10 Most Asked Questions About Human Resource Management System (HRMS)

1. What is a Human Resource Management System?

HRMS software delivers automated processes of HR-related matters including attendance, payroll, timesheets, performance evaluation, and more. With a streamlined workflow, HR professionals will be able to focus on more productive, high-level tasks such as hiring and training.

According to Oracle NetSuite, due to the multifunctional features of HRMS (Human Resource Management System), HR teams at companies of all sizes could afford a suite of applications without investing in expensive computer hardware or IT staff to operate and maintain the system. ^[1]

To gain a better understanding of the functionality and scalability of hr software, it's important to ask relevant questions that will benefit both organizations and their employees. With that in mind, let's take a deeper look into the top 10 key questions about HRMS.

2. Is the system designed for the business’ long-term needs and company size?

The platform's scalability is one of the most important things to consider when selecting HRMS software. With an HR solution that’s capable of addressing the current and future needs of a company, it'll be easy to prevent costly errors and other issues that may further complicate the business operations.

Most HRMS software caters to a specific industry or company size. Some are best suited for small and medium enterprises ^[2] while others are designed for large companies.

There are only a few HR software that caters to businesses of all types and sizes. One of them is QuickHR, a fully integrated cloud-based HRMS platform where HR professionals can experience automated, simplified, and streamlined HR processes in one platform.

The holistic HR software offers multiple HR modules that provide automated management of employees' payroll , attendance and timesheets, leave and claims applications, performance evaluation, and more. These modules are interconnected within the platform where HR professionals can access and process real-time records all in one place.

With flexible and multi-functional settings, QuickHR is fully compatible with the early business needs and the long-term demands of an organization.

3. Is the system cloud-based or on-premise?

It's also essential to understand the fundamental differences between cloud-based ^[3] and on-premise ^[4] software. On-premise software is installed locally on the company's own server where it has to be regularly maintained and updated by the company’s IT team.

While cloud-based systems like HRMS platforms, users can access records online via the Internet where the data is hosted on the software's own server. The updates and maintenance are also automatically managed on a cloud-based platform, providing a convenient and time-saving process.

Due to easy access and convenient maintenance, cloud-based systems are considered to be the best practice for HR solutions. For this reason, QuickHR has its data hosted on Amazon Web Services ^[5] (AWS), the largest cloud provider in the world, offering maximized storage with hassle-free and 24/7 access to HR records across all desktop and mobile devices.

4. What’s the user experience like?

Aside from simplifying complex HR processes, many HRMS platforms are also designed with a user-friendly nature where both HR professionals and employees can easily navigate the system without much training and guidance.

HRMS ^[6] software can be easily configured with different features, options, rules, and policies, depending on the business needs. These simplified configurations allow increased work efficiency and productivity.

QuickHR is an integrated human resource management system that comes with an accessible nature, making it an ideal platform for individuals who are relatively inexperienced with HR processes. The full-spectrum software allows instant and easy modifications on all necessary HR modules such as attendance data, salary structure, timesheets, leave, claims, and more.

5. What kind of reporting capabilities can be obtained from an HRMS?

HRMS software is built with a centralized framework that interconnects all HR functions, generating a whole range of detailed reports for employees' attendance, payroll, appraisal, training, and more. With comprehensive HR software, organizations can gain better insights into the overall business operations. There's no need to spend long hours analyzing multiple records and producing management reports.

With QuickHR’s detailed and meaningful analytics, it’ll be easier to ensure smarter and faster decision-making for the early phases and even future plans of the organization. The all-inclusive software has the ability to analyze employee data and create customized analytics on all HR matters, providing a wealth of meaningful reports.

6. Does the system integrate with learning programmes?

HRMS platforms are well-integrated with LMS (Learning Management System), providing a strategic solution for all administrative and employee training needs. This seamless integration offers more opportunities for a company to effectively train the employees and monitor their performance. This way, it'll be easier to identify the strengths and weaknesses of every employee and fairly evaluate their performance. Thus, increasing employee engagement and productivity.

QuickHR comes with an interactive eLearning platform that provides relevant online courseware and staff assessments. The software offers extensive training, especially for the new hires, to help them contribute good results in the early stages of business operations as well as prepare them for the long run.

7. What security measures are installed on the system?

HRMS software is capable of implementing various security protocols and updating the system with the latest policies for better safety. HRMS solutions offer heightened data security , ensuring that all employee and business records are stored securely on its servers.

QuickHR features a cloud infrastructure with multi-tier encryption. This means that data in the underlying storage is encrypted including automated backups, snapshots and replicas.

Most importantly, HR teams and employees can access real-time records via facial recognition or fingerprint scanning, instead of entering passwords or pins.

QuickHR is 1 of the only 2 cloud HR solutions in Singapore that is certified with the best security and privacy certifications such as the highest level of Multi-Tier Cloud Security Standard (MTCS) and International Organization for Standardization (ISO).

QuickHR has successfully elevated Multi-Tier Cloud Security Standard (MTCS) certification with the renewed standard, SS 584: 2020, which covers all the latest and newest cloud controls - including Zero Trust!

In addition, QuickHR has also completed an in-depth ISO reassessment process and successfully renewed ISO27001 certification, ensuring further enhancement of security policies.

8. Does HRMS allow easy compliance?

Streamlining regulatory compliance is also a part of HRMS’ functionalities. To avoid legal conflicts and consequences, HRMS helps businesses to understand and comply with legal matters.

HRMS solutions take into account local laws including state income tax, especially with a global workforce that comes with different regulatory compliances. With HRMS’ auto-inclusion and full regulatory compliance features, businesses will be able to prevent fines and penalties which may lead to great financial loss.

QuickHR allows automatic calculations and deductions in adherence to government compliances. These include tailored CPF formulations, auto SDL deductions, Bank GIRO and CPF submission features, and MOM ^[7] itemised payslips.

Being an IRAS-approved software solution, QuickHR also guarantees smooth monthly submission with direct AIS linkage of payroll information captured on the system.

Moreover, the Infocomm Media Development Authority (IMDA) has evaluated QuickHR as an effective, market-tested, and cost-effective pre-approved solution for government grants offered to SMEs.

9. What happens during an upgrade?

During the system’s upgrade, the HR solutions provider will implement new innovative features that’ll further enhance the user experience and expand the capabilities of the system to fit the long-term needs of the organizations.

To help companies understand how an upgrade will impact the HR departments and the employees, QuickHR provides extensive support to keep the workforce up to date when the system changes. We provide updates to our clients at no additional charges, ensuring they can employ the latest and best practices.

10. Does the HR solution provider incorporate the company’s feedback?

When implementing a new solution, most HR solutions providers take the clients’ feedback into consideration. With a system that fills in the gaps and addresses specific problems, it’ll be easier to establish improved workflow efficiency across business operations.

At QuickHR, we’re always looking to enhance our features and functionalities. Over the last few years, we’ve taken feedback from our clients and have translated them into innovation that sparks efficiency through automation. As such, our clients can rest assured that with steadfast resolve, their organization’s HRMS needs are secured.

11. What technical support and resources are provided?

The vendors of HR software solutions offer implementation and integration support to familiarise the workforce with the functions and tools of the software. There’ll be a skilled team who’ll provide assistance during the implementation of HRMS.

At QuickHR, we have a dedicated team of HR-experienced individuals who assists the clients in the implementation and utilization of every module as well as other general queries.

Whether you're a new client or you've been using QuickHR for many years, our support team will always be available to assist you. We gladly ensure a smooth transition to using our all-inclusive software.

12. Conclusion

With QuickHR's smarter workflow, HR professionals will be able to secure maximum clarity and accountability despite any circumstances.

HRMS holds significant value in transforming traditional HR strategies to further improve the workflow efficiency of businesses. So make sure to keep these questions in mind when choosing the right solution that’ll fit your HR needs.

If you want to know more about QuickHR, you may contact us or request a free trial with absolutely no terms and conditions!