Five must-have modules in your HRMS software

The HRM software that the organization uses should not just be beneficial to the employer but it should also have modules and features that would benefit the employees as well. It should be chosen properly so as to serve the interest of both employers and employee. Many organizations find themselves stuck in a quandary when it comes to choosing an HRM software for their organizations as limited functionalities offered by these softwares constrain the activities of the HR department and debar them from fulfilling certain core functions and responsibilities which are necessary for maintaining a healthy employer-employee relationship.

Here are some of the most essential and must-have modules that your HR software should have.

Employee information management module

Maintaining employee information or employee database is one of the core features of HRM software. The employee information and management module facilitate HR professionals in planning, hiring, managing and analyzing human resource that span across the various department of an organization. This module is like a database that maintains important information of employees such as date of joining, KRA (key responsibility area) of employees, employment history and compensation details. In addition to this, it also allows you to track important events like birthdays, anniversaries, confirmations, licence expiry dates of employees etc.

Some of the important functions performed by this module are:

A.      Helps employees to apply for leaves, view their payslips, Form 16 etc. on their own via an online portal

B.      Sends automatic email-alerts to employees, managers and HR administrator intimating them about their application status

C.      Centralized document repository for storing all document related to employees, scanned contents and issued letters

D.     Generates employment-related letters such as appointment letter, confirmation letter, increment letter, termination letter, relieving letter etc.

Attendance, absence and leave management module

Keeping track of employees attendance, absence and leave is a cumbersome task if done manually. Good HRM software must have a module exclusively dedicated to manage attendance, absence and leaves of the employee. An automated attendance and leave management module will help you to manage timesheets, track and monitor any absence from the workplace, approve sick and casual leaves and maintain a record of all leaves taken by an employee.

 Some of the important functions performed by this module are:

1.      Keeps tracks of daily attendance of employee, leave details and compensatory offs

2.      Maintain movement register of the employee while they are on business tours

3.      Maintains details of employee who has resigned

4.     Automatically adjusts employees leaves against available paid leaves

5.      Generates various monthly and daily reports like attendance report, leave report, late comers report, early leavers report in a user-defined format

Payroll management module

Any HRM software is incomplete without this module. The payroll management module is designed to address the entire spectrum of enterprise payroll requirements. It automates all payroll calculations for wages, bonuses, allowances, other forms of compensation, deductions and taxes based on user-defined rules. This module allows you to align your payroll processing system according to company’s policies and ensure that the payroll is processed accurately, efficiently and on time. The payroll management module is also capable of generating payslips and important report at the click of the mouse. Moreover, this module allows employees to view and print their payslips, pay history, leaves, balances etc. anytime from anywhere.

Some important functions performed by this module are:

1.      Calculates employees salary in minutes and transfer it to their respective accounts

2.      Automatically calculates PF, Professional Tax, ESIC, Income tax as per latest law

3.      Handles all requirements including salary advances, loans, and automatic EMI deductions, arrears, reimbursements, bonus etc.

4.     You can set-up different pay periods such as weekly, fortnightly, monthly, yearly or any other user-specific period

5.      Generate reports of payslips of all employees in various formats such as RTF, HTML, EXCEL, PDF etc

Self-Appraisal/performance management module

Self-appraisal and performance management module is another must-have module in the HRM system. This module provides various tools to measure and evaluate the performance of an employee. These tools help the HR  manager to measure, control and give feedback to employees on whether they are on the right track or not. It also allows the employer to create  KRA’s & KPI’s for each employee and evaluate their performances against the KRA’s & KPI’s you have assigned to the system. The module then rates the performance of each employee and send the detail report of ratings to the concerned HOD & HR manager for review. The HOD and the HR manager had a final say on whether appraisal should be given or not.

Some important functions performed by this module are:

1. Create appraisal plans using interviews, questionnaire and feedback forms

2. Track and evaluate the performance of each employee against the KRI and KPI’s set in the system

3. Configure and automate the entire performance and appraisal cycle from start to end

4. Identify the skill gaps and suggest training and development plan to improve the performance of the employee

5. Generate comprehensive performance and appraisal report and sent them to HOD/HR manager for review

6. Retain the best employee by giving them the best appraisal possible as per company policy

Internal recruitment module

The internal recruitment management module is another module that every employer wish to have in their HRM system. The recruitment module is specifically designed to speed up the hiring process and bring transparency in the entire recruitment procedure. Right from identifying current vacancies, job posting, tracking applications, scrutinizing applications, scheduling interviews, selecting the candidate to facilitating the joining process the recruitment module has all the features that will help you to make things more organized, visible and accessible, taking the complexities out of the entire recruitment cycle. The recruitment module incorporates functionalities that not only reduced the turnaround time but also help you to onboard the right talent in your organization.

Some of the important functions performed by this module are:

1. Streamline and accelerate the entire recruitment process

2. It automates most of the routine recruitment tasks such as job posting, tracking & scrutinizing applications, scheduling interviews etc.

3. Quickly sorts applications based on locations, department, qualification, experience etc.

4. Generate a report of selected/rejected candidate, waitlisted candidates and candidates who didn’t show up for the interview

5. Create recruitment-related letter such as offer letter, appointment letter, campus recruitment request letter, cover letters to placement agencies etc.

No matter whether you are a large corporation or a small business, you need an effective  HRM system to manage the complexities of HR operations. It must contain all vital elements that are required to manage the workforce efficiently. One such software ought to be mentioned here is Sky ERP HRM. This cloud-based HRM solution has all the modules that are required to manage to workforce effectively. This software is designed keeping in mind the requirements of small, medium and large-sized enterprises. It is an ideal software for companies working in the field of software, healthcare, financial services, textiles, education, construction and NGO’s.