Without information on human resources, it can't be done
What does HR and human resources management actually involve
HRM is a very broad area of processes in an organization. It is important to see the subject of HRM in its entirety and understand the basics, then decision making is easier. It is not only about HR processes, but it is also important to keep in mind what information HR works with. It is all the information about people - applicants and especially employees, and most of all the information related to their functioning in the company.
Records of job applicants and candidates
The life cycle of employees begins with their recruitment. Applicants and all the processes associated with them are the first step that HR managers must control. The processes around applicants include registering job seekers, evaluating their CVs, suitability of candidates for the vacancy, interviewing and testing candidates, as well as selection procedures.
Employee records are the absolute foundation of all HR. As an employer, you need to have all the necessary personal information clearly, reliably and securely available. Each employee typically has a file containing both work-related and private information, so you need to ensure that only authorized persons have access to this information:
- Personal data
- Job title and job classification
- Employment contract and salary details
- Professional qualifications and education
- Work restrictions or medical information
Once a person is employed in a company, a whole range of administrative processes arise around them. At the heart of it all is good record keeping of employees and, where appropriate, outsourced data, which is important from both a legal and practical perspective. The system should therefore be flexible enough to record exactly the data your organization needs (uploading files and reports directly to individual profiles, records of what assets have been entrusted to them, what contract has been signed with them, etc.). The life of an employee in a company brings the need to have as much information in one place as possible, such as:
- Basic personnel information
- Job classification in the organizational structure
- Job description
- Work benefits
- Issued job aids
- Operational requests and needs of staff, such as leave requests, etc.
Salaries and wages
Everything from filing all documents for salaries and wages to clearing and paying them. Staff remuneration is an important part of HR. It involves keeping records of all the information on which remuneration is calculated, calculating the remuneration itself, paying it out, and even communicating with the authorities. There are a number of specialized software for this area.
Human resources management
The aim is to optimize the use of human potential in the company, including the professional development of existing employees, the creation of new positions and the management of recruitment procedures. This area includes, for example, training employees, familiarizing employees with directives and other important documents and guiding or supervising the onboarding of new employees. The system should also facilitate and streamline the management of recruitment procedures for existing and new positions:
- Employee records
- Registration of applicants for positions
- Records of employment contracts
- Records of time worked, leave and sick leave
- Records of medical examinations
- Employee benefits
- Training, familiarization of employees with directives and other important documents
- Job positions, job descriptions
- Organizational structure
- Employee evaluations
- Records of company assets entrusted to employees (keys, stamps, IT equipment, etc.)
- Records of work equipment
- Processing, settlement and payment of wages and salaries
- And others
Employee organizational context
Based on this data, it should be possible to generate the entire organizational structure of the company, which can be further used, for example, in human resources management.
What types of HR systems exist
Applicant Tracking Systems (ATS)
Personnel administration - keeping information about people in the company
Time and attendance systems
Staff appraisal and development
Familiarisation with documents
Corporate Social Networks and Employee Engagement - Employee engagement
Human resource management, HR systems or HRIS systems
Why should you use a system for HR
The systems store your data and can work with them effectively
The information is always up to date, and the system records full history. You and your colleagues will save time because you do not have to message each other to get up-to-date records. While the export to Excel will give you the view, you were used to.
You can select the information you keep track of based on the needs of your company. You can also create categories for your staff (for example, employees, contractors, and partners). This is because you usually want to keep track of different information for each of them.
The system will allow you to be up to date with everything, thanks to many aspects. The first aspect being simple analysis and charts that are always ready for you. The second one being notifications of important data, dates, or changes in important records. The third aspect being the ability to interlink information to gain a complex overview of all connections. Thanks to that, you will find employee's assets quickly or the project they are working on.