Businesses are increasingly leaving paper in the past, moving to digital file management. The initial cost can be a burden, but for those who make the switch it is an investment that keeps on giving.
Expanding your business means expanding your staff, and expanding your staff means an influx of tasks for your HR department: new contracts and all the paperwork that comes with them. And then there is the logs of employee personal information, payrolls, benefit schedules – seemingly endless administrative tasks that waste many man hours, clutter desks and offices with files, and are susceptible to human error.
Many Cambodian businesses still operate under this system but plenty have turned to a Human Resource Information System (HRIS), also known as a Human Resources Management System (HRMS), to streamline operations and reduce margin for error.
HR information system is a software and online solution that is used as a centralised data base for HR tasks and management.
The HRIS system is often praised as a one-stop shop for companies, who use it as a data bank, for managing recruitment and to schedule tasks and reminders. Users, both employees and employers, are only ever required to enter information once, with the system intelligent enough to take data and use it on other forms where required. The HRIS system allows a business to process HR-related tasks, such as payroll, accounting, recruitment and management, more efficiently while relieving stress on the HR department.
Tasks such as recruiting also become a lot easier for both employee and employer, as the process is paperless, with file management digitalised. Many HRIS systems also feature an online platform for employees to personally manage their employment and benefits. Company guidelines, employee handbooks and safety guidelines can be put online and easily updated, making them accessible anytime and anywhere.
All of this eases the burden on your HR department, saving essential man hours every month. The paperless, digitised approach to storing information raises efficiency. Business execution and prospects of mergers, for example, become a walk in park compared to what the process would be without HRIS systems, simply because HR departments are able to manage tasks, documentation and time.
While HRIS is a highly regarded tool for boosting performance, it is important to note the foreseeable disadvantages. While they do not outweigh the benefits, some do exist.
The first and possibly biggest obstacle is the cost factor. Your initial investment is around $50,000 in Cambodia, and does not include costs of maintenance. Man hours that you save in HR might now have to be dedicated to IT professionals employed to maintain your system. And then there is the security factor: These systems hold troves of sensitive and confidential information about employees and the company, so quality security and management of your database is essential.
Despite the ongoing influx of large companies to Cambodia, small and medium size businesses have taken over large chunks of the market, and these firms can further strengthen their models, and eventually their productivity and bottom lines.
In recent years, HRIS systems have evolved, becoming more affordable for small companies, with options like software-as-a-service (SAAS) HRIS tools, which deliver the product via subscription rather than straight purchase. If you haven’t done away with the paper and taken your file management online, it might be time to consider it.
TOP 5 SYSTEMS GLOBALLY
A recruiting platform at its core, Greenhouse goes beyond just tracking applicants – it offers the tools companies need to manage their entire hiring process. Greenhouse was built to align with how great recruiting organisations work, and includes industry best practices for hiring great talent. It is scaled throughout the company, so hiring teams are able to make more informed decisions.
2. The Applicant Manager
With no software to install and no IT support needed, The Applicant Manager (TAM), a cloud-based system, gives users full accessibility at any time from any device with Internet access, including smartphones and tablets.
Workable is a standalone applicant tracking system that helps users find and hire the right people. The program replaces email and spreadsheets with a simple way of advertising jobs, receiving applications, filtering them, setting up interviews and making great hires.
JobAdder is a cloud-based recruitment management platform designed for recruitment and staffing agencies and in-house corporate hiring teams. JobAdder is used by more than 10,000 recruiters in 20 countries.
5. APS OnLine
APS (Automatic Payroll Systems, Inc.) has been providing payroll and tax compliance services to companies for almost two decades. In 2004, they released their APS OnLine, their cloud-based solution for human capital management. APS OnLine combines their services in a streamlined format that can be scaled to various sized companies.
Words by Vivaddhana Khaou | Illustration by Hamid Saatchi