The Ins & Outs of a Cloud-Based HRIS
Human Resources Information System, or HRIS, are centralized computer programs to manage the processes associated with having employees. While they have been around for a long time, the introduction of cloud-based HRIS systems has made them even more powerful. Employers who have not used this new technology may not be fully aware of what these updated programs are capable of, particularly in terms of efficiency, trackability and compliance.
At WorkSmart Systems, our newly launched cloud-based HRIS offers a great deal of flexibility, allowing employers to pick and choose the services that best suit their employee base. However, it all starts with payroll and benefits, combining what used to be many vendors into one centralized platform. Imagine having just one log-in, one place to store and track all employee information, and one partner to help you with all of your employee management needs.
WorkSmart’s Cloud-Based HRIS Service Modules:
Payroll Module – Our system has been designed to offer greater flexibility so you can customize your services based on the needs of your workforce. Consultancies have different needs than manufacturers, who have different needs than labs. Employees receive their own log-ins and are able to make changes to items like mailing addresses, direct deposit information and dependent numbers. Varying levels of access allow managers and executives to see employee group information as appropriate. Also, all of your payroll information is stored in the same place as your benefits plan, streamlining tracking and compliance reporting.
Benefits Module – WorkSmart’s group health benefits program offers four plan choices to your workforce. Once our benefits team meets with your employees one on one to help them choose the best option, each employee can log into the HRIS to sign up and track their claims.
Paid Time Off Module – Executives, managers and employees can all have appropriate access to PTO information, monitoring time accrued and taken, as well as requests and approvals. Removing the paper and email trail by placing this data into a centralized place can help eliminate miscommunication and tracking issues.
Employee Filing Cabinet Module – In keeping with WorkSmart’s goal to centralize all employee information, employers can scan previously created paper-based human resource files into this system (the perfect job for a summer intern!). Anything that has to do with having employees can be stored here: employee evaluations and certifications, tracking of company cell phones, computers and keys information, and the employee handbook are all examples of the kinds of information businesses can store in their personalized file cabinet.
Employee Intranet Module – Businesses can use WorkSmart’s HRIS as an intranet system, a powerful way to communicate with all of your employees if you do not already have an internal system. You can easily notify everyone about company holidays, employee anniversaries and birthdays, and get-togethers.
Applicant Tracking Center Module – Turnover is a part of being an employer, and WorkSmart’s HRIS not only makes the separation process easier, but it also aids in hiring. Job openings can be listed on the system and spread out to the various online job search sites. Applicants can fill out the necessary information within the HRIS where the process can be managed from initial contact to employee onboarding. Hiring a new employee no longer means a ton of paper and multiple email streams—most of the needed information is entered into the system right from the beginning leaving only a few things to enter.
When you enter into a co-employment relationship with WorkSmart, all components of the HRIS are available to you. You get to decide what functionalities employees have available to them and which module you want to activate within the system or which to keep in-house. While our HRIS is the center for our services, our team is always ready to help you when you need it. Each client is given their own payroll coordinator; however, you also have access to a whole team of specially-trained experts for benefits and human resources services. At WorkSmart, we value personal relationships, so it is always an option to talk to the person you previously spoke to or met with who can direct you to a specialist if needed. We also have a live receptionist to answer the phones, directing you to the right person the first time.
To learn more about how WorkSmart’s cloud-based HRIS can help streamline your employee processes, send me an email or give me a call at 317-663-4138.
