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.

number-1What is HRMS for SharePoint?
A quick summary of what HRMS for SharePoint does

number-2Why use SharePoint as your HRMS?
Key reasons that businesses go for SharePoint HRMS

number-3HRMS 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.

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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.

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HRMS for SharePoint Essential Features

The Employee Database – Employee Records Management

  1. Unlimited number of employee record fields
  2. 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.
  3. Security appliance is at field ‘item’ level – i.e. read /edit based on user accessing the information
  4. Easy import and export of database fields built in with direct link to Excel
  5. Data input /edit validations and mandatory enforcement
  6. Ability to assign ownership of fields by stakeholder
  7. Dynamic field translation and /or context appliance based on user profile
  8. Headcount analysis by organisational structure – i.e. company > region > department > job role + specific options (i.e. Gender, Age Group etc.)
  9. Global security management for employee record access and employee information viewing and editing to facilitate regional ownership within a consolidated organisational database structure
  10. Update triggers /alerts (i.e. Passport Renewal, Visa Renewal, Birthdays, Service Anniversaries etc.)

Employee Self-Service Updates

  1. Self-service update and ownership by employee for designated fields
  2. Simple User Interface Matrix configuration to control Notifications and Authorisation requirements
  3. Pre effective date sign-off with data updated on effective dates
  4. Multiple Change Request Forms – ability to define by stakeholder (i.e. line manager) which fields are to be included in which form
  5. Ability to enter comments to advise of reason for the changes made
  6. Auto-approval can be set to allow for changes to be affected and notification sent out without requiring approval (i.e. bank detail changes)
  7. Full audit trail of all changes logged
  8. Career path mapping of fields (i.e. Salary, Job Role etc.)
  9. Task driven approvals, displaying in ‘My Tasks’ on the dashboards
  10. Ability to view current and proposed data on same form

Employee Document Management

  1. Document upload from the employee record which auto tags any documents to the employee
  2. Permission based to ensure only the people with the relevant access have visibility
  3. Simple drag and drop upload tool
  4. Ability to define document tags (i.e. category, review date, owner etc.)
  5. All documents uploaded instantly visible through the Employee form
  6. Utilises standard SharePoint document management features (i.e. version controls, document templates, sign-off etc.)
  7. Document review triggers /alerts
  8. Option to associate documents to an employee without giving them access
  9. Ability for employees to upload documents and trigger alerts
  10. All process documents tagged to employee automatically (i.e. expense receipts, doctors notes, appraisal feedback etc.)

HRMS Dashboards

  1. Quadrant framework dashboard design with custom options (Charts, Graphs, Reports Quick Links, Data Views, Task Lists, Calendar Views) to display content
  2. Quick Links to other areas of the site can be completely customised
  3. No limit to the number of dashboards and they are also user specific
  4. Compatible with Excel Services and Power BI to create charts and assign to dashboards to present real-time graphical information
  5. Drill-down into the data based on organisation structure – i.e. Company, Region, Country, Department, Job Role, Employee
  6. All dashboards are accessed based on security policies
  7. Dashboard design /icons can be custom and user defined
  8. Real-time data
  9. User-centric data – relevant to the user logged in (i.e. My Tasks; My Teams Holiday Status etc.)
  10. Any data view from all HR modules and other data sources can be surfaced onto a dashboard

Holiday Management

  1. Self-service dashboard to request holidays and view current holiday entitlement status
  2. Holiday request form pre-selections start and end times based on employee working time
  3. Ability to self-cancel and amend holiday requests via an authorisation process
  4. Filtered holiday calendars (i.e. My Holidays, My Teams Holidays, My Department)
  5. Process validation checks – over entitlement; overlapping requests etc.
  6. Regional configuration – Company Holidays; Statutory Holidays; Working Time Templates
  7. Auditable entitlement classification – Contracted Entitlement, TOIL, Carried Fwd Days
  8. Entitlement status is automatically updated on approval
  9. 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

Absence Management

  1. Stakeholder (Employee, Line Manager, Management) absenteeism dashboards
  2. 3-Tier relational absenteeism categorisation, i.e.
    1. Planned
      1. Training
        • Management
      2. Unplanned
        1. Sickness Management
          • Stress
        2. Organisation, department, team and employee absenteeism calendars
        3. Bradford Factor analysis
        4. Absenteeism vs. working time ratio analysis
        5. Absenteeism cost analysis
        6. 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
        7. Return to work interview and sign-off process
        8. Doctors and self-certification document tagging
        9. Escalation management (overdue doctor’s note, no return to work interview, no self-certification and trigger alerts for unacceptable levels of absenteeism)

Expenses Management

  1. Self-service employee expense request form
  2. Expense authorisation assignment and alerts per employee
  3. Expense tagging to employee and (optional) other related data (i.e. Project, Client, Job etc.)
  4. Expense Content Types – General and Mileage
  5. Expense categorisation
  6. Expense analysis by employee /related data (Project etc.) period or category
  7. Ability to process expenses on daily, weekly or monthly basis
  8. Currency management – 3 Levels (employee base, individual claim, organisation reporting)
  9. Ability to attach scanned and electronic receipts
  10. Management block approval process

Timesheet Management

  1. Submit timesheets on a daily, weekly or monthly basis
  2. Link entries to custom specified data (i.e. Clients, Projects, Jobs etc.) for analysis
  3. Analysis at employee, departmental and company levels
  4. Employee cost and sales analysis for time assigned
  5. Sign-off and authorisation of timesheets
  6. Block management approval dashboard
  7. Grid quick-input format to aid block update
  8. Pop-out notes for each timesheet entry
  9. Validate total hours to contracted hours
  10. Time entry classification facilitating analysis by type of work and options to generate charge sheets based on type of work and employee charge rates

Policies & Procedures Management

  1. P&P document management process
  2. P&P catalogue index
  3. P&P allocation for sign-up – by employee (onboarding), by new P&P (assigned to all relevant employees)
  4. P&P version controls – re-assigns (for sign-up) to all relevant employees
  5. Employee P&P sign-up process and audit log
  6. P&P review alerts
  7. P&P overdue sign-up alerts
  8. Employee P&P dashboard
  9. Management P&P dashboard
  10. P&P issuing and sign-up process linked to employee onboarding portal

Appraisal Management

  1. Employee and management appraisal scheduling
  2. Ability to create and auto-assign appraisal objective profiles by Organisation, Department, Job Role, Project and Employee
  3. Objectives and organisation values measurement per appraisal
  4. Competency analysis and trends by Organisation, Department, Job Role, Project and Employee – employee and appraiser views + discrepancy highlighting
  5. Measurement includes Objective Weighting
  6. 1-2-1 Reviews /Recording
  7. Ability to assign learning tasks (surfaced on an employee My Tasks dashboard and /or an Employee Learning Management Dashboard) linked to an appraisal and /or a specific Appraisal Objective
  8. Option to request 360 Feedback from peers
  9. Facility to attach supporting documentation to an Appraisal Record
  10. Link Objectives to Organisational Goals

Disciplinary & Grievance Management

  1. See all active hearings on custom Disciplinary & Grievance dashboard
  2. One click system to see all information relating to any hearing
  3. Multiple stage recording system for each stage of a hearing, from Investigation through to appeal
  4. Record and track key dates, times and chair people, as well as employee representatives present
  5. Detail the reason for each stage conclusion
  6. Customisable formal letters can be emailed and printed at any stage, for either the arranged hearing or the decision made
  7. Quick links to company policies
  8. Fully customisable categories, stages of progression and final decisions allowing for reports to be generated on any information
  9. Upload key documents to specific disciplinary and grievance records
  10. Employees can track any hearings along with the final decisions made

Skills & Competencies

  1. Skills catalogue linked to supporting learning tasks
  2. Auto-learning tasks allocation by skill by employee
  3. Ability to manually add learning tasks associated to a skill
  4. Learning tasks sign-off actions (Self-Sign-off; Authorisation Required; Evidence Enforcement)
  5. Auto-allocation of skill on supporting task(s) sign-off
  6. Skills expiry and renewal date alerts
  7. Overdue learning task escalation
  8. Skills renewal learning task allocation
  9. Skills matrix – by Organisation, Department, Job Role, Employee
  10. Skills & Competencies dashboards

Org Charting

  1. Personal organisational chart shows an employee’s position within the company – up and down-stream
  2. Ability to filter charts based on organisation structure – i.e. Company, Region, Country, Department
  3. Resource planning functionality for recommended staffing levels in departments
  4. Gap analysis highlighting job roles with too many or too few employees in a department
  5. Pulls through completely customisable data from the employee record – create your own contact cards within the chart
  6. Can render profile pictures or will randomly choose from predefined default images
  7. Charts are generated in real-time from the employee database so changes apply immediately
  8. Chart collapse and expand feature to ensure a practical user experience when viewing extended charting
  9. Ability to ‘snip and print’ selections from the displayed organisation chart
  10. Ability to apply organisational branding to the chart

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