HRMS

HRMS Integration: Challenges and their Solutions

Human resource management has emerged as a hot topic of discussion in the HR Industry in recent years. There is a paramount need for efficient management of employees for any expanding organization.

To address this issue, companies often look to adopt a Human Resource Management System (HRMS), which serves as a digital tool for organizational transformation. This system can automate all mundane tasks and streamline HR processes. However, organizations face challenges during HRMS implementation, often leading to a disturbed workflow and data loss.

This blog guides you through the various challenges faced in implementing HRMS and their solutions.

What Do Organizations Require?

Businesses of the modern age demand digital solutions that simplify tasks while increasing efficiency and productivity, leading their organization to success. They require a customizable system that digitally transforms the business and supports it’s scalable, secure, and sustainable growth in the long run. That may also be accessed remotely from anywhere.

What is Human Resource Management Software (HRMS)?

An HRMS is a cloud-based platform that automates and streamlines HR processes such as hiring, on-boarding, payroll, timesheet management, and performance tracking.

Why are Businesses Integrating HRMS?

Businesses integrate HRMS for the following reasons:

Time Saving:

Automating repetitive tasks frees HR time, allowing them to focus on more strategic work.

Error Prone:

It reduces errors arising from manual work and payroll problems while improving work precision.

Easy to Learn:

Employee-friendly self-service portals are easy to learn and use. They enable employees to get insights into their attendance, performance, and payroll, increasing trust and transparency.

Compliance with Laws:

HRMS ensures a company complies with the necessary corporate laws and regulations, protecting them from image staining.

Attract New Talent:

Transparency of perks and policies provided to employees attract and retain top talent.

Increase Productivity:

Endorsements, transparency of benefits, and policies empower employees, inspiring them to work hard and increase productivity.

Decision Making:

HRMS provides organizations with extensive analytics, facilitating informed decision-making.

What are the Types of HR System Integration?

HRMS integration is a process in which a human resource management system is connected with other systems and software within an organization. System integration is an essential process that can be categorized in many ways, but the most common type includes:

Essential or Basic HR Integration:

The Integration of HRM systems with core HR functions ensures the seamless management of an organization by automating core HR processes. It includes the integration of the following processes:

Data Management:

An HRMS stores basic details such as employee name, contact information, and salary account details, amongst other things. Information is stored in an HRMS to make information easily accessible for HR professionals.

Hiring and On-boarding:

Streamlines the hiring process from posting a vacancy, resume screening, and sending notifications for on-boarding newly hired candidates.

Payroll Management:

Payroll Management assures on-time payment by automating the payroll process, and accurate tax calculations and legal compliance save the company from lawsuits and further problems.

Timesheet Management:

Track work hours, ensuring job safety and preventing employees from being overburdened.

Performance Management:

Managers can set goals and give performance feedback, helping employees grow and thrive.

Advance HR Integration:

Advanced integration connects HRMS with additional functionalities such as:

Employees Self-Service:

Employees can serve their HR needs, like updating personal details, submitting and tracking leave requests, and raising helpdesk tickets. Employees can also have access to company policies and other documents.

Analytics:

Analytical data reports help in performance evaluation, risk forecasting, and understanding the profitability of ongoing projects.

Cloud-Based Integration:

The HRM system is hosted on a secure cloud-based SaaS environment and is maintained and installed by the software provider. It allows remote access on mobiles and laptops as well.

Biometric Integration:

Biometric integration includes fingerprint, face recognition, and iris scanner integrations for tracking attendance and identification purposes.

Hybrid Integration:

It helps to self-host HRMS, provides flexibility over data, and can be accessed remotely.

What Challenges do Organizations Face During HRMS Integration?

Mentioned below are the common challenges that organizations encounter while integrating a Human Resource Management System, as well as solutions that help overcome these challenges:-

Incompatibility to Integrate:

Some HRMS software might not integrate with existing organizational software, leading to disturbances in the present HR activities in an organization.

Solution: For this, preplanning should be done, like choosing the built-in integration features in HRMS, APIs, middleware solutions, or custom integrations.

Data Loss:

Data could be lost while transferring due to hardware or software bugs. Data mapping is the biggest problem during assimilation.

Solution: Prevent data loss during mapping by testing the system before implementation, cleaning data, and performing data backup and recovery.

Navigation Problem:

New systems complicate the work. The complex structure of HRMS takes time to learn, and employees aren’t able to navigate features that disturb their work. It leads to delays in the process and inaccurate data.

Solution: Conduct interactive learning sessions and provide mentorship for employees to explain the workings of the new HRMS.

When human resource management systems are customized, organizations face problems like high maintenance and security risks. Employees may struggle to adapt and navigate features in complex systems.

Customization Issues:

Solution: Consider a subscription-based HRMS model as it is more budget-friendly, especially for startups and small enterprises.

Implementing HRMS is easy if you choose the right HRMS and understand your organizational needs with preplanning, taking trials, organizing learning sessions for employees, and a flexible framework with integration features with other tools. Subscription tools are the best; they are cost-effective and come with various offers and discounts. Navigating and preventing integration challenges can benefit a robust HR process with a streamlined workflow that empowers employees, taking business to new heights.

Cost Effective:

Incorporating an existing system with an HRM system is expensive due to its maintenance and customization. HRMS costs differ depending on the feature package you choose according to your business needs.

Solution: Consider a subscription-based HRMS model as it is more budget-friendly, especially for startups and small enterprises.

Case Study

Zenith has been a well-known Telecommunications company known for its top-class services since 2018. It is a customer-centric company that provides exceptional, innovative solutions. Zenith’s integration of a human resource management system was not smooth and filled with multiple challenges. They customized some processes by integrating payroll with timesheets following their leave policies, which complicated the process. The company lost some data during the transfer process, and employees faced difficulties due to the disturbed workflow.

While looking for other HRMS tools, Zenith stumbled upon EMOSSY, an integrated HRMS and PMS software. It is a SaaS-based cloud platform that integrates with other tools and is customizable according to customer demands. Its affordable and comprehensive package is beneficial for both small and large enterprises. It provides scalability and adaptability, along with data security with data backup.

Results of Emossy Integration:

Its built-in integration features allowed them to integrate other tools, like teams and others.
Provides data security by encrypting and decrypting texts during transfer and providing backup.
Easy-to-learn and user-friendly interface.
The HRM system framework fulfills all organizational needs and is customizable with low maintenance and difficulty.
Its budget-friendly subscription plans and free demos helped Zenith meet their organizational needs.

How to Choose an HRMS in 2024?

The steps to choose the best software in 2024 are as follows:

First, define the organization’s needs.
Determine your budget.
Take demos and test each feature.
Look for case studies, blogs, terms, conditions, and policies.
The tool should contain features like scalability and adaptability. In the end, make the decision.

HRM system integration is beneficial if preplanned and chosen correctly. Unlocking HRMS for your business will open doors and maximize productivity, leading to positive changes that will increase the ROI of your business, resulting in rapid growth.

Sakshi