3 Ways HRMS Workflow Can Add Value to Your Business

Once you have chosen your HRMS software, one of the ways that you can get the most value out of it is to implement Workflow. HRMS Workflow allows you to automate the gathering of approvals. Many business transactions have the requirement of approvals: for example, a headcount request may need the approval of the budget holder, a promotion may require the approval of a manager, a salary increase may require the approval of the manager plus the manager’s manager. Without systematic or automated workflow, these approvals quickly become a paper or email nightmare!

Automating Transactions

How can workflow add value to the business in an HRMS? Workflow allows you to automate the transaction from within the system. For example, if your HRMS processes your salary increases, you can often build your approvals directly into the system, as a part of the business process. Your HRMS will not complete any salary increase without the necessary approvals. It is another great example of rule-based processes helping to automate HR tasks in a controlled manner.

Communicating Data Elements

HRMS workflow can also be automated to take data elements directly from the system in order to automatically send the workflow. In our salary increase example, if a manager submits the request for a merit through their self-service portal, the HRMS is aware of the management chain as well as contact channels so can automatically forward the request to the manager’s manager. This automation can save a lot of time, as in the pre-workflow days an HR professional was often forwarding paper requests and chasing emails to ensure the request was completed. Now, with system automation, we can set escalation rules to make sure that transactions are completed on a timely basis.

Following Processing Rules

In many HRMS software solutions, workflow can be configured or programmed to include special processing rules as well. For example, if the pay increase is above a certain percentage, maybe we want to include the Compensation Analyst or someone else into the approval process. The system has the compensation amounts, so all of this can be automated too.

One tip with HRMS workflow, while setting up workflow processes, it is often tempting to add in more approvals, but you need to think carefully about who needs to approve, and which transactions need approval. For example, I once saw a headcount approval process that included 10+ approvers: it went up a few levels of the management chain as well as the Financial Controller, multiple HR Partners, Compensation, Recruiters, etc. While the system automation was easy to establish, the business process still took a long time due to excessive approvals. Always think carefully about the process and all of the business requirements outside of the system before attempting to bring in automated workflow processing.