PointSolutions provide a suite of SharePoint HR, LMS and Recruitment & Onboarding apps designed to work alongside Office 365.
Businesses are moving away from having many disparate systems that more than often, don’t talk to each other. By using SharePoint and Office 365 to provide a ‘one view’ approach, business leaders, line managers and employees can get quick access to what they need, all in one place.
Having key business processes as part of a wider intranet also provides a ‘go-to’, meaning that employees are driven to one place to access the things that really matter to them. Like booking a holiday, or making an expense claim or completing a learning task.
SharePoint can be used to provide rich and secure areas for employees, customers, partners and vendors to share and contribute relevant information, delivering a resource that everyone depends on.
Ask most employees and they say they use their corporate intranet for only basic functions such as viewing the company directory, accessing benefits information, payroll information and finding the corporate calendar. PointSolutions intranets are designed to promote true collaboration and focus on engagement and employee contribution, which we find usually starts with a successful user interface (UI).
PointSolutions deliver the full range of professional services and have helped companies such as Sheffield Hallam University, Rolls Royce and British Sky Broadcasting by delivering services including strategic consultancy, SharePoint training and intranet user interface design.
As your independent trusted advisors, we give you as much input and direction as you need and are focused on providing successful outcomes. As a starting point, many new customers take advantage of our agile development options which allow for flexibility between consultation, development and training, which can result in a quicker ROI.
SharePoint HRMS and HRMS for Office 365 is becoming a popular choice for small, medium and larger businesses. This guide explains why and covers all that you need to know if you’re thinking about procuring a HR Management System and maximising your SharePoint environment.
What is HRMS for SharePoint? A quick summary of what HRMS for SharePoint does
Why use SharePoint as your HRMS? Key reasons that businesses go for SharePoint HRMS
HRMS for SharePoint Common Features
A summary of the top ten features for the key elements of HR system functionality in SharePoint HRMS
What is HRMS for SharePoint?
Human Resources (HR) software – exists to help HR managers and department heads manage employees and employee data. Typical functionality includes self-service to enable employees to update their own employee record and book holidays, and make expense claims through to raising an absence record and commenting on their appraisals. HRMS for SharePoint also provides the capability for HR managers to report, track and spot problem areas such as trends around absence. Line managers and department heads also benefit from the ability to approve and manage the sign-off process for holiday bookings and expense claims etc.
SharePoint /SharePoint Online can be used to provide HR process functionality where users log into SharePoint /SharePoint Online (SharePoint Online is provided as part of Office 365) to access all their HR related processes and forms.
Why use SharePoint as your HRMS?
SharePoint /SharePoint Online is inherently good at providing governance, security and handling business processes. SharePoint is also well regarded as a means of information sharing (SharePoint intranets). These benefits make SharePoint a great fit for providing the automation, alerts and sign-off around key HR functions like absenteeism management and performance management.
SharePoint HRMS can be deployed (hosted) in a number of ways including On-premises, private cloud and via Microsoft Office 365. Many businesses are choosing HRMS within Office 365 and gaining extra benefits from the ever growing Office 365 products including Yammer and Power BI.
IT managers love SharePoint HRMS as there is a sense of the familiar and they know that it has a solid reputation as a leading Microsoft technology.
HR managers love SharePoint HRMS because it helps to simplify their lives and the lives of employees within a business by providing everything in one place and one place for everything.
HRMS for SharePoint Essential Features
The Employee Database – Employee Records Management
Unlimited number of employee record fields
Forms tool are included to enable the creation of as many different versions of employee record forms as required – i.e. employee starter form, line manager employee form, payroll employee form etc.
Security appliance is at field ‘item’ level – i.e. read /edit based on user accessing the information
Easy import and export of database fields built in with direct link to Excel
Data input /edit validations and mandatory enforcement
Ability to assign ownership of fields by stakeholder
Dynamic field translation and /or context appliance based on user profile
Headcount analysis by organisational structure – i.e. company > region > department > job role + specific options (i.e. Gender, Age Group etc.)
Global security management for employee record access and employee information viewing and editing to facilitate regional ownership within a consolidated organisational database structure
Update triggers /alerts (i.e. Passport Renewal, Visa Renewal, Birthdays, Service Anniversaries etc.)
Employee Self-Service Updates
Self-service update and ownership by employee for designated fields
Simple User Interface Matrix configuration to control Notifications and Authorisation requirements
Pre effective date sign-off with data updated on effective dates
Multiple Change Request Forms – ability to define by stakeholder (i.e. line manager) which fields are to be included in which form
Ability to enter comments to advise of reason for the changes made
Auto-approval can be set to allow for changes to be affected and notification sent out without requiring approval (i.e. bank detail changes)
Full audit trail of all changes logged
Career path mapping of fields (i.e. Salary, Job Role etc.)
Task driven approvals, displaying in ‘My Tasks’ on the dashboards
Ability to view current and proposed data on same form
Employee Document Management
Document upload from the employee record which auto tags any documents to the employee
Permission based to ensure only the people with the relevant access have visibility
All documents uploaded instantly visible through the Employee form
Utilises standard SharePoint document management features (i.e. version controls, document templates, sign-off etc.)
Document review triggers /alerts
Option to associate documents to an employee without giving them access
Ability for employees to upload documents and trigger alerts
All process documents tagged to employee automatically (i.e. expense receipts, doctors notes, appraisal feedback etc.)
Quadrant framework dashboard design with custom options (Charts, Graphs, Reports Quick Links, Data Views, Task Lists, Calendar Views) to display content
Quick Links to other areas of the site can be completely customised
No limit to the number of dashboards and they are also user specific
Compatible with Excel Services and Power BI to create charts and assign to dashboards to present real-time graphical information
Drill-down into the data based on organisation structure – i.e. Company, Region, Country, Department, Job Role, Employee
All dashboards are accessed based on security policies
Dashboard design /icons can be custom and user defined
User-centric data – relevant to the user logged in (i.e. My Tasks; My Teams Holiday Status etc.)
Any data view from all HR modules and other data sources can be surfaced onto a dashboard
Self-service dashboard to request holidays and view current holiday entitlement status
Holiday request form pre-selections start and end times based on employee working time
Ability to self-cancel and amend holiday requests via an authorisation process
Filtered holiday calendars (i.e. My Holidays, My Teams Holidays, My Department)
Process validation checks – over entitlement; overlapping requests etc.
Regional configuration – Company Holidays; Statutory Holidays; Working Time Templates
Auditable entitlement classification – Contracted Entitlement, TOIL, Carried Fwd Days
Entitlement status is automatically updated on approval
Company, and statutory holidays, and working times are factored-into the holiday entitlement calculation
Authoriser and employee notifications are initiated on request and approval
Consolidated holiday, planned leave and absenteeism calendar views are available
Stakeholder (Employee, Line Manager, Management) absenteeism dashboards
3-Tier relational absenteeism categorisation, i.e.
Organisation, department, team and employee absenteeism calendars
Bradford Factor analysis
Absenteeism vs. working time ratio analysis
Absenteeism cost analysis
Absenteeism analysis matrix and the ability to configure analysis based on the type of employee and any combinations of instances of absenteeism, literal no. of days and /or ratio percentage of leave vs working days
Return to work interview and sign-off process
Doctors and self-certification document tagging
Escalation management (overdue doctor’s note, no return to work interview, no self-certification and trigger alerts for unacceptable levels of absenteeism)
Self-service employee expense request form
Expense authorisation assignment and alerts per employee
Expense tagging to employee and (optional) other related data (i.e. Project, Client, Job etc.)
Expense Content Types – General and Mileage
Expense analysis by employee /related data (Project etc.) period or category
Ability to process expenses on daily, weekly or monthly basis