Automation in HRMS was a blessing during the pandemic but what about after it gets over?

An HRMS has helped organizations in numerous ways during the lockdown. Be it location and selfie based attendance marking, Payroll Calculation, Being up to date with all the statutory compliances or tracking the performance of employees while working from home. We’re sure that HRMS will still be a need after everything returns to normal. What makes us think so? Below listed are the factors that make HRMS a need during or after the lockdown!

Automation in HRMS

Automation is the biggest benefit of having an HR Software. It aids in quicker and more accurate processing and carrying out of tasks like payroll calculation, attendance and leave management, etc. Alongside this, it enables the HR and Manager to focus on core responsibilities like managing the workforce and maintaining a healthy work environment. It is not wrong to say that automation boosts the overall efficacy of HR processes.

Efficient Recruitment & Quicker Onboarding

HRMS Tackles the obstacles in recruitment like resume processing, verification of the credentials and information entered, selection of the best candidates, allocation of joining dates. It also makes the onboarding process way smoother by automating the document submission and collection process. Besides that it also makes the collection of employees’ personal and bank details quicker by allowing them to enter, view and edit such information through Employee Self Service (ESS) portal.

Better Employee Management

Speaking of employees, we are well aware that good employees are no less than an asset for an organisation. It is extremely important to manage employees in the ideal manner for the best possible output regardless of the industry. HRMS offers you services like Employee Life Cycle, Employee Self Service, Leave planner, Performance management system, etc. These services come as the modules of an HRM System, thye help in enhancing employee productivity and help them in focusing on the task assigned. An HR Software allows the employees and manager to have a direct contact which otherwise has to go through a hierarchy. This also helps in streamlining the workflow, ultimately leading to better management of the employees.

Quick & Accurate Report Generation

Let’s be honest, creating reports is hell of a task. Going through all the data, sorting, posting, calculating and presenting, it just becomes tedious for the employees and the manager. What if all this tiresome work was automated? HRMS does exactly that! Reports can be automatically generated and then exported so that you can also customize and define these reports according to your needs. Reports can be accessed anytime and different reports for different departments can be created. HRMS makes the reports and analytics part simpler than ever before. Being automated and created by the software, these reports are not only quicker to make but also much more accurate.

Embedded Statutory Compliance

Statutory Compliance in HR, simply put, is a framework comprising various labour and federal laws to which the company is expected to adhere to, while dealing with the customers. How HRMS helps with statutory compliance you might ask. An organisation might have overseas offices as well where these statutory compliances are different, what HRMS does is makes you aware of these compliances and helps you be updated with them. Spine HR Suite has embedded statutory compliances like PF, ESIC, PT, MLWF & Income Tax (TDS).

A Step Towards Digitization

As the world moves towards digitization, the concept of automation and online is taking over the world for good.. HRMS Providers like Spine Technologies make it possible for organisations to stay updated and take a step towards digitization.

In Conclusion, an HRMS is sure to provide a boost to your organisation’s performance regardless of  the pandemic situation. Spine HR Suite is the perfect reliable HR Solution in HR industry. You can learn more about Spine Technologies Here.

Worried about proxy marking of attendance? Looking for a good & reliable attendance marking system? Then this blog is exactly for you! In this blog we will be going through what exactly is Geo Tagging & Geo Fencing and how it is beneficial with regards to Attendance marking.

Geo Tagging & Geo Fencing are two different processes which aids hassle free attendance process. Let’s understand each of these one by one.

Geo Tagging

Geo Tagging lets you add geographical information in the form of latitudes and longitude making it easier for you to know the employees’ location along with report time and leave time. This allows you to keep an eye on your employees who are out on the field. Geo tagging can also be used to authenticate attendance with location and selfie based marking so that you have the exact coordinates of your employees when they mark their attendance. The following are the features of Geo Tagging with respect to attendance marking:

Monitor Employees

Geo Tagging enables you to tag your employees geographically and track them while they are on duty. Be absolutely sure instead of assuming! This makes sure that your employees are in the workplace and working. And with the Spine HR mobile app you can monitor your employees from anywhere at any time! Ensuring work progress has never been easier!

No More Proxy Marking

With Geo Tagging you don’t have to worry about proxy marking of attendance anymore! The attendance of your employees is not only recorded with their biometrics/ face scan/ selfie but also with precise location. This way you can ensure the presence of the employee at the work sites and diminish proxy attendance markings.

Elevate Productivity

No Proxies, more work hours, more employee engagement. What do all these factors indicate? Greater, Elevated Productivity of course! As we have already discussed, Geo Tagging lets you monitor your employees, ensure good workflow and prevent proxy marking of attendance. Performance enhancement is sure to come with productivity elevation!

Elaborated Reports

You’ve monitored your employees, prevented proxy marking of attendance, and increased the organisation’s performance. Now what? It’s month end and you need reports to calculate the employees’ salaries and of course attendance and performance. With an HRM System, you can get elaborated reports including the in and out times, location based selfie attendance for verification and many other such features.

Overall, Geo Tagging is a feature that you would want to consider while choosing a Time and Attendance Software.

Geo Fencing

Geo Fencing enables you to create a digital geographical fence around the workplace which ensures there is no proxy marking of attendance. This boundary makes sure that your employees are actually at the workplace and prevents breaching of workplace boundaries. This fence can be defined and edited by the authority as required with no restrictions on the types of dimensions. Below listed are the features of od Geo Fencing with regards to an Attendance software:

Cost Reduction

Be it traditional register entries or the “modern” clunky biometric systems, you would have to invest in some sort of system implementation and a constant maintenance cost. With Geo Fencing, you can create a virtual geographical boundary which would ensure the proper marking of attendance only when the employees enter the company premises. This not only adds to prevention of proxies but also costs much less than the other options in the market.

Boundary Definition

Like Discussed above, you can define boundaries around your organisation’s premises. You can define fences with no restrictions on type of dimensions and can also create multiple fences for different office locations as well as employee or HR requirements. Geo Fencing technology allows you to approve or reject attendance requests by checking the fence territories.

Summarizing, Geo Fencing lets you be assured that your employees are at the workplace, at the proper time. Along with this, the data can be verified via location based selfie attendance marking and the in and out time markings.

Gone are the days of maintaining attendance in a register! Get yourself a Time & Attendance Software!

Time & Attendance softwares are in bloom not only because of the “Go Digital” wave but also because of how it automates this very basic process and saves time and increases efficiency of your organisation. In this blog we will be discussing what a Time & Attendance software does, how it improves your productivity as an organisation and which software you should get if you’re considering investing in one.

What is Time & Attendance software?

A Time & Attendance software’s basic function is to make the Time Keeper’s job easier and automating the gruesome process of tracking employee shifts and attendance. With Time and Attendance software, you can track your employees’ attendance and workflow. You can also access detailed reports about the same.

What does it do?

A Time & Attendance Software primarily makes time-keeping efficient. It carries out the below listed jobs and helps in boosting the company’s efficacy:

-Calculate attendance and overtime.

Needless to say, the basic function of a time & attendance software is to calculate attendance, track leave and overtime for employees and work in integration with payroll to calculate salary.

– Record punch-in and punch-out timings.

The employee can record their in and out times through the mobile app as well as the web portal depending upon what the solution provider offers. Spine HR Suite offers a Mobile app for both iOS and Android as well as web portal attendance marking as well.

– Display details about leaves in advance for better management of alternatives.

Employees and Managers can nominate substitutes for the employee on leave to keep the workflow going. One can also plan and view planned leaves for better management of workflow.

– Track Leaves.

You can track employee leaves which would help in calculation of salaries and also to maintain the attendance records.

– Integration with Payroll for better, accurate salary calculation.

Time & Attendance can also be integrated with payroll as mentioned above for more efficient, quick and accurate salary calculation. An HRMS also automates the payroll process. You can learn more about payroll software here.

– Verify attendance before approval.

The attendance of an employee can be verified by the manager by various means. One of the most efficient ways is via geo-fencing and geo-tagging technology. Spine HR Suite offers geo-tagging and geo-fencing technology for attendance verification. You can learn more about it here.

– Make the time-keeper’s job easy.

Combining all the processes discussed till now we can say that a Time & Attendance does make a time-keeeper’s job easy, quick and more accurate.

What Time & Attendance software to get?

After all that we’ve discussed about Time & Attendance software and what it does, you might have considered investing in one. A Time & Attendance software would be a great boost to your organisation’s productivity and a step towards digitization as well. Before choosing a software you might want to consider the above mentioned features and also try if you can get it as a module which can later be integrated with other modules like payroll. Spine HR Suite is one such solution, alongside Time & Attendance there are 18 other modules to pick and choose from so that you can get a perfect solution for your needs. Spine HR Suite offers you the latest technology with the fastest implementation and octagonal client support. You can know more about and contact Spine Technologies.

Summarizing it all, no one would like to stay away from the latest technologies and trends and of course not if it helps you enhance your performance as an organisation. Time & Attendance software is a kind of investment that you must make. Regardless of the size of the organisation it has countless benefits and even more if you pair it up with other modules. To conclude, one can say that the Time & Attendance software is a must have.

Just starting out? Want to operate digitally but concerned about costs? Worry no more!

People usually relate HRMS with huge organizations and big names, but the truth is that an HRM System can also be implemented in a business that has just been incorporated. A Startup might not require advanced activities that an HR Software carries out like Visitor Management and Resource Booking but processes like Time and Attendance and Payroll Processing is integral to organizations of any scale.

As simple as it might sound, Human resource is a mix of many complex tasks. HRMS helps you automate and simplify these tasks. Since we have discussed How HRMS benefits Your Organization’s Performance, let us now focus on how it helps smaller businesses and startups;

• Automation

Automation is the key factor about HRMS and is the trend on rise in this digitally revolutionizing world. An HR System automatically carries out complex tasks like calculation of arrears, taxes, salaries, etc. once the breakdown information has been fed. This saves precious time as well as allows the managers to focus more on strategizing tasks and better workforce management.

• Modularity

Another Key feature of HRMS is Modularity. Being Modular allows an HRM System to be a perfect fit for any organization regardless of the size. Another benefit of modularity is that modules can be brought into use in integration with other modules. Let me make this simpler with an example, a popular case of integration of modules is Payroll and Time & Attendance. Attendance sheet and shift and overtime information of an employee is sent to the Payroll Module for quicker and accurate calculation of net salary.

• Employee Retention

With HRMS, you can connect with your employees on a personal level. Discussion Forum, Help Desk, etc are some modules that help in employee engagement. Employee Self Service (ESS) enables the employees to view and change their information without going to the HR, allowing them to focus more on work. In case you’re wondering, here are 5 Ways to Support Your Employees and Help them Perform Under Pressure. Maintaining a good relationship and transparency with your employees adds up in the long term and helps you retain employees for a longer period.

• Low Costs

Who doesn’t want some savings in costs here and there? With HRMS, your costs can be minimized which makes the HR Processes simpler and more efficient. HRMS is proven to be directly and indirectly more economical for any business. You can learn more about How HRMS is economical for your Business here.(link to last blog)

• Better Overall Management

And Finally, after discussing everything, one can confidently say that an HR Software makes management more efficient hence improving your organization’s performance. Automation gives HRM Systems a prima facie upper hand which just gets better with usage. All you need to do is define a set of rules and the system will do the rest. This liberates the HR from tedious tasks and allows the HR to engage with the workforce better.

Summarizing, Better Management at a comparatively lower cost, what else does a startup need? But HRMS does not end here. HRMS is a step into digitalization which is the next big thing in the industry. An HR Software will help your organization flourish and be a part of the digital world.

If you are looking for a HR Solution, Spine HR Suite is the way to go! Spine HR Suite offers you 19 different modules to pick from at a very affordable cost, something that your business wouldn’t want to miss out on!

Bigger workforce? Loads of pending tasks? Month end blues? Worry Not, HRMS is here to save the day!

Since we have already discussed the need for HRMS in smaller organisations, it is time we talk about how an HRM System is a necessity in the bigger organisation. Be it an organisation with 1000 employees or more than 5000 employees, an HR Software always gives you accurate and efficient performance and reports regardless of the employee count. Below listed are the factors that make HRMS a necessity in huge organisations.

Higher Employee Count

Needless to say, a bigger organisation has a Higher Employee Count than a smaller one. The employee count may range from a thousand employees to five thousand and more. Huge number of employees call for a better and efficient way of management. Sure the traditional, manual way of managing the workforce is great but it has many limitations attached to it. HRMS on the other hand automates the tedious processes and enables the managers to focus on productivity improvement.

Necessity of Performance Management

As the number of employees increases, the difficulty of performance tracking and managing increases as well. Having an HR System implemented ensures that the employer has access to growth reports, performance analytics and the overall productivity gist on their fingertips, anytime and anywhere.

Leave & Substitute Planning

Why skip a day’s tasks when you can appoint substitutes for the employees on leave? An HCM Software allows you to easily communicate and track the leaves and the substitutes appointed for the day. Keeping a track of such data is crucial because every single day affects the performance of the company. Besides that, having a huge workforce makes it harder for the manager to communicate with the employee who is appointed as the substitute. HRMS tackles this problem by notifying the appointed substitute beforehand.

Automation of Payroll

Let’s be honest, month ends are the worst! Attendance, Leave and Arrear Calculation, Salary Calculation, Payroll and Payslip disbursement and all other such burdensome tasks hinder the workforce management duty of the HR. With an HRMS implemented, calculations and disbursements can be totally automated and the HR can properly concentrate on workforce management and maintenance of a friendly and goal oriented environment in the workplace.

Resource Booking

Let’s face it, a bigger workforce means more difficulty in direct communication and also increased chances of miscommunication. Assignment of proper tasks to the proper resources is a task on its own. A manager might miss that out in the communication or it might get lost in between the levels of the hierarchy. HRMS makes it so that the employee can see the tasks assigned to them on the portal itself. The Manager can directly assign tasks without the risk of getting lost or miscommunicating it. It is safe to say that an HR Software eliminates the risk of miscommunication.

Overall Increased Efficiency

Automation if used right, makes things way more efficient and with Spine HR Suite efficiency can be achieved at its finest. 19 different productivity enhancing modules to choose from, Octagonal Client Support, more than 20 years of experience and three different deployment options to choose from. Spine HR Suite is sure to give you the overall efficiency that you expect from an HRMS.

Everything we’ve discussed yet boils down to the fact that HRMS is a must in larger organisations as well which have more than a thousand employees. In fact, HRMS is essential regardless of the size of the organisation as it is a tool that increases the performance of the employees as individuals and the company as a whole as well. If you are looking for an HR Software to boost the productivity of your organisation, Spine HR Suite is a great option.

On a hunt for past data for nominating the Employee of the year? No more wandering for files and excels! Get automated reports with the Performance Management System

What is a Performance Management System (PMS)?

Performance management system is a tool that helps the HR track the performance of an individual employee and streamlines performance management. It automates tracking the progress of an employee and provides the manager employee performance reports which would then help the higher level management track the performance.

Listed below are 6 major features of a Performance Appraisal System that you should look out for when getting a PMS.

Goal Definition

Employees can define their own goals and the time period they must be achieved in. This helps in aligning the employee’s vision with the company’s objective. Alongside that, goal definition also helps in recognising the employee’s contribution in the long term and appreciation of their efforts.

Self Appraisal

Self Appraisal helps to establish a stronger work relationship between the manager and the employee. It also provides a deeper insight and a clear picture of employees’ contribution, achievements and weaknesses in certain areas.

Score Card & Skill Evaluation

PMS enables you to access employee scorecards. This helps you in generating performance bell curves and also aids in report generation. You can also get auto generated graphical data and reports for analysis with PMS. Automated reports and graphical representation of the data helps you analyse your employees’ performance more efficiently while making the report generation quicker.

Historic Datasheet

Managers can also gain access to historic datasheets of employees for accurate comparison and growth analysis. Besides comparison, the manager can access these sheets for evaluating past performance. Not just managers but personnel can also access their growth graphs through Employee Self Service.

Valuation Calendar & Performance Improvement Planning

Watch as your employees grow throughout the year with the Valuation Calendar! Mark employee achievements and milestones as you achieve! What’s better than witnessing your company and employees grow?

Some employees lagging behind? No need to worry, nurture your under performing employees by planning their training schedule! Performance Improvement Planning allows you to track and help improve your underperforming employees!

Reports & Analytics

Extracting Reports and analytics is made easier with PMS on Spine HR Suite! You can get graphical representation of data, automated generation of reports, User Definable choice on visibility of approval. Alongside that, Spine HR Suite also has an automated report and letter writer to send feedback and letters to intimate personnel! It won’t be incorrect if one said that Spine HR Suite is revolutionising the report generation and analysis process!

How will PMS help me?

A question that we are sure is lingering in your mind. The simple answer to this is Yes. A Performance Management System is sure to help boost your organisation’s performance by providing you accurate growth reports and data related to your employees’ performance. Knowing the employees’ growth will not only help you recognise their strengths and weaknesses but also will help the managers and HR to maintain a healthy, friendly and growth oriented work environment!

Concluding the blog, let’s answer a very obvious question “Should I get a PMS for my organisation?”

Yes you definitely should consider getting a Performance Management System, not just so you could keep track of your employees’ performance and progress but to ensure a great growth oriented work environment as well. Spine HR Suite offers you a great modular Performance Appraisal System and 18 more extremely productivity increasing modules. Over the past two decades into the domain of HRMS has helped us develop a top notch Performance Management System!

No more HR Cabin visits to just rectify an error in your personal information! Change it yourself with ESS in no time!

What is ESS?

Employee Self Service (ESS) is a module of HRMS which majorly dismisses the need of an employee to go to the HR. It aims to allow the HR manager to more complex tasks like managing the workforce, workflow, etc. It also helps to maintain a friendly work environment in your organization. Below Listed are some major features of an ESS Portal.

View/Edit Information

ESS lets your employees view, review, change and update their personal information at their convenience. These changes require approval from the manager though. This process alone majorly eliminates the need to go to the HR, besides that it also minimizes paper and ink wastage as no prints of documents are required.

SOX Compliance

With Embedded SOX Compliance, the data in the application is as safe as money in a bank. No one but the employee  can edit their information, provided that they don’t share  their ID and Password.

Growth Graphs & Reports

Your employees can access their personal growth graphs to view their progress as a professional, besides that, HR and Manager can also access these graphs and track the progress of the employee, team or the organization as a whole. This data can also be used by the manager to compare the employees’ progress to the past performance reports.

Workflow

Employees can access their workflow progress, view their application status and approvers. Alongside that, they can see the organization and workflow chart. This makes the manager as well as the employee aware of the workflow progress, ultimately, boosting the team’s performance as a whole.

Application Reminders

The ESS Portal is like an employee’s best friend and a great friend always keeps you on track. With ESS your employees will be reminded of their pending as well as their missed applications. This will help the employee to stay on the clock and complete the assigned tasks on time.

Events & Announcements

ESS allows the HR to post about events and important announcements on the dashboard wall and make them known to all employees. This makes it so that no employee is unaware of the event and other important announcements.

Birthdays & Anniversaries

Wishing someone “Happy Birthday” now does not require you to remember the date! We understand that you already have a lot of work to do. The ESS Portal displays Birthdays and Anniversaries on the Dashboard which is visible to all employees. Now that’s one way to maintain an employee friendly environment!

#AskSpina

#AskSpina is an exclusive feature that Spine HR Suite offers you! Spina is a chatbot which can be your professional virtual assistant! With Spina, employees can make themselves aware of many frequently asked questions without going to the HR!

How is ESS beneficial for my organization?

Now that you are aware of the features of a good ESS system, you might already know some of its benefits. The major benefit of having an ESS System is that it maintains transparency between the manager and the workforce as it enables the employee to know the workflow as well. Another major benefit is that it makes your employees independent. Employees do not need to go the HR for small queries and tasks like changes in information. If you are looking for a reliable ESS System, Spine HR Suite is a great solution provider. Spine offers a modular HRMS Solution- Spine HR Suite which comes with 19 different modules, Employee Self Service being just one of them.

In closing, Employee Self Service is an integral part of a HRMS. It makes the employee self-sufficient and helps the manager enhance the workflow while maintaining transparency which in result will boost the productivity of your organization.

We’ve all been there, be it forgetting to show the second effect of an entry or going through multiple reports just to know that they all give out the same information.

You can get rid of all this fuss with an integrated HRMS System. This blog will guide you through how integration in HRMS modules will affect the performance of your company and boost the workflow management process’ efficiency.

We’ll be taking an example of how Attendance and Payroll work in integration to make things easier to understand. This example will be constant throughout the blog.

Consolidated reports

Integration of modules helps you create more efficient reports. Firstly, you will have just one report to go through instead of two separate reports. You can still access two separate reports if needed though. Collection and analysis of these two different reports is not only frustrating but at the end of the day you are just inviting double the work. Let’s go back to our example; you will not have to go through the attendance reports to appropriate the employee’s salary for the month, if Attendance and payroll work in integration, the system will access the attendance reports and calculate the salary for the month automatically.

Elimination of double entries

With integration you can get rid of making the same entry twice to tally your reports. You make changes or entries at one place and the system changes it to every place necessary. Going back to the example, if you mark an employee’s missed attendance at the end of the month, you will not have to add the day’s pay to the payroll again, the software will make necessary changes as soon as you’ve marked the attendance.

More Efficient & Accurate data processing

Making things very simple, you will have to analyze one integrated report instead of two different reports. The chances of errors go down by 50% in this single step. The reports are made by the system by performing various complex calculations and since it is done by the software the chances of errors are extremely rare. With all these things being considered one can surely say that with an Integrated HRMS System, data processing becomes way more efficient and accurate.

Better overall workflow management

Everything boils down to this part, having consolidated reports, eliminating double entries and processing the data efficiently and many more other below the surface level factors lead to having a better and improved workflow management in your organization. Better workflow management means increased productivity which results in better quality and quantity of output and optimum utilisation of resources.

Attendance and Payroll are not the only modules that work in integration. There are many other modules which work in integration to make the workflow more efficient, to name a few; Time and Attendance, Leave and Payroll and Recruitment, Training and Induction. A modular HRMS lets you integrate different modules to make the workflow even smoother. One such modular HRMS Solution provider is Spine Technologies.

Summarizing the above points, Integration in the modules of an HR Software enables you to have efficient integrated reports, elimination of human errors, less yet more accurate data processing and enhanced workflow management for greater productivity. To conclude, an integrated HRMS Software makes the already great Automated HR System more accurate, efficient and reliable.