5 minute read. Updated February 26, 2020.
An HR portal can revolutionize your organization:
- Increase efficiency by leaps and bounds
- Eliminate the processes that scream “we hate our employees”
- Transport your HR team from the Dark Ages
- Standardize compliance and minimize the risk of a violation
What is an HR portal?
An HR portal is the interface in a Human Resources Management System (HRMS). An HRMS is an integrated suite of applications that handle HR processes.
Don’t have time to read this whole article?
Try this interactive WorkforceHUB HR portal walkthrough.
7 Ways an HR Portal Can Transform Your Business
1. Employees can access what’s important to them
HR portals are sometimes called employee self-service (ESS) systems. They allow employees to complete Human Resources transactions on their own.
Everyone expects self-service. We bank online, pay at the pump, and book flights on our phone. It doesn’t make sense for employees to interact with administrators for things the system can handle. They don’t want to talk to a human unless absolutely necessary. (Don’t take it personally, all you highly-appreciated HR professionals!)
2. Employees are ready to work when they start their shift
Employees can immediately get answers to their HR questions in the portal. Was my paycheck deposited? Do I work next Friday? When does open enrollment end? Did my manager approve my vacation request? After tying up any loose ends, they start their shift ready to focus.
3. Good managers can become great managers
WorkforceHUB allows a manager to excel like never before. It’s amazing how improved oversight increases effectiveness. Managers can make better decisions because they have more information.
- Approve timecards, shift changes, and PTO requests
- Monitor onsite, mobile, and virtual employees
- Ensure employees sign important documents
- Provide flexible schedules without coverage gaps
- Limit overtime without missing production goals
- Identify top performing team members and reward accordingly
- Spend less time doing paperwork and more time helping your employees succeed
4. Provide administrative superpowers
We’ve discussed how managers and employees benefit. Since it’s called an HR portal, let’s talk about HR. Imagine what your HR team could do if you automated tedious transactional processes.
- Post jobs, track applications, and make better hiring decisions
- Manage onboarding and monitor completion of new hire paperwork
- Save time not having to answer payroll-related questions
- Keep the employee handbook up-to-date
When you have tamed these processes, HR can now fulfill a higher calling—optimizing actual humans. Build a career paths program. Create a succession plan. Improve employee wellness. Define your Employment Value Proposition and impress your CEO.
5. Become a data Ninja
WorkforceHUB provides a wealth of analytics that increases in value over time.
What type of data are we talking about? Time and attendance data. Scheduling data. Productivity data. Hiring data.
Here is the simple process for using WorkforceHUB analytics to improve processes:
- Implement WorkforceHUB
- Capture data about your processes
- Analyze the data
- Make changes to improve operations
- Assess whether the changes were effective
- Adjust as necessary
- Rinse and repeat
Though this is straightforward, it is powerful. The exercise can help your business grow faster in 2020.
6. Demystify compliance
There is a compliance component to virtually every HR process. Anti-discrimination laws affect recruiting and hiring. FLSA regulates minimum wage and overtime. Fair Workweek laws influence shift scheduling. Plus the Affordable Care Act, the Family Medical Leave Act, and laws at the state and local level. Add collective bargaining agreements, industry regulations, and provisions that apply to government contracts. On top of it all, employers are required to keep records to verify compliant practices. It helps to have several employment law experts on your HR staff!
Your HR portal automatically keeps records. Set alerts for pending overtime. Configure timekeeping for meals/breaks laws. Administer protected leave. Manage your employee handbook and verify new hires have read and acknowledged company policies. Run EEOC reports on your hiring data.
An HR portal protects your company from DOL audits and employee disputes.
Four Compliance Basics for Employers
- Know current federal and state laws—many have changed recently
- Update your company policies and employee handbook with legal guidance
- Train managers, HR, executives, and employees
- Ensure your corporate culture supports a safe, legal, and welcoming environment
Mobile HR (of course!)
HR portals have companion mobile apps which permit access from any web-connected device. You can access the Human Resources department anytime day or night. This is important for telecommuters, mobile employees and anyone who uses a mobile phone to manage their life. In other words….everyone.
Ease-of-use meets breadth of function
WorkforceHUB was designed by labor management software experts. It’s straightforward and intuitive.
- Single Login
- Time and Attendance
- Hiring and Applicant Tracking
- Employee Scheduling
- PTO Management
- Employee Check-ins
- Managed Workflows
- Third-Party Integrations
- Mobile Access
It’s so much more than a software platform. It creates a completely different employee experience.
Systems also integrate with third-party business software applications. SwipeClock’s WorkforceHUB, for example, works with many payroll systems.
Budget-friendly HR software
Cloud-based HRMS with a subscription model allow companies to budget for a set monthly cost. These systems are not only scalable, they are elastic. This makes them ideal for growing companies or those whose workforce varies in size throughout the year. The software vendor maintains the system and provides technical support to users.
How to choose an HR portal
Researching HR portals? First, decide what your goals are. Answer these questions:
Do you frequently have staffing problems with under- and over-staffed shifts?
If so, you definitely want a shift trade board. This centralized shift exchange allows your employees to swap shifts without going through a manager. You can customize exchange boards according to company policies or wage and hour laws. For example, you may require manager approval for some employees or teams. You can set overtime thresholds or shift length limits. This will help you avoid FLSA and ACA problems. Auto-alerts keep everyone informed of schedule changes. Nobody can say, “I didn’t know I was working today.”
Does it take a long time to get new employees up-to-speed?
When you hire a new employee, you want them to start contributing as quickly as possible. Manual onboarding can be a big pain. Structured onboarding improves engagement, retention, and your overall employer brand.
Be sure your HR portal links to key documents that all employees should have access to. Create an employee handbook. If you are a small business or start-up, you may have never formalized company rules in a written document. It may just be general knowledge that conflicting vacation requests are granted to the employee with the most seniority. Maybe you only allow workers to access social media during meals and breaks. Your attendance policy will become more important as you grow.
Here’s your chance to nail down the specifics and put them down on (virtual) paper. As your company evolves, you will probably have to update policies. When the documents live in the cloud instead of a binder, updates are quick and easy.
Redefining Employee Engagement in 2020
WorkforceHUB provides your employees the type of platform they are familiar with. They already use high-functioning software. It would actually take longer to teach them how to use outdated processes.
3 Key Findings About Employee Engagement
- 91% of employees say the last time they left an employer, it was voluntary. (Gallup, State of the American Workplace)
- The top reasons given by employees for leaving their jobs include lack of career development (22%), lack of support with work-life balance (12%), their manager’s behavior (11%), unsatisfactory compensation and benefits (9%), and poor well-being (9%). (Work Institute)
- 87% of workers expect their company to support them in balancing their life between work and personal commitments. (Glassdoor)
This is the year to solve operational problems and poor employee engagement
Fix your manual processes—they are the usual suspects when it comes to workplace inefficiency and poor engagement. Move the processes to your HR portal and relieve the hassle for everyone.
To learn more about WorkforceHUB, schedule a demo at SwipeClock HR portal.
By Liz Strikwerda
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- 7 Ways an HR Portal Can Radically Transform Your Business - February 26, 2020