Who really uses HR systems?

January 6, 2017
Who really uses HR systems?

You don’t have to be your company’s HR administrator to find HR software useful. In fact, a lot of companies don’t even have a dedicated HR team. Lots of people in lots of different roles use HR systems.

This article will show you who really uses HR systems, and what they use them for.

The small business owner

Within small companies, the owner is often responsible for everything. This includes managing IT systems, and looking after all employee information.

For small business owners, HR systems are the perfect way to make sure processes are being followed correctly. This is because they offer helpful tips and instructions for common processes and calculations such as on-boarding and holiday entitlements.

HR systems help small business owners ensure no important steps are missed. With cloud HR solutions, no technical knowledge is generally needed, meaning the small business owner can normally get by without the support of an HR manager or an IT team.

HR systems help small business owners to manage employee information with minimal resources, and without any help.

The IT manager

The IT manager is responsible for all technology systems within their company. This includes HR systems.

Within many organisations, IT managers will need to install, maintain, and support the use of business systems for processes such as HR administration.

IT managers often want dedicated HR systems in place, to reduce the burden on their IT resources. For example, cloud-based HR systems require far less maintenance than locally installed solutions, which require complex configurations and ongoing attention.

IT managers use HR systems by not having to use them at all – freeing up their time to focus on more important tasks for the business.

The HR administrator

Most companies who hire more than a few people will have at least one dedicated HR administrator.

HR administrators collect, track, store and report on all information relating to employees within the company. They are responsible for managing and processing all HR data, including contact information, start dates, salaries and benefits, time off, sick days, performance appraisals and more.

The HR administrator is also responsible for checking visas, permits, training records and certificates, to make sure the company complies with regulations.

It’s pretty easy to see why HR administrators use HR systems. Without a good HR system, the HR administrator might struggle to perform their role effectively. Many HR administrators complain that they are stuck behind their desk entering data into spreadsheets, and manually processing paper files and holiday requests.

With the help of an HR system, the HR administrator can:

  • Collect data quickly and with a greater degree of accuracy
  • Find information faster, thanks to data being stored in one central location
  • Analyse data and produce insightful reports that support the company’s growth strategy
  • Protect sensitive employee information against the risk of theft, damage or loss
  • Invest more time into meaningful tasks by automating repetitive processes

The HR executive

Companies with larger teams may employ HR executives to support the HR administrator. HR executives are generally responsible for the more people-facing sides of HR, while the HR administrator handles back office operations.

Beyond supporting HR administration, HR executives may be involved in areas such as training or recruitment. They are often responsible for ensuring the company employs the right skills, and that the company is operating within an established budget.

Like HR administrators, HR executives use HR systems to make data entry, collection and analysis easier. They also use HR systems for things like:

  • Recruitment and on-boarding
  • Finding skill gaps
  • Tracking training programs and performance appraisals

The team manager

Within larger companies, team managers find HR systems very useful.

Team managers access the company’s HR systems for tracking the training and development of people within their team. They also use them to receive and authorise holiday requests, and to record absences.

The employees

Many HR systems include self-service access for employees. This helps to reduce the burden on the HR administrator, but also empowers employees with greater visibility and control over their own information.

An employee might access the company’s HR system to do things like:

  • Change contact information
  • Request holidays
  • View entitlements

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