Using Self Service HRMS as a Driver in Your HR Strategy

Self-Service HRMS is one of the largest accomplishments in the evolution of the HRMS! Does everyone remember paper forms, sending requests and waiting for data changes to be updated and flow into other systems? How could we have lived without self-service for so long?

Efficient HR Departments

Previously, HR data was entered into systems by trained data entry professionals; payroll data went into payroll systems while other data went into Excels or other homegrown or cobbled together options. There was an effort at standardization when Enterprise Resource Planning (ERP) systems arrived and companies hired ‘heads down’ data entry professionals to process the immense amount of forms and paperwork that employees and managers would submit. A busy HR Professional’s time was often spent shepherding paperwork through the system. As well, an HR Business Partner would be tasked with responding to employee and manager requests for data: When was my employee’s last pay increase? Can you tell me who I put as a beneficiary? Do you have my new address? The advent of the modern HRMS with self-service functionality changed the landscape considerably for overworked HR departments.

Reduced Admin and Data on Demand

Self-service HRMS helps HR along with the employee and manager populations by putting data directly at the fingertips of those who seek it. Instant access to view and update personal data means that HR is taken out as the administrative gatekeeper. As a side benefit, employees enable the system to have better data through this increased visibility and attention to it. Managers no longer need to try and find an HR person for basic details such as an employee’s last training date or probation date; the HRMS is able to provide all of that via self-service.

Recommended Reading: HRMS Self Service - 6 Steps to Success

HR Professionals as a Value Adding Partner

Now that self-service has a track record, how has this impacted HR Professionals longer term? We’ve seen the profession shift a bit from a paper chaser to someone who is a value-added partner. As that HR Partner is not responding to these daily, operational requests for basic data, we’ve seen HR take more of a driving role, for example to actively seek out managers who have not sent employees to training or where employees are missing an emergency contact. Most HR leaders whom I speak to mention that compliance and auditing have become easier in recent years, and a self-service HRMS is a key driver in this area as more visibility leads to improved data integrity. When this functionality is coupled with a proactive HR team who then have more time to make workplace improvements based on the data, your results will be tangible.

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Heather Batyski

About the author…

Heather is an experienced HRMS analyst, consultant and manager. Having worked for companies such as Deloitte, Franklin Templeton and Oracle, Heather has first-hand experience of many HRMS solutions including Peoplesoft and Workday.

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Heather Batyski