensure that the HRMS you are choosing is customizable according to your business requirements. It should provide flexible options that help you set up the system to your exact specifications instead of the other way around.
Check for Security Features
The HRMS software also handles employee and company data, you should ensure that the software follows all ethical and secure practices. In the digital age, where cyber threats are increasing daily, having a secure HR system software is essential to ensure the safety and security of crucial company and employee databases. Hence, your HRMS should provide enterprise-grade encryption features, while also providing easy access for authorized users.
Read User Testimonials
You should also check for feedback and reviews from existing users, which will provide you with a robust idea of using the software and the support provided by the software vendor. Armed with this knowledge, you can decide whether a cheaper option is cost-effective or whether it will prove more expensive in the long run.
Assess Support Options
You should also evaluate the various options provided by the HR Management solution vendor to ensure that you can get support as and when required. While some vendors only provide support via emails, others provide live chat and calling support. Additionally, you need to check the timings too since some vendors 24/7 support, while others provide it only during work hours.
FAQs
The full form of HRMS is, Human Resource Management System
Modern HRM software comes with multiple options for self-service capabilities for employees such as ESS portal and mobile app. Such self-service options empower the staff to apply for leaves, download payslips, and undertake other tasks effortlessly, improving their engagement with their companies.
Modern HRMS software comes with enhanced security measures that keep your employee data safe and secure while enabling easy access to authorized users. Pocket HRMS also employs industry-leading Microsoft Azure cloud platform to host employee data, providing our users with 256-bit enterprise-grade encryption.
Depending on your specific requirements, the cost of HRMS systems can range from thousands of rupees a month to lakhs of rupees annually. However, the best part about cloud-based HRMS software like Pocket HRMS is that it is highly scalable and customizable, ensuring that you pay for only those features that are enabled for your organization.
1. Pocket HRMS
Pocket HRMS is a comprehensive user-friendly AI-based HRMS solution that streamlines employee management and actively engages them with numerous enhanced features. Being a cloud-based employee management system, it is highly flexible and scalable, making it ideal for start-ups and medium businesses.
2. Bamboo HR
Bamboo HR is a complete HRMS suite of HR utilities that enables you to manage employee data and gather valuable insights while streamlining the daily HR operations in the company. This HR system software has multiple modules to support the HR in undertaking their daily activities such as finding and hiring the right talent, processing payroll, tracking attendance, and more.
3. GreytHR
GreytHR is a cloud-based HRMS India platform that enables HR management to support their staff members by automating most of their clerical tasks. It enables them to provide their employees with the best services by improving their productivity and enabling streamlined management of their data.
4. Keka
Keka is an advanced HRMS India platform that automates various HR and employee-related tasks. It frees HR from having to repeatedly perform the same clerical tasks by streamlining these tasks using an HRMS, which adapts to the organization. Keka HR provides various modules to handle the HR processes, such as people data and advanced analytics, payroll and expenses tracking, performance and company culture, hiring and onboarding, and others.
5. Darwinbox
Darwinbox is another excellent HRMS India platform that can vastly improve overall HR efficiency. To accomplish this goal, this HR system software uses multiple modules such as workforce management with time and attendance management, helpdesk management, remote workforce management, payroll and expense management, travel and expenses management, recruitment and onboarding, and more.
