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HRMS ERP Application Key Selection Considerations – Part 1
Selecting an HRMS ERP Application can be overwhelming even to the most seasoned HR Professional – so to help you on your journey, I have created a few examples of some (absolutely not all the) of key traits that you might want to consider as you evaluate the numerous systems that are currently in the HRMS marketplace.
I have broken these out into logical groupings of functionality based on my experience of doing this type of work for my past clients – hope it helps. Here are the first 5 key functional areas that be considered as part of the selection process of any HRMS application. Ensure that the application:
Enterprise Structure
Supports multiple companies in one database
Provides Web portal communication to all individuals in the organization
Provides for the posting of company specifics, such as policies and forms, in the application
Provides employee searches by: Employee Number; Last Name & First Name; Organizational Level; Company; Location
Organizational Structure Management
Structures the organizational chart based on the reporting relationships defined for each associate
Adds/changes organization entities and easily transfers associates within and/or across entities (including companies) and generates “new” organization chart without requiring the user to make any additional changes
Structures the organization chart based on the reporting relationships defined for each employee or matrix organization
Organizational Chart also includes basic information about the employee directly within the organizational chart view
Provides ability to export data to an organizational charting application (if appropriate)
Position Management
Provides position management reports by different organizational levels
Tracks headcount and full-time equivalents (FTE) associated with positions
Tracks multiple position assignments for an employee
Supports the generation of organization charts based on position “reports to” hierarchy
Tracks status of position approval process
Provides on-line position incumbent data and prior position incumbent data
Maintains approved budget by position including dollars, hours, and FTEs
Standard reports that assess budgeted vs. actual FTE’s and dollar amounts
Recruiting and Application Management
Posts internal and external jobs to company Internet site and company intranet site with effective dates
Has a requisition library of job templates that can be utilized when creating requisitions
Sends automatic responses, notifications, or e-mails to applicants/candidates
Allows administrators to customize verbiage on the e-mail messages (including confirmation acknowledgement and job filled) to external and internal applicants/candidates
Allows users to e-mail potential interview times, applications, corporate material, and job opening status
Integrates seamlessly with standard e-mail systems (Microsoft Outlook, Lotus Notes) for applicant/candidate activity for hiring managers and recruiters
Stores resumes for future use by category, job title, skill, or other user-defined attributes.
Provides Web-based data collection for jobseeker users (both employee and non-employee)
Allows administrators to create behavioral interview question sets per job opening
Allows External Agency to utilize this same tool to management and administer the recruitment process for their candidates
Generates offer letters containing all appropriate information based on position or job for which the applicant/candidate has been selected
Generates reports on all fields that exist in the database
Hiring / Onboarding
HR and manager new hire/rehire checklist ability, by position, with check-off ability as tasks are completed (for example, offer letter has been sent and received)
Ability to enter new hire before start date (effective dating) and new person will not appear on org charts until effective start date
Ability to predefine workflows and workflow tasks that vary according to the position being filled
Ability to track expected lead times vs. actual lead times to assist in planning (e.g., to determine the lead times for telephone provision is 72 hours)
Ability for hires to return and update or correct their information after the initial submission
Ability to vary the onboarding process workflow according to multiple candidate and position factors — employee type, business unit, job function, country, province, etc.
Ability to monitor the overall status of the onboarding process, providing a clear indication of “new hire readiness.”
Ability for the hiring manager to enter all required data on behalf of the contingent worker
Ability to facilitate automation of new hire paperwork collection and new hire responses for all businesses within the company
Ability to print a new hire package for candidate’s signature as well as workflow to generate appropriate pre-employment forms to be sent to the candidate
Ability to measure the performance of the onboarding process
Please register to read the rest of the series of blogs related to HRMS ERP Application Key Considerations. If you are still feeling overwhelmed – we are here to help. Feel free to contact us and we can help ensure that you get the best solution to fulfill the needs of your company now and in the future.
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