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5 Mistakes Companies make with payroll software

A company’s growth strategy involves investing in the right tools and the right people. Hiring the right people means their goals and skills are aligned with the company’s goals and objectives. Once the right people are hired, providing them with the right tools enables them to be efficient with their work. 

One tool that makes the employees, particularly the human resource personnel, efficient is the human resource information system (HRIS). A HRIS software enables the department to do the following processes efficiently:

  • hiring and onboarding; 
  • attendance, time, and scheduling management; 
  • performance management; 
  • payroll service; and more. 

All these features are something to look forward to when a company is deciding to invest in HRIS software. However, there are some things to keep in mind to avoid mistakes when choosing the company’s HRIS software: 

1. Not understanding the company’s current challenges 

Knowing what the company needs is the first step toward acquiring the best HRIS software. The HR department should consider these before jumping in and investing in HRIS:

  1. What is the company’s budget for HRIS software?

Setting the budget for software investments should be the first thing a company does. This enables the HR department to choose the software that fits the budget. 

  1. What does the company need from the software?

Phone and computer accessibility, fully-integrated hiring and onboarding, automatic payroll processing and disbursement, and more are some of the HRIS software features. Narrowing down the features that the company needs enables them to fully utilize the software accordingly. 

  1. Does the team need constant support from the provider?

The HR department should consider if the HRIS provider offers training and support. HRIS software might be a new thing to the company, and training is needed for the team to use the software’s full capacity. Looking for one that offers training and after-integration support is a must. 

  1. Should the company get future-proof HRIS software?

HRIS software is an investment. It is in itself a way of future-proofing the company. However, finding a software that offers yearly updates is also a plus. This way, the company does not have to spend for additional features – the HRIS already does it for them. 

Make sure to include all of the company’s requirements and expectations in a business requirement document (BRD). This is for the HRIS suppliers to customize their demos to include such functions.

2. Not prioritizing data security

Data security is crucial, particularly when dealing with employee information. When ensuring data security and privacy, the company has to look into the HRIS provider’s compliance with the laws as well as its own data security measures and practices. 

For instance, GreatDay Pro is ISO-certified. Its data centers are secured by comprehensive firewalls, load balancers, intrusion protection, and monitoring services. It also undergoes extensive hardening as well as third-party penetration testing. The software also complies with Quality Management System Standards – ISO 9001:2015 and Republic Act No. 10173 Philippine Data Privacy Act of 2012 and also meets all ISO 27001:2013 Information Security Management Requirements.

3. Failing to involve the employee

Apart from the key decision makers, managers, and system administrators, the employees play a crucial role in the HRIS implementation. They are the end users after all. 

Make sure to invest in HRIS and payroll software that is easy to understand and use by the employees. Not to mention, make sure to get employee feedback throughout their usage of the platform. This way, the improvements are aspects that the employee does need and are more geared toward improving their platform experience. 

4. Not setting and communicating expectations

Communicating the expectations of the HRIS software to the provider and the company is essential. For the former, this enables them to provide the right software for the company’s needs and goals. It allows them to tailor-fit the system based on the company’s requirements. 

For the latter, implementing HRIS software affects the entire organization. Communicating the end goal, the implementation process, and the shifts in employee processes is a must. This way, the workforce will understand how it will affect their day-to-day work, the benefits they can achieve from it, and the end goals that the HRIS can help the company with. 

5. Failing to set targets pre-HRIS implementation

Setting goals and objectives are necessary for any action that impacts the company. Implementing HRIS software is one of these actions. 

HRIS software is an investment. That is why it is crucial to set goals and targets before getting one. Setting targets involves the whole company. The aspects that need target setting include:

  • The software’s overall functionality,
  • The reports that the HRIS can generate, 
  • How it increases company efficiency,
  • Risk management improvements, 
  • Employee accountability initiatives, and
  • Software maintenance and updates.

Other aspects such as the amount of training required, the rollout period, and implementation monitoring are also some that need measurable objectives. This way, the HR department can track and evaluate if the HRIS software is the right fit for the company.

Find an HRIS and payroll software provider that works with the company toward setting their goals, implementing the necessary features, and is in constant communication with the company for software updates or even questions on the software. Lastly, find a provider that has Filipino companies in mind, like GreatDay Pro. GreatDay Pro offers solutions targeted to the Philippine market, thus making it easier to implement in the local setting. 

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