In HR, Timing is Everything

Human resources management is one of the most time sensitive areas of the business world. Nowhere is this fact more obvious than on payday. Everyone expects their paycheck to be on time. If this simple task is not accomplished, there will be serious ramifications to employee morale and company credibility.

Fortunately, most HR systems are able to easily and efficiently handle the normal functions associated with this task. In fact, automation lends itself exceptionally well to this particular process. While convenient and necessary, leaving an HRIS to only handle payroll is a severe underutilization of its ability, however. There are simply far better reasons to fully use an HRIS.

The Real Value of an HRIS for a Business

As mentioned, software and computers are great at monitoring employee conduct such as time clock punches and attendance and then computing a payroll. However, an HRIS is just as efficient at monitoring other, less defined, HR tasks such as hiring, training, evaluating and terminating.

These processes are equally time-sensitive and far more important to the overall health of your organization. For example, at the “on boarding” stage, it is essential that new employees are properly documented and that they receive the company handbook and other appropriate “New Hire” materials. In a busy retail or office environment, this process may be overlooked or neglected. An HRIS can be used by upper management or the owner of a business to document compliance on these issues at the location level.

Similar issues arise during training, evaluating, coaching and terminating. Each of these processes has certain company and governmental rules that regulate them. Non-compliance exposes the company to charges of unfairness or bias and can lead to higher unemployment insurance premiums and lawsuits.

The Critical Element Addressed by an HRIS is Timing

Obviously, a company can recover from a few missed forms here and there. The real problems arise when a government agency or a litigant’s lawyer wants supporting documentation. A mad scramble to become compliant and then provide the documentation will not suffice.

First, while the government will expect you to become compliant as you move forward, this act will not leave you free of any culpability for past transgressions. The government will have its cake and eat it too. Secondly, lawyers are not interested in good intentions. They require proof of your sincerity and, if you cannot provide it, they will paint a very grim picture of your business practices. In both of these instances, an HRIS that monitors and ensures that management employees will comply with the company’s HR policies can avoid these potentially costly situations. In addition, an HRIS allows fast and easy retrieval of those documents.

The Bottom Line

The vast majority of companies are well-intentioned when it comes to the treatment of their employees and set policies to ensure this treatment. Problems only arise when location managers fail to meet the company requirements. For better or worse, a company is responsible for these actions. The solution to this problem is a properly designed HRIS that will maintain the integrity of your company policies.

About the Author

Anthony Kelly is a frequent contributor to compareHRIS and provides reviews and information on HRIS companies such as Ultipro, ECI Empower, and Infor HCM.