The Best 360 Feedback Tools for Employee Engagement

If you’re looking in one direction, there’s only so much you can see. But by observing one round, you’ll have the complete picture of what’s going on around you. That’s precisely the idea for 360 degree feedback—it goes to multiple sources to get the full view of your employee’s performance, and build a plan of action based on better information.

But this kind of feedback has a lot more moving parts than a simple performance review. With multiple sources to consider, and the number of people involved, more and more HR departments are turning to readily available 360 feedback tools to take advantage of the benefits 360 degree feedback can offer.

Here, we’re going to take a look at the best 360 feedback tools, and the characteristics you’re going to want to look for in them so that they make the biggest impact for your organization.

Relevant reading: A Guide to Mastering Performance Management

What is 360 degree feedback?

360 degree feedback (sometimes called multi-rater feedback) is a type of performance evaluation currently favored by many HR professionals. It gathers feedback from multiple sources about your employees performance, behaviors, and competencies and, unlike traditional performance reviews conducted by a single manager, 360 degree feedback involves collecting input from multiple team members.

The “360 degree” reflects the comprehensive nature of the feedback, which takes a look at all sides of an employee’s performance and contributions, with feedback taken from peers, subordinates and even sometimes external partners or clients. This holistic approach provides a well-rounded assessment of your employees’ strengths, weaknesses, and areas for improvement.

We’ve explored 360 degree feedback in previous blogs, but in short, it’s commonly used for everything from performance appraisal and leadership development to talent management, and employee development purposes. When effectively applied, it can promote self-awareness, identify blind spots, boost collaboration, and support professional growth and development.

Read next: Mastering 360 Degree Feedback: Definitions, Tips, and Tools

What are the benefits for 360 degree feedback?

As mentioned above, there’s a ton of advantages to 360 feedback. One person may have very specific insight into your employee’s performance, but not the full picture. Here’s how 360 feedback paints a complete portrait:

Provides a comprehensive evaluation

Rather than just one person giving their opinion, 360 degree feedback gathers input from multiple sources. This comprehensive approach offers a more holistic (and ideally accurate) assessment of your employees’ performance, behaviors, and strengths, providing insights from different perspectives, each with its own value.

Improves employee engagement and morale

Involving your employees in the feedback process can increase their sense of ownership and engagement with their own development. When employees feel that their opinions are valued and heard, they are more likely to feel motivated and committed to their work and the organization as a whole. On top of that, knowing their own feedback will come from their peers will encourage them to work collaboratively and bond as a team.

Enhances performance through targeted development

The feedback collected through 360 feedback assessments can identify areas of strength and areas for improvement for your employees. Armed with this information, they can create targeted development plans to address performance gaps, improve performance, and advance their career goals.

Foster a culture of open communication and feedback

Implementing a 360 degree feedback signals to your employees that your organization values open communication and continuous improvement. By encouraging feedback from multiple sources, your company can promote a culture where its employees’ are comfortable providing and receiving constructive feedback, increasing transparency, collaboration, and trust.
Overall, the benefits of 360 degree feedback extend beyond individual development to impact the culture of your organization, employee engagement, and performance outcomes. By leveraging multiple perspectives and promoting a culture of continuous feedback and improvement, organizations can unlock the full potential of their workforce and drive sustainable success.

What to consider when choosing a 360 degree feedback tool?

360 feedback

While the amount of technology available to choose from means lots of flexibility, it can also be a bit daunting, and make selecting the right solution for your organization difficult. Here are key aspects of the best 360 degree feedback tool you should consider:

1. Is it customizable?

Look for a 360 feedback tool that allows customization to align with your company’s mission, unique goals and performance criteria. The ability to tailor questions, rating scales, and feedback categories ensures that the assessment reflects your organization’s specific needs and objectives. It also means you can update the nature of the feedback your organization collects as it grows and evolves, reflecting its new aims.

2. Is it easy to use?

User experience is absolutely essential for the successful adoption of any 360 feedback tool. Choose a platform that is intuitive, user-friendly, and accessible across devices. Your employees should be able to navigate the tool easily, complete assessments efficiently, and access their feedback and development resources without unnecessary complexity.

3. Does it offer reporting and analytics?

A robust 360 feedback tool should provide comprehensive reporting and analytics capabilities to derive actionable insights from assessment data. Look for features such as customizable dashboards, trend analysis, and benchmarking tools to track progress, identify trends, and measure the impact of developmental interventions over time.

4. Does the tool prioritize data security?

Protecting sensitive employee data should be your top priority. Ensure the 360 feedback tool you choose adheres to industry-standard data security protocols and compliance requirements. Look for features such as encryption, role-based access controls, and regular security audits to safeguard the confidentiality and integrity of your employees’ data.

5. Can it integrate with your existing HR systems?

Seamless integration with your organization’s existing HR systems, such as performance management, learning management, and talent development platforms, is essential for data consistency and workflow efficiency. Choose a 360 feedback tool that offers robust integration capabilities or APIs to streamline data sharing and reporting processes.

6. Can the tool scale and adapt based on your needs?

As your organization evolves and grows, your feedback tool should be able to scale and adapt to accommodate changing needs and requirements. Consider factors such as scalability, flexibility, and vendor support when looking at potential solutions to make sure the 360 feedback tool you go with can grow with your organization and continue to meet your evolving needs over time.

By carefully considering these factors when selecting a 360 degree feedback tool, you can choose a solution that fits with your organization’s objectives, promotes employee engagement and development, and drives meaningful performance improvement across your workforce.

Best 360 Feedback Tools for 2024

360 degree feedback
360 degree feedback

With all that in mind, what are the 360 feedback tools which exemplify the characteristics we spoke about in the previous section? Here, we take a look at some of the best 360 feedback tools available and breakdown what they can do for your organization:

Omni

Omni offers a comprehensive suite of features for 360 degree feedback, including customizable performance assessments, real-time feedback tracking, and robust reporting and analytics. Our user-friendly interface and flexible customization options make it a popular choice for organizations seeking to enhance employee engagement and performance. And of course Omni is more than just a 360 feedback tool—it’s also a powerful HRIS which offers a comprehensive suite of high-caliber HR tools in addition to its 360 degree feedback enablement.

SurveySparrow

SurveySparrow’s 360 degree feedback tool is known for its intuitive design, tailored surveys, and advanced reporting capabilities. With features such as multi-rater assessments, automated reminders, and AI-powered insights, SurveySparrow helps different organizations gather actionable feedback and drive continuous improvement across their teams.

Trakstar

Trakstar’s 360 degree feedback platform helps organizations streamline the feedback process, track employee performance, and identify areas for development. With customizable assessment templates, real-time feedback tracking, and configurable reporting options, Trakstar can help organizations leverage feedback to drive individual and organizational growth.

SurveyMonkey

SurveyMonkey offers a user-friendly and versatile platform for conducting 360 degree feedback assessments. With a wide range of survey templates, customizable questionnaires, and powerful analytics tools, SurveyMonkey enables organizations to gather actionable feedback, identify strengths and areas for improvement, and drive performance improvement.

Spidergap

Spidergap’s 360 degree feedback tool is designed to simplify the feedback process and promote employee development. Like other options on this list, it features customizable assessments, automated feedback reminders, and interactive reporting dashboards. Spidergap helps organizations create a culture of continuous feedback and improve the performance of its team members.

Consider these 360 degree feedback tools for your organization—they offer a range of features and capabilities to support your team in gathering actionable feedback, driving employee engagement and development, and achieving your performance goals in 2024 and beyond.

Driving Performance and Engagement with Omni

best 360 feedback tools

Utilizing a 360 degree feedback tool suitable for your business needs can significantly boost your approach to enhance growth, development, and collaboration. 

With a 360 degree feedback tool like Omni, managers, employees, and the HR teams that serve them can take full advantage of its many benefits. Omni simplifies the entire performance review process, making it easier for managers to customize performance review questions, schedule performance review cycles, and run performance review cycles. With our user-friendly interface and intuitive features, Omni ensures a seamless experience for both participants and administrators.

Omni’s performance review solution integrates seamlessly with the 360 degree feedback process, allowing you to consolidate feedback from various sources and present it in a comprehensive format. Our platform ensures anonymity and confidentiality, encouraging honest feedback from all participants for you to leverage for performance improvement.

Book a demo with our team today to learn more about how Omni is the 360 feedback tool for your business.

Tips for Increasing Workplace Efficiency and How HRIS Can Help

According to MIT, the future workplace hinges upon efficiency, effectiveness and balance. As businesses navigate the post-pandemic landscape, a key focus for HR leaders is building and maintaining a strong talent pipeline. 

With increasing workforce mobility and changing priorities, companies are forced to adjust their workforce policies in order to remain competitive. This requires a balance between increasing efficiency and supporting employees in achieving a work-life balance. This then raises the crucial question: What constitutes workplace efficiency, and what are the strategies that companies can put in place to enhance it? 

What is work efficiency?

The efficiency of work refers to how effectively and productively tasks are completed. It’s about completing tasks in a smart manner, minimizing wasted time and resources. 

A common misconception is that efficiency is all about getting things done. However, the emphasis here is on quality of work. To put it simply, being efficient means producing quality work within specified timeframes, instead of simply working hard.

Why is increasing efficiency important?

efficiency of work

No matter the size of your organization, increasing efficiency of work is paramount to achieve success and maintaining a competitive edge. 

For employers

Increasing efficiency of work is a golden ticket for employers to unlock benefits that significantly impact its bottom line, workforce, and competitive edge.

In today’s competitive landscape, speed and cost-effectiveness are key to becoming an industry leader. Increasing efficiency of work becomes pivotal for growing businesses to innovate and adapt to changing market conditions.

Efficient workplaces can enhance satisfaction by reducing burnout and create a sense of accomplishment. This leads to increased employee satisfaction and retention rates. Happy employees are also likely to go the extra mile.

For employees

Implementing structured work habits can promote employee motivation and performance as mentioned above, but also fosters a positive company culture

When employees adhere to efficient work practices, they are able to complete tasks more effectively, meet deadlines, and collaborate easily with colleagues. As a result, employees are more engaged in their work, leading to higher job satisfaction and a more motivated workforce.

Looking for more ways to improve your employee engagement?

Ways on increasing efficiency at work

The process of increasing efficiency at work often involves optimizing processes, minimizing wasted time and resources, and achieving maximum output with minimum input. 

Here are 10 tips on how you can improve the efficiency of work at your workplace: 

1. Organize a to-do list

Writing down tasks increases efficiency of work by enhancing the encoding process. Research has shown that when employees have a plan to complete tasks, it alleviates the anxiety caused by unfinished tasks, known as the Zeigarnik effect. This is why till this day, creating a structured to-do list remains one of the most effective methods when it comes to increasing efficiency. 

Aside from prioritizing tasks, to-do lists also ensures that important items are not overlooked. An added advantage of this method is the sense of accomplishment it provides upon checking off the tasks, further boosting employee morale. 

2. Remove distractions

Next tip for increasing efficiency of work is to Identify and remove distractions in your work environment. Creating a distraction-free environment enables you to enter a state of flow. This might involve turning off notifications, finding a quiet workspace, or using noise-canceling headphones.

3. Batch similar tasks together

Research suggests that productivity suffers when individuals switch between tasks, resulting in significant time loss. 

An effective way to tackle this is by implementing task batching to increase efficiency of work. By grouping similar tasks together, it allows you to streamline workflows and minimize the time spent switching between different types of tasks. 

For example, schedule specific times during the day to respond to emails. Instead of checking emails sporadically throughout the day, which can be distracting and disrupt workflow, you can batch this task by setting aside 15-20 minutes in the morning and another 15-20 minutes in the afternoon to respond to emails. This allows you to focus on other tasks at hand without interruptions and can result in overall productivity. 

4. Take breaks

Aside from the daily stressors of our personal and professional lives, 15% of working-age adults were reported to struggle with mental health issues in 2019. This further highlights the importance of incorporating mental health days at work

Additionally, regular breaks as short as short 15-20 minute intervals can aid in sustaining focus and reducing the risk of employee burnout. These breaks can also improve concentration and overall productivity.

5. Clean up your workspace

Next, let’s discuss the importance of organizing your workspace when it comes to increasing efficiency of work. 

The Fellowes Workplace Wellness Trend Report highlights that employees value working in a healthy and clean environment. A tidy workspace can lead to a clearer mind and increased efficiency. It’s important to organize your workspace to reduce clutter and improve productivity. 

This can include decluttering surfaces, ensuring essential items are easily accessible, and creating a layout that supports your workflow. By creating a clean and tidy workspace, you can enhance your focus and efficiency of work throughout the day. 

6. Communicate clearly

Effective communication helps avoid misunderstandings and ensures information is conveyed correctly, leading to timely task completion. Use clear, concise and specific language when conveying your messages.

This is especially important for remote teams, where interactions are often done through digital tools such as Slack. In a remote setting, clear communication can help bridge the physical gap between team members, fostering collaboration and maintaining efficiency of work.

Read next: Navigating the Digital Divide: Enhancing Remote Team Communication


7. Delegate effectively

Delegating tasks to team members can also help lighten your workload and enhance the efficiency of work within an organization.

Effective delegation not only lightens the workload of individuals but also improves overall team productivity and time management. It leverages on the existing skill set of team members while also providing opportunities for them to acquire new capabilities and knowledge. This process enhances the team’s overall adaptability, enabling them to take up responsibilities based on individual strengths and interests.

Delegation also fosters trust and commitment, as employees feel empowered to contribute meaningfully to the team’s goals and company mission. By delegating tasks to those best suited to handle them, organizations can ensure that work is completed to a high standard.

8. Establish realistic goals

Setting SMART goals helps employees maintain motivation and focus as it provides something to work towards and look forward to. They provide a sense of purpose, ownership, and pride when they are realistic. 

By breaking down large goals into smaller, more manageable tasks, employees can track their progress and stay on target. This approach not only increases efficiency of work, but also provides a sense of accomplishment as milestones are achieved. Additionally, SMART goals promote clarity and alignment within teams, ensuring that everyone is working towards a common goal or objective. 

Celebrating and acknowledging employee efforts when goals are achieved is equally important. This boosts employee morale and reinforces a workplace culture of appreciation and motivation.

Relevant reads: 12 Employee Recognition Examples to Keep Your Team Engaged All Year

9. Develop a routine

According to the World Economic Forum, establishing a routine can have huge benefits in both personal and professional development.

Implementing a daily routine creates structure and improves time management. It also boosts cognitive function and stimulates innovation and creativity. Studies indicate that regular work processes allows employees to spend less cognitive energy on mundane and repetitive tasks, thereby encouraging focus and creativity for more complex tasks and increasing overall efficiency of work. 

10. Leverage technology

When increasing efficiency of work, you don’t have to do it manually. Use tools and software to automate repetitive tasks, manage projects, and improve communication. 

For example, harnessing AI tools can help HR teams streamline processes, make data-driven decisions, and create personalized experiences for employees throughout the entire employee lifecycle

Additional reading: The HR Tools Growing Teams Need in 2024

Increasing Efficiency of Work with HRIS

increasing efficiency

As mentioned, tools like Human Resources Information System (HRIS) play a huge role in increasing efficiency of work. Here’s how: 

Automating tasks

HRIS automates mundane, repetitive tasks such as payroll processing, leave management, performance evaluations and more. It reduces the time and effort required for these activities, freeing up HR professionals to focus on strategic tasks such as talent management, employee development, and strategic workforce planning. 

Empowering employees

Some HRIS platforms offer employee self-service portals, which empower employees to access information such as payslips, time off balances and attendance records. Employees can also submit requests, and update their personal information through the portal without HR intervention, thereby increasing data accuracy and employee engagement

Streamlined data management

HRIS helps in increasing efficiency of work by consolidating employee information, ensuring accuracy and immediate updates across the system.

Having all employee data in a single source simplifies retrieval, saving time and effort for decision-making. Another added advantage is heightened data security as access to sensitive information can be easily controlled and monitored.

Integration with other systems

HRIS platforms allow for integration with other systems, such as accounting or recruitment software, further increasing efficiency by removing the need for manual data entry and ensuring seamless information flow across departments.

Improved reporting

Last but not least, HRIS offers advanced reporting capabilities, enabling HR teams to generate customized reports on metrics such as attrition rates or training effectiveness. These reports provide valuable insights that help in decision-making and workforce planning. 

HRIS reports can also assist in monitoring compliance and assessing the effectiveness of HR initiatives. With the help of comprehensive and real-time data, organizations are able to make informed decisions that drive organizational growth and success.

Building a More Efficient Future with Omni

Increasing efficiency of work is crucial for organizations that want to remain competitive and achieve their business goals. However, improving workplace efficiency is an ongoing process that requires commitment and effort from all levels of management. That’s why it’s important to have the right tools by your side to achieve maximum results with minimum effort. 

Omni’s fully automated HR platform allows HR teams and managers to create customizable templates that grow alongside your business, molding to each employee’s unique needs and reducing the administrative burden that comes with managing the employee lifecycle.

Our full suite of modules supports every aspect of your business, offering an intuitive and fully customizable platform that integrates with your team’s favorite tools for a seamless and timely adoption.

If you’d like to learn more about how Omni’s all-in-one HR software automates the entire end-to-end employee lifecycle, saving People leaders from administrative tasks and increasing efficiency of work, book a demo with our team!

Employee Data Management: How HRIS Can Help Achieve Accuracy and Security

An effective HR team is one that makes the most of their employee data. Employee data can be useful in predicting trends, avoiding inefficiencies and fostering a better workplace culture for everyone on the team. And because it’s so important, employee data management needs to be taken seriously.

It starts with security. Your team has to find ways to keep your employee information safe. But it also needs to be accessible—both for employees who have a right to their information, and to government regulators who might audit you to ensure compliance. Finding ways to balance your employee data management can be tricky, but it’s absolutely essential.

Here, we’ll take a look at what managing your employee data means, steps you can take to ensure you’re following best practices, and an employee data template that will help you get there.

Understanding Employee Data Management

Employee data management refers to the process that covers the collection, storage, organization, and use of different types of information related to employees within your organization.

This data includes personal details, employment history, performance evaluations, training records, compensation details, and more, which we’ll talk about more in the next section. Effective management of employee data is essential for your HR team to make informed decisions, ensure compliance with regulations, and support the top-level goals and company mission.

Proper employee data management requires a combination of technology, policies, and procedures to ensure accuracy, security, and compliance throughout your employees’ lifecycles. One major tool to consider are HRIS solutions—they play a crucial role in streamlining data management processes, enhancing data accuracy, and supporting HR professionals in their strategic initiatives.

Read next: 5 Ways Employee Database Software Elevates Your Business

Types of Employee Data

Not all data is the same, but when it pertains to your employees information, all data needs to be treated and handled correctly. Here are the different types of employee data you can expect to manage:

Core HR Data

  • Personal information: This includes basic details such as name, address, contact information, date of birth, and social security or identification numbers. Personal information forms the foundation of your employee records and is necessary for identification and communication purposes.
  • Employment details: Core HR data also encompasses employment-related information such as job title, department, reporting structure, hire date, employment status (full-time, part-time, temporary), and work location. These details provide insights into your employee’s role within your organization.
  • Payroll and tax information: Employee payroll data includes salary or wage details, tax withholding information, deductions, bonuses, and direct deposit preferences. You need to ensure accuracy in payroll and tax data because it is essential for compliance with labor laws and regulations.

Job specific data

  • Skills and qualifications: This category deals with information related to your employee’s skills, certifications, educational qualifications, and professional development activities. Tracking their skills and qualifications enables you and your team to identify performance gaps, plan training programs, and make informed decisions about job assignments and promotions.
  • Performance data: Performance-related data includes employee performance evaluations, goal progress, feedback, and other HR metrics related to how well they perform in their role. Evaluating and documenting employee performance is important for providing constructive feedback, identifying areas for improvement, and recognizing high performers.
  • Project assignments: Job-specific data also includes details of project assignments, current tasks, project timelines, and deliverables. Tracking project assignments helps managers and your HR team monitor workload distribution, assess project outcomes, and make sure resources are allocated where they need to be.

Additional data

  • Benefits enrollment: This covers information about your employee benefits enrollment, including health insurance coverage, retirement plans, flexible spending accounts, and other benefits you offer your employees. Managing this data accurately is important for administering your benefit programs, tracking eligibility, and keeping compliant with benefit regulations.
  • Time and attendance: Data related to employee attendance, work hours, time-off requests, and leave balances falls into this category. Time and attendance data is needed for processing payroll, monitoring employee attendance patterns, and ensuring compliance with labor laws regarding working hours and overtime.
  • Travel and expense records: Information regarding employee travel expenses, reimbursements, business-related expenditures, and travel itineraries. Managing travel and expense data efficiently helps your organization control costs and track business expenses.

With effective employee data management, your HR department can streamline its processes, make informed decisions, and create a positive employee experience within your organization. 

Importance of Accurate and Secure Employee Data

Everyone wants the peace of mind of knowing their data is safe but it’s more than that—laws and regulations govern employee data as it’s your team’s job to abide by all regulations and safeguard data accordingly. Here’s why it’s so important:

Compliance with regulations: Adhering to local, regional, and international regulations dealing with data privacy and protection is incredibly important. Accurate and secure employee data management ensures compliance with laws such as Singapore’s PDPA and other data protection regulations, and prevents your company from facing fines or other legal penalties.

Data-driven decision making: Reliable employee data management serves as the foundation for informed decision-making processes within your organization. You and your HR team rely on accurate data to understand workforce trends, identify areas for improvement, and develop strategic initiatives aimed at enhancing employee engagement, productivity, and retention. The proper storage and safekeeping of your employee data is essential for this.

Employee trust and confidence: Maintaining the integrity and security of your employee data builds trust and confidence among your team. When your employees feel confident that their personal and sensitive information is handled with care and confidentiality, they are more likely to engage with your HR processes and share relevant information.

Efficient HR operations: Accurate and up-to-date employee data streamlines your HR operations and administrative tasks such as payroll processing, benefits administration, performance management, and talent acquisition. With reliable data at your disposal, you can complete tasks more efficiently, with reduced errors and less administrative burden.

Risk mitigation: Making sure your employee data management is secure and accurate reduces the risk of data breaches, identity theft, and unauthorized access. Putting in place data security measures will protect sensitive employee information from threats and vulnerabilities.

Steps for Employee Data Management

employee data template

Once you’ve decided to prioritize your employee data management, you need to take the steps to secure it properly. Here’s an employee data template for your reference:

1. Define needs and implement security measures

Clearly define your organization’s employee data management needs and objectives, taking into account regulatory requirements and industry best practices. Implement robust security measures, including encryption, access controls, and user authentication, to protect sensitive employee information from unauthorized access and cyber threats.

2. Standardize data collection and maintain data accuracy

Establish standardized procedures for collecting, storing, and updating your employee data across your organization. Ensure data accuracy by regularly auditing and validating employee information, addressing any discrepancies or errors promptly. Put in place data quality controls and validation checks to maintain data integrity throughout the employee lifecycle.

3. Utilize HR technology and train HR staff

Leverage HRIS and other technology to streamline data management processes and enhance data accuracy and security. Provide comprehensive training and support to your HR team on the proper use of HR technology tools, data handling procedures, and compliance requirements.

Read next: The 7 Best HR Software Singapore Has to Offer in 2024

4. Develop a data retention policy and implement secure disposal 

Next step in our employee data template is to develop a data retention policy outlining the types of employee data collected, retention periods, and procedures for secure disposal or deletion. 

Make sure you’re adhering to regulatory requirements and industry standards when determining data retention periods.These include secure data disposal practices, such as shredding physical documents and permanently deleting electronic records, to minimize the risk of unauthorized access or data breaches.

If your team follows this employee data template, your organization can establish best practices that prioritize accuracy, security, and compliance, and reap the benefits that come from effective employee data management.

Employee Data Management Under PDPA Singapore

The Personal Data Protection Act (PDPA) in Singapore sets out specific rules for organizations managing employee data to ensure compliance with data protection regulations. Here’s what you need to know:

Compliance obligation

  • Notice obligations: Your organization must inform employees about the purposes for collecting, using, and disclosing their personal data. This includes providing clear and concise privacy notices outlining the types of personal data collected, the purposes of collection, and how the data will be used.
  • Consent obligation: Your organization has to obtain employees’ consent before collecting, using, or disclosing their personal data, unless an exception under the PDPA Singapore applies. Consent should be voluntary, informed, and obtained for specific purposes, and your employees should be able to withdraw their consent at any time.
  • Access obligation: Employees have the right to request access to their personal data held by your organization and to request corrections if the data is inaccurate or incomplete. Your organization needs to establish procedures for handling access requests, and respond to them within a reasonable time.

Security measures

  • Access controls: Your team needs to implement access controls to restrict access to employee data to authorized personnel only. This includes role-based controls, user authentication mechanisms, and password policies to prevent unauthorized users having sensitive data available to them.
  • Data encryption: Employ encryption technologies to protect employee data during storage, transmission, and processing. Encryption helps protect data from unauthorized interception or access, making sure that sensitive information remains confidential and secure.
  • Regular security audits: Conduct regular security audits and assessments to identify vulnerabilities, weaknesses, and compliance gaps in employee data management practices. These audits help your organization proactively address security risks and stay compliant with PDPA Singapore requirements.

Data retention

Develop clear data retention policies outlining how long employee data will be retained and how it will be securely disposed of. Your HR team will need to make sure that data retention periods align with legal requirements under PDPA Singapore and the needs of your business. You’ll also need to put in place secure disposal procedures in your employee data management practice to permanently erase or anonymize employee data that is no longer needed. 

Utilizing HRIS to Achieve Accuracy and Security

HRIS platforms play a huge role in facilitating accurate and secure management of your employee data. Here’s how HRIS can help your organization achieve accuracy and security for managing employee data:

Automated data entry

HRIS platforms streamline data entry by automating the collection, storage, and retrieval of your employee information. Automated data entry enormously reduces the risk of human error and helps maintain data consistency over many different HR processes, like payroll processing, benefits administration, and performance management.

Access control

These platforms also incorporate robust access control mechanisms to restrict access to employee data on role-based permissions. Administrators can define user roles and permissions, making sure that only authorized people have access to sensitive employee information. Access control features help your team prevent unauthorized access and protect employee privacy.

Data encryption

Modern HRIS platforms use encryption techniques to secure employee data both at rest (when stored) and in transit (being exchanged among authorized users). Data encryption converts sensitive information into an unreadable format that can only be accessed with an encryption key. By encrypting employee data, HRIS platforms ensure confidentiality and protection against unauthorized access or data breaches.

Audit trails

Utilizing HRIS systems in employee data management can help maintain detailed audit trails that record all activities related to your employee data, including access attempts, modifications, and deletions. Audit trails provide visibility into who accessed specific data, when the access occurred, and what actions were taken. This transparency ensures accountability and helps you stay compliant with data protection regulations like PDPA Singapore.

Reporting and analytics

HRIS platforms offer robust reporting and analytics capabilities that enable your organization to gain insights into its workforce data. Your HR team can generate customized reports and dashboards to analyze employee metrics, track key performance indicators, and identify trends or patterns. By leveraging reporting and analytics tools for your employee data management, your organization can make informed decisions, optimize HR processes, and ultimately enjoy a boost in efficiency.

Read next: Your Guide to Successfully Pitching HR Software to Leadership

Leveraging Omni for Secure Employee Data Management

employee data

All-in-one HR software like Omni is a powerful tool for unifying all of the disparate employee data scattered across your company. As a single source of truth for employee data management, HRIS streamlines your HR processes and makes them more efficient.

Powering Asia’s fastest-growing, modern companies, Omni’s employee database software scales alongside your company so you can customize and leverage the system to meet your evolving employee data management needs while ensuring compliance with regulations like PDPA Singapore. 

Omni’s intuitive and fully customizable platform integrates with your team’s favorite tools for a seamless and timely adoption. And at only $3/employee/month, you can leverage HR automation to decrease administrative costs.

Book a demo with our team today to learn how Omni can help transform your businesses employee data management processes.

18 Strategic HR Metrics to Measure for Success

We live in a data driven world, and those that find the most success are the ones who wield the available data most effectively. HR is no different—with reams of information about your workforce, you and your HR team are well poised to influence strategy and inform decision makers.

But with so much data out there it can become difficult to focus on what to track. That’s where HR metrics come in, specifically tailored to help your team know what to focus on, and what outcomes they can look forward to.

What are HR metrics?

Every department has different data relevant to their goals. In HR, these metrics are quantifiable measurements that look at the details of your organization’s workforce and HR processes.

These HR metrics provide valuable insights into your team’s performance, employee engagement, productivity, and how your HR department is ultimately contributing to the goals of your organization. We’ll do a deep dive on relevant metrics to track down below, but here are some examples of HR metrics commonly used to measure success:

Employee turnover rate

  • Measures the percentage of employees who leave your organization within a specific period. High turnover rates might point to issues with employee satisfaction, retention, or workplace culture.

Cost per hire 

  • Calculates the total cost of hiring a new employee, including recruitment expenses, advertising costs, and the hiring manager’s time. It helps you assess how efficient the process is, and find areas you can cut back on cost.

Time to fill

  • Measures the average time taken to fill open positions from the time they are approved to the time an offer is accepted. Longer time-to-fill rates may indicate challenges in attracting and hiring qualified candidates.

Employee satisfaction score

  • Assesses your employees’ overall satisfaction with their job, work environment, and workplace culture. Employee satisfaction surveys or pulse checks are commonly used to measure this metric.

Diversity and inclusion metrics:

  • Measures the representation of diverse groups within your organization, like gender, race, ethnicity, and age. HR metrics might include diversity ratios, representation in leadership roles, and engagement scores by demographic groups.

These are just a few of the HR metrics that can provide valuable insights into your HR management and employee engagement, helping your team to make data-driven decisions and drive success.

What are HR metrics used for?

Data has many different purposes, and can be used in a variety of ways. This is no different for HR metrics, which can be interpreted and leveraged to paint a holistic picture of your workforce. This includes:

Performance measurement: HR metrics allow you to assess the effectiveness and efficiency of your HR processes and initiatives. By tracking metrics like recruitment efficiency, training effectiveness, and attrition rates, your team can identify areas for improvement and optimize its HR strategies.

Strategic decision-making: Analyzing available data enables strategic decision-making by offering quantifiable insights into your workforce trends, employee engagement levels, and performance gaps. You and your leadership can use HR metrics to align current initiatives with the company mission and goals.

Resource allocation: Looking at how your organization allocates its resources will allow you to identify areas of high performance and areas needing improvement. By analyzing metrics such as cost per hire, training ROI, and turnover costs, you can better allocate resources on programs that drive results.

Identifying trends and patterns: HR metrics allow your team to identify trends and patterns within its workforce, such as turnover trends, absenteeism patterns, and performance trends. By monitoring these metrics over time, your HR department can spot emerging issues before they become a serious problem and take proactive measures to fix them.

Benchmarking: The right data will allow your team to benchmark its performance against industry standards and best practices. When you use metrics such as turnover rates, employee engagement scores, and compensation levels with industry benchmarks, you’ll be able to identify areas of strength and areas needing improvement.

Read next: What is Benchmarking in HR?

Employee engagement and retention: Analyzing HR metrics is absolutely essential for measuring and improving employee engagement and retention. Metrics such as employee satisfaction scores, turnover rates, and promotion rates provide insights into satisfaction levels and factors influencing employee motivation and retention.

Compliance and risk management: Ensuring compliance with legal and regulatory requirements related to workforce management is a top priority for HR teams. Metrics such as diversity ratios and training completion rates will help your organization mitigate risks and keep compliant with labor laws and regulations.

Armed with the right data, your HR Team will be able to adjust, update, forecast and strategize—fixing any issues that exist now, while laying the groundwork for success down the road.

Why are HR metrics important? 

You probably already know the importance of data to make informed decisions. But studying key HR metrics can be truly transformative for your workforce initiatives and overall strategy. Here’s what you need to know:

Make informed decisions, and show how you did so: Access to valuable data and insights will enable your team to make informed decisions—and prove how you did so. Analyzing metrics such as employee turnover rates, recruitment efficiency, and training effectiveness, will help you identify trends, patterns, and areas for improvement, leading to more effective workforce management strategies, and a seat at the strategy planning table.

Determine what’s working (and what isn’t): Looking at the right metrics will help you assess the effectiveness and efficiency of your HR processes. By tracking key data points like employee productivity, engagement levels, and performance outcomes, you can evaluate the impact of your programs and make adjustments as needed to drive better results.

Align your work with high-level strategy: HR metrics help align your initiatives with high-level goals and objectives at your organization. Tracking metrics that directly impact business outcomes, such as revenue per employee, cost per hire, and employee turnover costs, will allow you to demonstrate the value of HR investments and ensure that your strategies are adding value to the overall strategy at your company.

Spend where it’s needed, cut where it isn’t: These metrics also allow you to allocate resources effectively by identifying areas performing well and areas needing improvement. Analyzing metrics such as cost per hire, training ROI, and turnover costs will help your team to allocate resources needed to address critical workforce needs and drive the outcomes you need.

Build a workplace people want to work at: Measuring and improving employee engagement and retention is at the core of a successful HR team. By tracking metrics such as employee satisfaction scores, turnover rates, and promotion rates, you can identify what is influencing employee engagement and retention at your organization, intervene where necessary to improve employee satisfaction, and boost retention.

Never stop improving: HR metrics support a company culture of continuous improvement by providing feedback on HR initiatives and processes. Regularly monitoring and analyzing metrics will help you identify opportunities for improvement and make necessary changes over time to enhance HR effectiveness and efficiency, driving better business outcomes in the long run.

Considerations for Setting HR Metrics

HR Metrics

When setting HR metrics, it’s important to make sure the metrics you’re tracking are meaningful, relevant, and aligned with your organization’s goals. Here are some considerations to keep in mind:

1. Define your goals

Clearly define the objectives and goals you want to achieve through HR metrics. Whether it’s improving employee engagement, reducing turnover, or enhancing workforce productivity, having clear goals will help guide your metric selection process.

2. Prioritize and focus

Prioritize the most critical areas for measurement based on their impact on organizational success. Instead of tracking a vast data set, focus on a few key metrics that align closely with your strategic objectives and can drive meaningful change.

3. Relevant and actionable metrics (SMART)

Ensure that your HR metrics are relevant to your goals and are actionable. Use the SMART criteria (Specific, Measurable, Achievable, Relevant, Time-bound) to ensure that each metric is clearly defined, quantifiable, and tied to specific outcomes.

4. Data availability and measurement

Assess the availability and quality of data needed to measure each metric effectively. Ensure that you have access to accurate and reliable data sources, such as HRIS, performance management systems, and employee surveys, to track and analyze the chosen metrics.

5. Benchmarking and trend analysis

Compare your HR metrics against industry benchmarks and historical data to gain insights how your organization performs relative to competitors and past performance. Trend analysis helps you identify patterns and changes over time, allowing you to anticipate challenges and opportunities.

6. Communication and transparency

Build a culture of transparency and open communication around HR metrics within your organization. Ensure that key stakeholders (including executives, managers, and employees) understand the purpose of each metric, how it is measured, and its relevance to your goals.

18 Strategic HR Metrics for Your Business

Now, let’s dive into the nitty gritty and take a look at a comprehensive list of HR metrics you and your team should consider.

Workforce management

  1. Headcount: Measure the total number of employees in your organization at a given point in time to understand workforce size and changes over time.
  2. Employee turnover rate: Calculate the percentage of employees who leave your organization within a specific period, indicating retention challenges and potential areas for improvement.
  3. Diversity, equity and inclusion metrics: Track metrics such as gender diversity, ethnic diversity, and representation in leadership roles to assess progress toward building an inclusive workforce.

Talent acquisition

  1. Time-to-hire: Measure the average time taken to fill a vacant position from the job posting to the candidate’s acceptance, indicating recruitment efficiency.
  2. Cost per hire: Calculate the total cost to hire a new employee, including recruitment advertising, agency fees, and staff time spent on hiring activities.
  3. Offer acceptance rate: Determine the percentage of job offers accepted by candidates, reflecting the attractiveness of your organization as an employer.

Performance management

  1. Goal achievement: Assess the percentage of your employees who meet or exceed their performance goals, indicating individual and team effectiveness.
  2. Key performance indicators (KPI): Track specific metrics aligned with organizational objectives to evaluate performance and progress toward strategic goals.
  3. Performance and potential: Use talent assessment frameworks like the 9-box talent review model to evaluate employee performance and potential for future development or succession planning.

Additional resource: Download Omni’s free Ultimate Performance Review Template now!

Learning and development

  1. Skills gap analysis: Identify gaps between the skills your employees possess and those required for their roles or future career progression.
  2. Training completion rate: Measure the percentage of employees who successfully complete training programs, showing their engagement with learning programs.
  3. Learning and development ROI: Evaluate the ROI of learning and development initiatives by comparing the benefits gained to the costs incurred.

Employee engagement

  1. Absenteeism rate: Calculate the average rate of employee absences from work, which can impact productivity and morale.
  2. Employee net promoter score (eNPS): Measure employee advocacy and loyalty by asking how likely they are to recommend your organization as a place to work.
  3. Employee satisfaction surveys: Conduct regular surveys to gauge employee satisfaction with different aspects of their work environment, culture, and leadership.

Compensation and benefits

  1. Total cost of workforce: Calculate the total expenditure on employee compensation, including salaries, benefits, and payroll taxes.
  2. Pay equity: Assess and monitor the fairness of compensation across demographic groups to ensure equal pay for equal work.
  3. Benefits utilization rate: Measure the percentage of eligible employees who enroll in and use company-provided benefits, reflecting their perceived value of the benefits package.

Relevant reads: The Pay Parity Guide for HR

Leveraging HR Metrics for Strategic Advantage

It is clear that HR metrics are vital for modern growing teams as it provides valuable insights into its workforce, empowering HR leaders to make strategic moves that align with company goals.

With modern HR automation tools like Omni, you gain access to data-driven insights that facilitate informed decision-making, as well as seamless integrations that effortlessly connect with your existing employee favored systems, making your entire engagement process more efficient and modern.

Omni also offers real-time graphs and easily exportable reports, streamlining HR metrics and reducing calculation times and errors. This equips you with the necessary data to understand the trends within your organization. These tools empower HR teams to monitor trends over time, compare results across various departments, and proactively identify areas for improvement.

To join the 83% of Omni customers who have unlocked new, actionable insights after using our solution, book a free demo with our team today.

Intro to HR Analytics and Leveraging HR Data

You might be an HR officer in a large corporation noticing low employee morale and performance despite having adequate staff. Or, you could be in a medium-sized organization grappling with high attrition rates, finding it challenging to attract and retain top talent.

In either scenario, these challenges signal the need to adopt HR analytics while carrying out your duties. Doing so can enhance your HR practices, make informed decisions, and ultimately foster positive employer-employee relationships.

This article delves into the essential metrics for HR analytics, why it’s important for your business, and how to go about implementing it effectively.

What is HR Analytics?

HR analytics is a system of collecting, analyzing, and interpreting human capital data in an organization. Its goal is to help HR teams make better decisions that enhance business results and show the impact of human resource initiatives. It covers all employee and company data, including employee engagement, hiring, retention, skill enhancement, productivity, etc.

HR teams gather these insights from employee surveys, performance reviews, or exit interviews. You can also get them from your company’s HR software or tools for recruiting, payroll, and other HR administration.

When data is readily available, HR teams can forecast employee turnover, answer questions, and offer solutions with concrete evidence. Ultimately, you gain insights that shape your company’s HR practices and implement strategies that support organizational goals.

Read next: 5 Reasons to Switch to an All-In-One HR Software

Why is it important for your business?

If you’re like the 60% of HR leaders from Gartner’s report, developing your team’s effectiveness should be a part of your strategy to improve the future of work in 2024. However, you need to arm yourself with adequate information to excel at this strategy. And that’s the essence of HR analytics. It’s crucial to the success of any organization as it helps to:

Drive decision making

HR analytics provides data-driven insights into various aspects of a company that drive an effective decision-making process. For instance, by analyzing recruitment and employee performance data, HR teams can identify and implement successful hiring practices during recruitment. Also, you’ll recognize high-performing employees and take more efficient steps in solving team-related problems. Generally, HR analytics offers an objective and more precise approach to workforce decisions than relying on your guts or unconscious bias.

Improve return on investment

HR analytics can significantly enhance return on investment by providing valuable insights into workforce dynamics, allowing HR professionals to make well-informed decisions that impact the organization positively.

By analyzing past recruitment data, you can identify effective recruitment channels and hire the right talent for your company. Additionally, you can assess employee engagement and measure performances to anticipate and prevent issues like employee burnout or high turnover. Ultimately, it allows you to create a more positive workplace for your employees.

Provide predictive insights and analysis

HR analytics applies HR data analysis and statistical methods to analyze data, identify patterns, and provide insights into HR and workforce activities.

For instance, HR teams can forecast an employee’s performance by examining past performance and engagement data. This helps the department identify why employees’ morale may be low and recognize top performers with the potential to succeed in critical roles.

Identify areas of inefficiencies

If you observe certain employees falling behind in their tasks, instead of just asking them about it, analyze historical performance data to understand the reasons for any performance gaps. Organize training sessions to enhance skills as necessary.

Also, if your HR processes are inefficient or time-consuming, HR analytics can pinpoint slowdowns, refine workflows, and automate routine tasks to improve and enhance efficiency.

HR analytics spots and rectifies areas of inefficiencies within the organization. It identifies trends causing turnovers and exposes potential issues that may not easily be discovered or resolved.

Enhances employer branding

By collecting and interpreting data, you’ll gain insights that will help create a more productive company culture. When employees perceive the company positively, it often results in lower turnover and attracts high-performing talent.

Consider this: According to Glassdoor, 86% of job seekers review company ratings and reviews before applying. If both current and former employees have positive opinions about your company, it will likely encourage potential talent to apply, thereby expanding your workforce.

What does HR Analytics measure?

HR data

In every company, the HR team is crucial for growth. From recruiting and developing talents to monitoring employee turnover, HR professionals constantly shape company culture and performance.

HR data analysis measures different human resource activities, and the right ones for your company depend on what your HR team aims to improve and achieve. Here are some examples of key metrics that you can consider:

Recruitment

When finding, selecting, and hiring qualified talents for a position, HR data analysis tracks metrics that help organizations weigh how effective and efficient their recruitment processes are. The goal is to optimize hiring strategies and identify opportunities to reduce cost of recruitment while boosting recruitment ROI.

Two key recruitment metrics are:

  • Cost per hire: This metric measures the average cost incurred when hiring a new employee. It analyzes the efficiency of the hiring process and tracks all internal and external expenses the company incurred to fill a vacant position. This includes money spent on job ads, agency fees, background checks and screening costs, recruitment software costs, onboarding costs, wages of the recruiters who interviewed candidates, etc.
  • Time to hire: This metric measures how long it takes for an organization to hire a new employee. It covers the number of days from when a candidate applies for the role to the point the candidate accepts the offer. For instance, if your company takes a long time to hire, the hiring process is slow and inefficient, possibly due to bottlenecks. However, by tracking this metric, HR teams can identify issues in the talent acquisition process and set goals for enhancing efficiency.

Performance management

HR data analysis sets and tracks key performance indicators related to employee performance by evaluating:

  • Skills gap analysis: This HR data analysis weighs employees’ current skills and identifies skills they need to improve on to achieve business goals. By measuring this metric, HR teams will spot skill gaps and provide learning opportunities that support employee career growth, boost performance, and inspire job satisfaction.
  • Training effectiveness: HR data analysis measures how effective training programs are in improving employee performance. For instance, HR teams measure the extent to which employees partake in and complete training, their skills before and after the training, their impact on company goals, etc. The first step when measuring training effectiveness is to set goals for training programs and KPIs. Such KPIs include employee performance scores, customer satisfaction ratings, or other relevant metrics related to your organization.
  • Performance ratings: This HR analytics yardstick assesses the number of employees rated as high, average, or low performers. Its goal is to identify possible gaps in the performance evaluation process and spot areas for improvement.

Employee engagement

HR data analyzes employee engagement to help businesses understand, monitor, and boost the employee experience for better workplace culture and organizational success.

Metrics here include:

  • Turnover rates: By keeping track of the percentage of employees that leave your organization during a given time period, you get to identify patterns and prevent future reoccurrences.
  • Absenteeism rates: You should also note how often employees stay away from work and their reasons. This HR data analysis will help identify trends and implement strategies that can reduce absenteeism.
  • Employee satisfaction survey result: This HR analytics metric shows employees’ level of satisfaction and commitment to their jobs. It measures their productivity to boost employee retention, loyalty, and performance.

Compensation and benefits

HR data also measures compensations in terms of:

  • Pay equity analysis: Also known as an equal pay audit or pay parity audit, HR teams use a PEA to identify pay gaps within an organization. It helps to compare pay for employees with similar duties to notice any unfair differences. Furthermore, conducting a PEA during HR data analysis promotes fairness and transparency creating a more inclusive workplace compensation practices.
  • Cost of benefits: HR data analysis also tracks employee benefit programs by calculating the costs associated with all the company’s benefits to identify expenses and their impacts on employees. This helps to manage costs effectively and align benefits expenses with organizational goals.
  • Benefit utilization rates: HR analytics also lets you keep track of employees who actively use your company’s benefits. It works by dividing the number of employees in the benefits program by the number of eligible employees. With this, you can make data-driven decisions that enhance employee satisfaction through benefit programs.

Workforce demographics

HR analytics gathers employee demographic data from various sources, such as payroll systems, Human Resources Information System (HRIS), employee surveys, and other databases your company uses. The key metrics here are:

  • Gender diversity: HR analytics also monitor the gender distribution of employees concerning compensation, engagement, turnover, and other KPIs. By examining this data, you can identify discrepancies and address them appropriately, ultimately promoting gender equality and inclusivity in the workplace.
  • Age distribution: This metric collects data on employees’ birth dates and age categories to determine if the company covers all employable ages and promotes an age-inclusive workplace.

Read next: The Difference Between HRIS vs HRMS

Key Steps in The HR Analytics Process

Now that we’ve gotten the basics of HR data analysis established, let’s delve into what you need to implement the HR analytics process in your own organization:

1. Identify goals and objectives

The first step to achieving anything is knowing what you want to achieve. So, consider your company’s HR objectives and why you intend to use HR data analysis for better results. Is it to hire more qualified staff, boost employee engagement and retention, offer more benefits, or improve brand perception? Knowing the objective will help you direct your HR data efforts accordingly.

2. Collect relevant data

Once you’ve determined your objectives for HR data, collect qualitative and quantitative data from relevant sources. This includes your company’s HR software tools, employee surveys, payroll systems, recruitment platforms, interviews and more. The data may consist of employees’ ages, birth dates, and past performance, among others.

3. Clean and organize data for analysis

After collecting relevant data, it’s time to collate and prepare them for interpretation and analysis. So, clean and organize the data by identifying missing values, removing errors, organizing them into categories, etc. This is necessary to get accurate results.

4. Communicate findings and take action

Share the results from the HR data analysis with your team. Then, interpret them to get valuable insights and practical suggestions that can solve specific HR challenges. Take a step further by implementing the insights while considering business goals. This will improve your HR strategies and optimize decision-making.

Leveraging Data to Empower HR Leaders

HR data analysis

HR analytics is a powerful tool that can transform the way HR professionals operate. By leveraging data, HR professionals can make informed decisions that drive organizational success. Additionally, implementing a robust HRIS can further empower HR leaders to leverage data and make informed decisions.

With all-in-one HR software like Omni, you can leverage automation and streamline your processes while gaining actionable insights for continuous improvement and team effectiveness.Through leveraging the power of automation, Omni allows HR teams and managers access to custom reports on specific metrics in the HR data analysis process and swiftly address potential issues and drive company performance.

To join the 83% of Omni customers who have unlocked new, actionable insights after using our solution, book a free demo with our team today.

The Difference Between HRIS vs HRMS

While researching for the right HR software for your organization, you may come across these two primary systems: the Human Resources Management System (HRMS) and the Human Resources Information System (HRIS).

These terms are often used interchangeably, causing confusion and frustration among HR professionals regarding which one is truly necessary for their HR responsibilities. In this article, we will deep dive into the differences between HRMS and HRIS and guide you towards selecting the most suitable solution for your organizational needs.

But before we go into that, it’s important to understand what HR software entails and what functionalities you can expect from adopting one for your organization.

What Is An HR System?

An HR system is a software solution designed to help you streamline and automate your various functions within an organization.

By centralizing and organizing processes and employee records, it empowers your team to operate with increased efficiency and productivity. This tool also serves as a centralized hub for managing tasks such as payroll, employee onboarding, performance management, benefits administration and compliance tracking. 

Main Advantages Of Using An HR System

Implementing an HR system brings about numerous advantages for organizations seeking to optimize their operations. Some main benefits of using an HR system include:

Streamlined HR processes

An HR system streamlines and automates the various time-consuming and repetitive tasks that your HR team handles manually, such as performance management, employee data administration, and payroll processing.

This consolidation minimizes the likelihood of manual errors, thereby preserving valuable time that HR professionals can redirect towards more strategic initiatives.

Improved Data Accuracy

Another benefit of using an HR system is its immediate improvement of data accuracy within your organization. Manual data entry stands as the biggest source of data errors. Therefore, implementing software to automate data collection and storage logically reduces the frequency of such errors. 

By leveraging an HR system, organizations can rely on more precise and reliable data, leading to better-informed decision-making processes and overall operational efficiency.

HR Scalability

As the demands of your organization evolve, it is important that your HR software grows alongside it. Whether it’s adapting to changes in recruitment practices, enhancing performance management processes, or refining compensation strategies, your HR software should be flexible enough to accommodate these shifts. 

By facilitating seamless transitions in various HR functions, the software ensures that HR departments are future-proofed, maintaining alignment with the overarching objectives of business growth and development. This adaptability not only enhances operational efficiency but also empowers HR professionals to support the evolving needs of the organization. 

Reporting And Analytics

HR software also provides your team with valuable insights in ways that surpass what a manual set up can offer. For instance, you can track comprehensive HR metrics, identify skill gaps in your workforce, and monitor the performances of your employees. 

Such capabilities empower you to make data-driven decisions that optimize your organization in the areas of recruitment strategies, employee engagement initiatives, and employee retention efforts

Read next:

HRIS stands for Human Resources Information System. It is a type of HR solution that primarily serves as a central source of information for your employee management needs.

Functions Of An Human Resources Information System

The primary goal of an HRIS is to provide you with streamlined access to information related to people at your organization. This involves the collection and storage of your employee records such as employee name, addresses, payroll details, benefits information, and so on.

HRIS serves as the foundation you need to carry out other HR tasks such as onboarding, payroll processing, applicant tracking, and generating reports.

Essentially serving as a digital repository for employee data, HRIS negates the reliance on paper-based documentation, which in turn cuts down the likelihood of human errors and enhances overall team efficiency. 

Main Features And Benefits Of An Human Resources Information System

Human Resources Management System

It’s clear that HRIS is a useful tool for businesses looking to optimize their operations. However, it is pivotal to understand the features and benefits of HRIS to ensure that it aligns with your organizational needs. These includes: 

Onboarding

A seamless onboarding process sets the relationship between your new hires and the organization up for success. HRIS contributes to this by ensuring that you can track candidates’ information and resumes, allowing you to process new hires quickly and efficiently.

If your organization has a particularly high turnover rate, HRIS onboarding becomes invaluable because you can improve your hiring practices by harnessing the data analytics and reporting function it offers. By leveraging HRIS, you can gain deeper insights into various aspects of your onboarding process, such as time-to-productivity metrics, engagement levels of new hires, and areas of improvement. 

These insights empower HR professionals to refine existing recruitment strategies, tailor onboarding experiences, and ultimately reduce turnover rates without necessitating significant resource investments. 

Payroll Automation

In addition to streamlining onboarding processes, HRIS systems offer significant benefits in automating payroll calculations, ensuring an accurate and timely processing of payroll. This reduces the risks of manual errors and contributes to enhancing overall employee engagement in the workplace. By ensuring that employees receive accurate and timely compensation, HRIS systems contribute to a positive work environment and bolster employee morale.

Beyond payroll processing, HRIS also provides data on employee salaries and benefits. This wealth of information enables the finance team to generate comprehensive profit and loss statements concerning payroll expenditures. With these detailed insights into salary structures, benefit packages, and related expenses, HR and finance personnels can effectively manage future HR budget allocations and optimize financial planning strategies.  

Employee Data Management

HRIS also serves as a central database of employee information. This ensures seamless maintenance and updating of accurate records, eliminating the need to navigate between multiple platforms or rely on paper-based documentation. 

By consolidating necessary information within one accessible interface, HRIS streamlines administrative processes and enhances data integrity. This centralized approach not only saves time but also reduces the risk of errors associated with manual data entry or separate record-keeping systems. Overall, HRIS empowers organizations to efficiently manage employee information, and uphold compliance standards with ease.

Employee Self-service

In addition to core HR functions, HRIS systems offer employee self-service portals, enabling employees, managers, and even potential candidates to access and manage information, complete necessary forms, and engage in various HR-related activities. 

These portals significantly reduce the administrative burden on HR teams by empowering employees to handle routine tasks and inquiries such as updating personal information, submitting time-off requests, or accessing company policies independently with ease. 

Additionally, self-service portals facilitate seamless communication between employees and their managers, fostering a collaborative and transparent work environment. By providing easy access to essential resources and enabling efficient interactions, employee self-service portals enhance overall organizational productivity and employee satisfaction.

Reporting and Analytics

Last but certainly not least, HRIS systems incorporate reporting and analytics capabilities, enabling the tracking of key metrics such as HR cost per hire and turnover rate. These features enable HR professionals to showcase their impact within the organization by providing important insights into workforce dynamics and trends. 

By leveraging data-driven analytics, HR teams can make informed decisions regarding strategic functions such as workforce planning, recruitment strategies, and performance management initiatives. This ability to access and analyze relevant metrics enhances HR’s effectiveness and strengthens their role as strategic partners in driving organizational success. 

What Is HRMS?

HRMS, or Human Resources Management System, serves as a comprehensive solution for overseeing HR processes within an organization. 

It encompasses all the functionalities typically found in an HRIS but goes a step further by offering customization options to cater to the specific requirements of each organization.

So what sets HRIS apart from the Human Resources Management System?

While the primary function of HRIS is to act as a centralized repository for employee information, the Human Resources Management System (HRMS) consolidates various HR functions into a unified platform. 

Despite the distinction however, these terms are often used interchangeably due to the emergence of HR systems that integrate both HRIS and HRMS features. This convergence enables organizations to leverage a comprehensive solution that addresses their diverse HR needs efficiently.

Functions Of A Human Resources Management System

A well-developed Human Resources Management System streamlines various HR tasks, automating processes such as onboarding, payroll processing, and compliance management. This reduces the time and resources traditionally required for these tasks. 

Additionally, adopting a Human Resources Management System leads to a reduction in the number of applications needed to manage HR functions. By consolidating these tasks into a single, integrated platform, organizations can achieve cost savings and enhance team efficiency significantly. 

Features And Benefits Of Human Resources Management System

Contrasting to HRIS, the Human Resources Management System comprises a comprehensive suite of tools designed to manage various aspects of HR operations. The key features of an HRMS include:

Benefits Administration

Managing various employee benefits and accurately tracking them for payroll processing can be extremely time consuming. Fortunately, the Human Resources Management System provides a dedicated benefits module, which helps automate this process and alleviate administrative burdens. 

By automating tasks such as enrollment, eligibility verification, deduction calculations, HRMS enhances efficiency and ensures compliance with benefit regulations. Moreover, the module’s reporting capabilities offer valuable insights into benefit utilization trends, enabling HR teams to make informed decisions and focus on strategic benefit initiatives and employee engagement efforts

Payroll Integration

The Human Resources Management System also extends to assisting in payroll management. Many HRMS platforms incorporate a time off and attendance module, seamlessly integrated with payroll processes. 

This integration ensures accurate calculation of employee salaries by capturing and consolidating attendance data, including working hours, leave balances, and overtime hours. Moreover, it allows payroll systems to retrieve real-time data, facilitating timely and accurate payroll processing cycles. 

Overall, leveraging the payroll function within an HRMS platform streamlines payroll administration, optimizes resource allocation, and ensures compliance with regulatory requirements. 

Real-time Reporting

In addition to its other functions, your HRMS platform should also allow you to access and download customizable reports derived from your data. These reports serve as invaluable insights for informed decision-making, enabling you to analyze trends, identify areas for improvement, and track key performance indicators. 

By leveraging the insights gained from these reports, you can implement targeted strategies to optimize various aspects of your organization’s operations, ultimately driving enhanced performance and competitiveness in the marketplace.

Paperless Documentation

Heavily relying on paper-based documentation for distributing essential communications such as employment contracts, tax forms, or benefits administration can prove inefficient and prone to errors. 

Top Human Resources Management System platforms offer paperless solutions that promote environmental sustainability and also enhance security and cost-effectiveness. By transitioning to digital communication channels, organizations can streamline document management processes, ensure data integrity, and reduce the risk of document loss or misplacement. Additionally, paperless solutions minimize printing and postage expenses, leading to significant cost savings in the long run. Integrating e-signature capabilities further expedites the document signing process, facilitating efficient workflows and reducing administrative burdens. 

Embracing a paperless office through HRMS platforms aligns with modern business practices, fostering efficiency, security, and environmental responsibility. 

Read next:

Choosing the Right HR System for Your Organization

Human Resources Management System

While HRIS and HRMS serve overlapping functions, they differ in scope and capabilities. To select the most suitable solution for your business, consider factors such as the size of your organization, your industry requirements, and the complexity of your HR processes. 

By evaluating your business needs, researching and trying out different solutions, finding the perfect HR system for your business needs does not have to be intimidating. Affordable, functional, and suitable for modern businesses — Omni is an HR software that HR teams can count on. 

With Omni, you gain access to data-driven insights that empower informed decision-making, as well as seamless integrations that effortlessly connect with your existing employee favored systems, making your entire engagement process more efficient and modern.

Our full suite of modules provide support for every aspect of your business through an intuitive and fully customizable platform that integrates with your team’s favorite tools for a seamless and timely adoption.

Powering Asia’s fastest-growing, modern companies, Omni scales alongside your company so you can customize and leverage the system to meet your business exactly where you are — as well as where you’re going. To join the 83% of Omni customers who have unlocked new, actionable insights after using our modern HR software solution,

Top 5 Challenges of Malaysia’s Tax Season and How HRIS Solutions Can Help

A Gartner report states that 47% of HR leaders intend to boost their 2023 budgets, focusing primarily on investments in recruiting and HR technology. This is no surprise as HR technology, like HRIS solutions, has consistently adapted to meet the growing challenges in the field, including tax filing complexities.

With the income tax 2023 deadline approaching, many Malaysian business owners and HR leaders are swamped preparing for tax file reporting. However, tax season can pose an issue if you are not aware of these common challenges. Read on to discover the top 5 challenges of Malaysia’s Tax season and how HRIS solutions can help you make the tax season less overwhelming.

When is the Tax Season in Malaysia?

The tax season in Malaysia is the period leading up to 30 April for individuals who are filing Forms BE in the following calendar year. There’s a 15-day leeway for e-Filing, which gives you until 15 May. However, some forms must be delivered as early as 29 February, so the exact deadline depends on the type of form you are filing.

Learn more:

What is Included in Malaysia’s Tax Season?

income tax 2023 deadline

With the numerous form types and procedures that could be overwhelming, let’s review all necessary filings and tasks done before the income tax 2023 deadline Malaysia.

According to PwC, “an individual, whether tax resident or non-resident in Malaysia, is taxed on any income accruing in or derived from Malaysia. Resident individuals are also subject to tax on foreign-sourced income received in Malaysia.” 

In other words, individuals who receive income in Malaysia are required to file for individual income tax or Form BE by the deadline of 30 April 2024 or 15 May 2024 for e-Filing. 

Corporate Income Tax

Regarding corporate income tax, PwC explains that corporate income tax (CIT) applies to both resident and non-resident companies on income generated within Malaysia. Resident companies are additionally taxed on foreign income received in Malaysia. 

This tax obligation pertains to Malaysian business owners, requiring filing 30 days before the start of the basis period, which represents the annual tax-paying timeframe for sole traders or partnerships.

Goods and Services Tax/Sales and Services Tax

The Malaysian government introduced the Sales and Services Tax (SST) to replace the Goods and Services Tax (GST), reforming the tax system. The goal was to increase buying power, especially among middle and lower-income earners.

The Sales and Services Tax is a tax return on the importation of taxable goods in Malaysia by registered manufacturers. You must file it every two months (the taxable period).

Employee Compensation Reporting

Employee income is subject to taxes if your employee:

  • Is employed in Malaysia
  • Is on paid leave from employment in Malaysia
  • Is a director of a company based in Malaysia or working on an aircraft or ship by a Malaysian resident
  • Is working outside Malaysia for the benefit of employment within Malaysia

Form E is a statement of payments that your employees receive. It includes the number of employees, new hires, employee and employer details, and payment details, such as allowances, wages, salaries, bonuses, and incentives.

As an employer, you must submit Form E to the Inland Revenue Board of Malaysia (IRBM), also referred to as Lembaga Hasil Dalam Negeri (LHDN)

Tax Planning and Compliance

Tax planning involves leveraging tax law knowledge to minimize tax payments. Ensuring your business is tax-efficient is crucial before the income tax 2023 deadline Malaysia. This involves analyzing income timing and size and implementing strategies such as tax gain-loss harvesting.

Typically, compliance with the income tax 2023 deadline Malaysia entails paying taxes punctually and in full, while completing all necessary forms. Due to their complexity, some entities may choose to opt to outsource compliance duties. 

Challenges that Malaysian Corporates Face During Tax Season

As the saying goes, awareness is the first step in solving a problem, here are the top challenges that you should be aware of before the income tax 2023 deadline Malaysia.

Complex Tax Regulations

Over 80% of respondents in the Asia Pacific Tax Complexity Survey by Deloitte claim that the tax compliance and reporting obligations in the countries they operate in aren’t simple.

As a result, many businesses devote big portions of their resources to understanding tax regulations and complying with them. It’s even more challenging to maneuver them when you’re operating in different geographical regions (aside from Malaysia) and have to comply with multiple legislations.

Tax regulations are complex because they aim to raise revenue and uphold values like fairness, efficiency, and practicality, simultaneously. Balancing these objectives make them complicated. On top of that and the constant changes in provisions, it is no surprise where the majority of HR leaders are overworked during the income tax 2023 deadline Malaysia. 

Deadline Pressures

It is understandable if you feel overwhelmed by keeping up with tax deadlines. Balancing responsibilities like filing tax forms such as Form E and Form BE for all employees in your medium-sized business can be challenging. On top of that, ensuring accurate payments and meeting the income tax 2023 deadline Malaysia, which varies based on the form type, adds to the pressure. 

Data Accuracy and Documentation

According to the Employment Act, you must keep most employee records for at least six years. You might also need to put together these documents and ensure all their data is accurate before the income tax 2023 deadline Malaysia. Accurate documents serve as evidence of your position during an audit or dispute with tax authorities.

The changing tax requirements make employee data sourcing, financial and personal, more challenging. Not to mention, financial data comes with different required levels of detail for the purpose of tax disclosures, which you need to keep in mind.

Employee Tax Compliance

Completing personal tax returns can be tedious, but managing taxes for an entire organization before the income tax 2023 deadline Malaysia presents a significant challenge. This includes payroll tax compliance, income tax compliance, determining taxable income, and navigating legal ambiguities. Failure to comply results in penalties, which can have financial and reputational consequences for you as a business owner in Malaysia. 

ADB states that most revenue bodies admit to having compliance risk management processes, which are integral to their strategies. These processes are further proof of the difficulties that tax compliance brings about.

Adapting to Regulatory Changes

Tax regulations undergo frequent updates to adapt to evolving circumstances or improve existing ones. It’s essential to stay abreast of these changes and ensure your tax filing aligns with them before the income tax 2023 deadline Malaysia. Recent factors driving such changes include the COVID-19 pandemic and the increasing prevalence of remote work and digitalization of processes. 

As outlined in the Asia Pacific Tax Complexity Survey, governments introduced measures such as tax filings, payments, and reductions/deferrals in response to the pandemic. While beneficial, these adjustments can be challenging to navigate.

Furthermore, regarding digitalization, Malaysia as a member of the Organization for Economic Co-operation and Development (OECD), adopted the Base Erosion and Profit Shifting (BEPS) framework, including Pillar One and Pillar Two in 2020. Among its objectives, these tax regulations address the taxation of automated digital services.  

In Malaysia, changes introduced in the Finance (No. 2) Act 2023, effective from 30 December 2023, include the imposition of a capital gains tax (CGT) on profits derived from the disposal of specific shares and assets. Implementing such alterations in your records before the income tax 2023 deadline Malaysia can pose certain challenges.

How Implementing an HRIS Can Help

income tax 2023 deadline

According to the Asia Pacific Tax Complexity Survey, respondents were asked about their strategies for handling tax affairs and risks. While 25% indicated that tax digitalization was part of their plans, 70% expressed willingness to adopt such measures if budget constraints were not a concern.

Before investing in digital solutions such as HRIS, it’s crucial to understand how effectively they can resolve the challenges you will encounter before the income tax 2023 deadline Malaysia.

Automated Payroll Processes

Since payroll taxes complicate compliance, automating these processes via HRIS is just what you need. Some software options generate tax forms for compliant payroll and benefits administration. This way, tax filing is easy, quick, and error-free. Not to mention, it frees you up for other integral tasks before the income tax 2023 deadline Malaysia.

Document Management

HRIS models give you a centralized database of employee records, pulling from separate files and sheets. With such a system, you can easily access, update, and share data with the rest of your HR team.

This feature facilitates record keeping and reduces errors so that it’s easy for you to retrieve any data for tax filing, audits, or disputes with tax authorities around the income tax 2023 deadline Malaysia.

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Unlike traditional on-premises software and manual reporting systems, cloud-based HRIS solutions give you real-time access to data and reports. They regularly update documents, automatically synchronize changes, and promptly generate reports using imported data.

In essence, utilizing these solutions guarantees accurate, updated, and swift reporting. This enables you to meet the income tax 2023 deadline Malaysia and successfully avoid tax-related stress and penalties. 

Compliance Alerts and Updates

HRIS service providers in Malaysia ensure they are abreast of tax regulations, automatically updating their systems accordingly. Some may even provide alerts when compliance requirements change. However, configuring the HRIS system to facilitate updates is necessary during implementation.

By receiving timely updates, your business can easily adapt to frequent changes such as those introduced by the Finance (No. 2) Act 2023, OECD rules, and any future regulations. This streamlined process helps mitigate tax compliance risks.

Employee Self-Service Portals

Most HRIS solutions provide employee self-service portals (ESS) which allows employees to gain quick and easy access to HR-related actions and services that HR personnels would otherwise have to provide. 

As the income tax 2023 deadline Malaysia approaches, certain HRIS solutions offer features to alleviate the workload of the tax season. This includes delegating specific tasks to employees, such as tax-saving declarations, setting submission deadlines, and providing notifications to those employees. 

Read next:

Omni Supports Malaysian Businesses Through Tax Season (and Beyond)

Tracking and calculating hours, managing employee records, and administering payroll for income tax 2023 deadline Malaysia requires a clear, secure, and accurate system to ensure compliant and timely payouts for your employees.

Omni helps HR teams stay up to date with the latest laws and regulations while streamlining the end-to-end employee management lifecycle. With secure and centralized employee records, HR teams can easily store, update, and communicate employee information across departments and with employees. 

Our comprehensive payroll solution is tailored to Malaysia’s specific requirements. With features like support for MYR, automated tax calculations, and instant payroll reports, Omni can help HR teams simplify their preparation process for income tax deadline 2023 Malaysia while ensuring compliance. 

Start your 14 days free trial today and see how Omni can simplify the intricacies and complexities of preparing and submitting for income tax deadline 2023 Malaysia and minimize the costs associated with common errors. 

HRIS ROI Calculator: Does Investing in HRIS Pay Off?

In the business context, Return on Investment (ROI) is arguably one of the more important metrics. Think about it—for any organization to maintain their success, the money spent needs to at least be returned (and for most organizations, a profit on top). ROI might be relatively easy to track in certain departments (like Sales), but this becomes a bit trickier when it comes to Human Resources, particularly with technology investments.

Human Resources Information Systems (HRIS) are platforms that automate, streamline, and centralize many HR administrative and performance management tasks. While they often require a substantial upfront investment, many HR professionals are discovering immense value in their HRIS, resulting in a favorable HRIS ROI

Here’s what you need to consider as you look to invest in HR Software and demonstrate its value:

What is Return on Investment (ROI)?

ROI is one of the most crucial metrics for businesses to track, acting as a yardstick that measures the profitability of investments made by the business. For Human Resources  and HR software, understanding ROI is particularly important, as your organization looks to optimize its workforce management and efficiency. 

Defining ROI: Unpacking the basics

At its core, ROI is a straightforward concept. It refers to the ratio of the net gain from an investment relative to its cost. Expressed as a percentage, ROI helps organizations evaluate the success of a particular venture, project or expenditure. Simply put, the higher the ROI, the more profitable the investment.

How ROI Applies to Human Resources

For HR purposes, investing in HRIS is an intelligent move for organizations looking to take their HR practices to the next level. Implementing HRIS not only modernizes outdated processes but can contribute significantly to overall cost savings and productivity gains. Whether it’s automating routine tasks or providing data-driven insights, HRIS can be a major boost to efficiency and accuracy.

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Why Measure HRIS ROI?

HRIS ROI

The decision to adopt an HRIS goes beyond a quick tech upgrade; it represents a strategic decision requiring meticulous consideration of metrics like HRIS ROI to confirm that the investment aligns with the organization’s objectives. 

Measuring HRIS ROI allows your business to pinpoint the actual impact on productivity, time savings, and cost reductions. It could be streamlining recruitment processes or automating employee onboarding, but HRIS has real, measurable outcomes that contribute to your bottom line.

2. Aligning HR strategy with organizational goals

Measuring HRIS ROI ensures that HR initiatives align with broader organizational goals. Whether the focus is on talent acquisition, retention, or workforce analytics, a clear understanding of ROI ensures that your HR efforts contribute to the overall success of the business. Even if you know your investments are paying off, tracking and documenting them will help both optimize them further, and demonstrate your contributions to decision-makers.

3. Justifying investments and building business cases

The nature of business means investments need to be justified. Measuring HRIS ROI equips HR professionals with the tools to build compelling business cases. If you are seeking budget approval or advocating for technology adoption, a solid ROI analysis will show the value of your investment in HRIS.

4. Continuous improvement

HRIS is not a singular solution; rather, it is a dynamic system that evolves alongside the organization’s growth. Measuring HRIS ROI establishes a feedback loop for continuous improvement. By analyzing the impact of HRIS over time, your organization can identify areas for improvement or adjustments, ensuring that the system continually adds value and adapts to your organization’s changing business needs.

5. Enhancing decision-making with data-driven insights

HRIS is a treasure trove of data, and measuring ROI realizes the power of this information. By analyzing the data generated by the system, organizations gain valuable insights into employee performance, employee engagement, and overall workforce trends. Informed decision-making becomes a reality when HR professionals can leverage these data-driven insights to drive organizational strategies and engagement.

6. Demonstrating HR’s strategic impact

Assessing HRIS ROI transforms the role of HR, shifting it from the stereotype of handling basic administrative functions to becoming a valuable strategic partner in your organization’s success. It showcases HR’s ability to make data-driven decisions, contribute to cost savings, and drive efficiency. Highlighting the strategic influence of HRIS to position your HR team as a crucial partner in achieving your organization’s goals.

What to Include When Calculating HRIS ROI?

Calculating your HRIS ROI requires taking a closer look at the many different factors that define each HRIS, and how they impact your organization specifically. 

Implementation costs

Begin by accounting for the initial costs associated with implementing HRIS. This includes software licensing fees, customization expenses, and costs related to data migration and integration with your existing systems. A clear and accurate view of the implementation costs provides a baseline for understanding the investment required upfront. If the cost is high, the return is going to need to be even higher to justify it.

Training and change management

Think about the expenses related to training your workforce on the new HRIS and implementing change management programs. A well-trained team ensures that everyone is making the most out of the system, maximizing its potential benefits (and return). Training costs, sometimes overlooked, play a pivotal role in achieving a smooth transition and realizing long-term value.

Maintenance and support

Factor in ongoing maintenance and support costs for the HRIS. This includes fees for software updates, technical support, and any necessary troubleshooting. A reliable support infrastructure is important for ensuring that your HRIS runs smoothly and consistently, avoiding potential disruptions on your daily HR operations.

Improved accuracy and compliance

Consider the favorable impacts of HRIS on data accuracy and compliance. Reduced errors in payroll processing, enhanced data security, and keeping up with regulatory requirements collectively contribute to minimizing the overall risk of errors. Similarly, when measuring HRIS ROI, it is important to account for the avoidance of fines and penalties associated with compliance resulting from the adoption of HRIS.

Recruitment and onboarding efficiency

When projecting your HRIS ROI, account for your efficiency gains in recruitment and onboarding processes augmented by your HRIS. Factors such as reduced time-to-hire, improved candidate experience, and streamlined employee onboarding workflows lead to cost savings and allow your organization to scale faster.

Future proofing your investment

Last but not least, assess the scalability of your HRIS. A system that can grow with your organization minimizes the need for costly upgrades or replacements in the future. Scalability contributes to long-term HRIS ROI by ensuring that your HRIS still offers value, even as your organization needs evolve.

HR Metrics to Assess ROI

HRIS ROI

When evaluating HRIS ROI, specific HR metrics need to be considered to provide a nuanced understanding of the system’s impact on your organization:

Employee Productivity Metrics

  • Time saved on administrative tasks: Measure the reduction in time spent on routine HR tasks, such as payroll processing, benefits administration, and time tracking. A decrease in manual workload directly contributes to improved employee productivity.
  • Employee engagement and performance: Use surveys and performance metrics to gauge changes in employee engagement and performance. A well-implemented HRIS should correlate with higher engagement levels and improved individual and team performance.

Recruitment and Retention Metrics

  • Time-to-hire: Evaluate how quickly your organization is able to fill open positions. A drop in time-to-hire shows efficiency is improving in the recruitment process, in turn reducing the cost of the process.
  • Turnover rates: Look for changes in your employee turnover rates. A successful HRIS implementation should positively impact retention by improving employee satisfaction and engagement.
  • Quality of hire: Assess the quality of new hires by tracking their performance and contributions, especially in the months after they’ve joined your team. A rise in quality and fit of hires should indicate your HRIS is allowing for better candidate sourcing.

Cost Reduction Metrics

  • Reduction in administrative costs: Calculate the reduction in costs associated with manual HR processes. This includes savings on paper, printing, and other administrative expenses that are reduced by automation.
  • Compliance-related savings: Assess the financial impact of improved compliance through reduced errors and streamlined processes. Avoiding fines and penalties contributes directly to HRIS ROI.
  • Training and onboarding costs: Compare pre and post-HRIS implementation training and onboarding costs. A successful HRIS should lead to efficiencies in these processes, resulting in reduced training expenses over time.

Improving ROI with HRIS Data

Unlocking the full potential of your HRIS ROI goes beyond implementation—it’s about leveraging HRIS data over time to enhance decision-making, foster continuous improvement, and engage in proactive problem-solving. Here’s how you can optimize your HRIS investment by harnessing the power of data:

Data-Driven Decision Making

  • Workforce analytics: Use your HRIS data to gain accurate insights into workforce trends, performance metrics, and talent acquisition. Data-driven decision-making empowers your HR team to align their strategies with organizational goals, meaning your initiatives are optimized to impact your organization’s bottom line.
  • Predictive analytics: Leverage predictive analytics within your HRIS to forecast future workforce needs, identify potential talent gaps, and proactively address issues before they impact your organization. This strategic approach minimizes reactionary measures, unnecessary change and contributes to long-term ROI.
  • Performance metrics: Assess employee performance using data gathered from the HRIS. Identify high-performing employees and teams, recognize areas for improvement, and align training and development programs with your organizations needs.

Continuous Improvement

  • Regular data audits: Conduct regular audits of HRIS data to ensure accuracy and relevance as it relates to the high-level goals of your organization. Continuous improvement relies on reliable data. Identify and fix any tracking errors promptly to make sure you’re getting the most from your HRIS.
  • Benchmarking against key metrics: Set benchmarks based on defined HR metrics and regularly compare actual performance against these benchmarks. This enables you to identify areas for improvement, measure progress over time, and ensure that the HRIS ROI continues to be tracked.

Proactive Problem Solving

  • Identifying trends and patterns: Use HRIS data to identify trends and patterns within your workforce. You can proactively address issues related to employee satisfaction, engagement, and performance before they become a problem.
  • Employee feedback analysis: Leverage HRIS tools that collect and analyze employee feedback. Identify common concerns, feelings, and areas of improvement. Proactively addressing your employee concerns contributes to a positive workplace culture and can impact retention rates, a major factor to consider when measuring HRIS ROI.
  • Scenario planning: HRIS data is important for scenario planning. Anticipate changes in workforce dynamics, such as shifts in demographics or skill requirements, and update your strategy accordingly. Proactive scenario planning helps your organization to stay ahead of industry trends and adapt to evolving challenges.

Maximize Your HRIS ROI with Omni’s All-in-One HR Tool

By embracing technologies such as applicant tracking systems, HRIS, and employee management HR tools, HR professionals can enhance their processes, improve outcomes, and create a competitive advantage for their organizations, enhancing efficiency, accuracy, and employee experience within their organizations.

Modern HR automation tools like Omni free HR teams from administrative cycles by automating the entire end-to-end employee lifecycle—from recruitment and onboarding to employee engagement and payroll—allowing HR to redirect their time to strategic work that drives business growth.

With Omni, you gain access to data-driven insights that empower informed decision-making, as well as seamless integrations that effortlessly connect with your existing employee favored systems, making your entire engagement process more efficient and modern.

Omni scales alongside your team so you can customize and leverage the system to meet your business exactly where you are—as well as where you’re going. 

If you’d like to learn more about how Omni’s all-in-one HR software automates the entire end-to-end employee lifecycle, saving People leaders from administrative tasks and increasing organizational innovation, book a demo with our team!

Key Features Every Modern HR Software Should Have

The role of HR leaders has expanded greatly since the pandemic. A Gartner survey found that ‘70% of HR leaders say they have more opportunities for impact and 58% report they have more authority to determine strategic priorities.’

How does this translate to your business? The changing landscape requires a change in resources and tools in order to adapt and empower your HR team, which leads us to modern HR software. However, such technology should embody certain functions and features that are suitable and can grow alongside your needs. This article will deep dive into what an HR software is and the key features that it should encompass to meet your needs and empower your team.

What is HR Software?

HR software is a digital system set in place to optimize the performance of employees and managers.

A human resources information system (HRIS), often used interchangeably with HR software, focuses on HR processes and data management. In short, you can turn it into a main source of information fulfilling your employee and management requirements.

Learn more:

Determining Your HR Needs

HR software

Understanding your HR needs is critical for pinpointing the key software features and discovering the most fitting HR solution for your team. This, in turn, leads to higher performance and employee satisfaction levels.

Firstly, assess your current HR system and ask the following questions:

  • In which ways is it working?
  • In which ways is it not working?

This evaluation will help you identify the strengths and weaknesses of your current HR solution, which offers you valuable insights into the process of choosing another.

Secondly, identify your must-have features. You already know the beneficial features and unmet needs of your current HR software. So, ask yourself: which features can address these pain points? Also, think of your HR goals, and identify which features can help you reach them. This way, you can personalize your must-haves in an HR software tool.

Thirdly, before you search for modules, you need to determine your budget so that you are realistic about your expectations. For this decision, consider various factors including company size, pricing modules (subscription-based plans or perpetual licensing), and required features.

Your HR Software Features Checklist

If you are unsure where to start, refer to our checklist below to choose the features you need in an HR software. This ensures that your investment is optimized for employee satisfaction, productivity, and informed business decisions.

Core HR

As opposed to optional add-ons, core functions are the basic operations or HR responsibilities in HR departments, such as:

  • Payroll processing
  • Benefits administration
  • Employee recruitment scheduling
  • Employee training
  • Internal relations
  • Safety and compliance

A core HR solution manages and streamlines these essential HR functions, acting as a central hub for HR processes and employee database. In short, it becomes the backbone of your business.

Onboarding and Offboarding

As the saying goes, ’first impressions last’, which is why a smooth onboarding process matters. The appropriate HR software ensures new hires have access to important information, including onboarding tasks, employment contracts, and automated software account creations, fostering a seamless onboarding experience.

Additionally, the right HR software plays a valuable role in both onboarding and offboarding by generating paperwork with e-signature options and managing the setup or decommissioning of employee devices, automating the transition process. This ensures employees can quickly focus on their responsibilities, leading to enhanced performance levels, and facilitates a complication-free conclusion to their tenures. 

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Performance Management

Modern HR software incorporates performance management modules, which indicates employee performance with data reports, analytics, and annual performance reviews. Aside from traditional annual reports, modern HR software can also support consistent check-ins, templates for performance ratings, and coaching resources for managers.

Effective performance management allows you to effortlessly assess whether employees are efficiently meeting business goals with a simple click. In cases where they may not be, you gain the insights necessary to proactively address potential workflow disruptions. 

As modern HR software utilizes key performance indicators (KPIs), this allows for an unbiased method of evaluating employees. Through fair and precise performance reviews, you can determine areas of improvement, administer rewards, and establish performance-based pay systems. By doing so, reap the tangible benefits of performance management in fostering employee development and improving employee engagement.

Employee Self-Service

Modern HR software often incorporates employee self-service (ESS) portals, a highly favored feature. These ESS portals empower employees to conveniently access various information, including payroll information and up-to-date time off and attendance records

Subsequently, employees can efficiently manage this information by submitting time-off requests, downloading tax forms, adjusting their schedules, or updating personal details – all achievable through various devices, including smartphones.

This not only grants employees flexibility but also alleviates your HR team from the burdens of routine administration, saving time and effort while ensuring the accuracy of employee data. 

Payroll and Time Off Management

Your HR software may also double as a payroll management program, relieving your HR team of the administrative burden. It may integrate with your preferred payroll solution or even substitute it entirely. The automation of payroll processing means accurate payroll calculations, automated tax forms, error detection, and error-free financial records, including salaries, benefits, incentives, bonuses, tax liabilities, and deductions. Additionally, employees can log in to view their year-end tax records with ease.

As mentioned previously, employee self-service portals enable employees to request time off directly. The system then registers the request and type of leave (such as annual leave, sick leave or maternity leave), calculating the expected date of return and keeping track of total PTOs to avoid abuse of policies.

Centralized Database

An HR software system with a strong employee record enables HR staff to store as much data as needed via ready-made or customized forms. This database constantly collects and updates all relevant information from spreadsheets, individual documents, and other sources, creating a central source of truth for employee data and records.

This information center can also interact with other features and third-party integrations, further streamlining HR functions. Not to mention, the centralized database facilitates quick and accurate data entry, fast audits, and easy procurement of data, which saves both time and effort, allowing HR teams to focus on other business needs.

Workforce Analytics

Although analytics and reporting are some of the less available features in HR modules, they remain crucial building blocks in HR systems. Fortunately, modern software solutions mitigate this through the use of KPIs and data visualization. These systems leverage data from payroll and performance management modules, and third-party platforms to obtain crucial information and provide a workforce analysis. 

With this information, it enables you to precisely evaluate a comprehensive range of aspects, including performance, goals, attendance, employee history, engagement, skill gaps, and turnover rates across all levels of the company hierarchy. As a result, HR teams are able to make informed, data-driven decisions for the betterment of the organization.

Compliance

Choosing an HR software that prioritizes compliance ensures your business aligns with applicable local, state, federal, and international regulations, providing peace of mind and safeguarding against legal complications and penalties. It’s important to note, however, that compliant software is not a replacement for legal or tax expertise.

Modern HR softwares has the capability to generate compliance reports and store documents, like tax forms, for regulatory purposes. If the HR module includes benefits management, it will alert you about the compliance status of your current benefit offerings, ensuring conformity with relevant laws in local or national databases.

Attendance Tracking

If your aim is to enhance productivity, and your HR team is struggling to monitor attendance, opting for software equipped with attendance tracking features can simplify the process. The advantages of using an HR software, including improved data management, streamlined recruitment processes, and enhanced decision-making capabilities, further empower organizations to tackle such challenges effectively. 

For example, by integrating attendance tracking software, you may discover patterns such as an employee rarely taking time off, leading to burnout and diminished work ethic, or another employee exploiting the PTO policy and consistently falling short of monthly goals. With this readily available information, you can formulate a strategy to address the issue and subsequently elevate productivity levels.

Which HR Software Features Are Important?

There is no one-size-fits all when it comes to choosing an HR software for your needs. The most important features are the ones that address the main pain points for your HR team, so take it up with them! What are they struggling with? What are your company’s top objectives? Which tools can help you achieve them?

If your aim is to enhance productivity, and your HR team is struggling to monitor attendance, opting for software equipped with attendance tracking features can simplify the process. For example, by integrating attendance tracking software, you may discover patterns such as an employee rarely taking time off, leading to burnout and diminished work ethic, or another employee exploiting the PTO policy and consistently falling short of monthly goals. With this readily available information, you can formulate a strategy to address the issue and subsequently elevate productivity levels.

Omni tip:
Check out those user reviews and take advantage of free trials offered by HR software programs to estimate their suitability for your business!

Read next:

HR software

By evaluating your business needs, researching and trying out different solutions, finding the perfect HR solution for your business needs does not have to be intimidating. Affordable, functional, and suitable for modern businesses — Omni is an HR software that HR teams can count on. 

Omni’s fully automated HR platform allows HR teams and managers to create customizable templates that grow alongside your business, molding to each employee’s unique needs and reducing the administrative burden that comes with managing the employee lifecycle. Set up training modules, send automatic reminders, and build personalized communication practices to keep your employees engaged and supported during and beyond their onboarding experience.

To join the 83% of Omni customers who have unlocked new, actionable insights after using our modern HR software solution, book a free demo today.

Top 6 HRIS Philippines for 2024

Recognizing the need for streamlined and efficient HR processes, many businesses in the Philippines are embracing HR tools to leverage technology that helps modernize their businesses. These tools incorporate technology, automation, and data-driven decision-making strategies to keep HR teams on top of growing workplace trends. The integration of HRIS Philippines plays a vital role in modernizing the Filipino workforce.

But which HRIS Philippines is the best option for your organization? Here, we take a look at the top HRIS Philippines HR teams are utilizing to guide you in your search.

What is HRIS?

HRIS stands for Human Resources Information System, and is often referred to as HRIS, HRIS software, or HRIS system.

An HRIS system makes it easier for you to manage your HR processes and data. It’s a software that companies use as a central source of information for all of their employee management needs. Functions of an HRIS system include:

  • Managing employee time off and attendance
  • Benefits administration (such as insurance)
  • Performance reviews
  • Onboarding functions
  • Payroll
  • Employee self-service
  • Documents and e-signatures

HRIS Philippines, like all HRIS, manages all of your end-to-end Human Resources functions, such as the collection and storing of employee data including names, addresses, salaries, work permits, and benefits information. 

This information system then helps carry out the many functions of HR, including recruitment, onboarding, applicant tracking, employee time and attendance, learning and development, performance reviews, analytics, and reporting.

Learn more:

HRIS Philippines: Why Filipino Companies are Leveraging HR Technology

HRIS Philippines

HRIS Philippines is a growing trend, helping companies both large and small, improve their operations and reduce the amount of time spent on administrative tasks. There are many advantages to the HRIS Philippines organizations are leveraging. Let’s take a look at why HR teams are leveraging HRIS in 2024.

Time and cost savings

HRIS Philippines helps save significant time and reduce costs associated with the various manual tasks performed every day by HR and leadership. Studies have shown HR automation can decrease administrative costs by 30% for HR professionals and 49% for employers.

Routine HR workflows, such as data entry, employee onboarding, leave management, and payroll processing, are streamlined and automated, freeing up HR teams to focus on more strategic and value-added activities that drive productivity and profitability for your organization.

Increased efficiency and accuracy

HRIS Philippines enhances efficiency and accuracy. Manual data entry and paper-based systems are prone to errors and can be incredibly time-consuming. HR technology eliminates these issues by automating data collection, storage, and retrieval, ensuring data integrity and reducing the likelihood of errors. Additionally, the automated HR workflows HRIS Philippines offer enable faster and more streamlined processes, reducing bottlenecks and improving overall efficiency.

Improved employee experience

HRIS Philippines enhances the employee experience by providing self-service options and reducing administrative burdens. Employees can access HR systems to update personal information, view pay stubs, request leave, and access other HR workflows without relying on HR teams or managers to facilitate these simple yet time-consuming tasks. This empowers employees and gives them greater control over their HR-related activities, leading to increased satisfaction and employee engagement.

Enhanced compliance and data security

Many HR workflows involve sensitive employee information such as payroll and visa information, and compliance with data protection regulations is crucial. HRIS Philippines systems often incorporate built-in security measures, ensuring that employee data remains secure and confidential. HRIS Philippines can also help organizations stay compliant with local labor laws, regulatory requirements, and internal policies by enforcing consistent processes and providing audit trails for HR workflows.

Data-driven decision making

HRIS Philippines generates a wealth of data that can be leveraged for strategic decision making. Automated systems provide comprehensive reports and analytics on various HR metrics, including employee performance, turnover rates, training needs, and workforce demographics. These insights enable HR teams and organizational leaders to make data-driven decisions, identify trends, and develop effective HR strategies that align with your organization’s goals.

Scalability

As your organization grows and evolves, your HR needs also expand. HRIS Philippines provides scalability by accommodating increased employee numbers, organizational structures, and geographic locations without significant additional resources. Automated HR systems can handle a larger volume of employee data, manage complex workflows, and scale up to support the needs of your growing organization. This ensures that your HR workflows can adapt to changes and effectively support your organization’s expansion, without requiring a proportional

increase in HR staff or resources.

Top HRIS Philippines Companies are Using in 2024

HRIS Philippines

Omni HR

Omni HR is an all-in-one HRIS platform that frees HR teams from administrative cycles by automating the entire end-to-end employee lifecycle—from recruitment and onboarding to employee engagement and payroll—allowing you to redirect your time to strategic work that drives business growth.

Basic Features:

  • Employee records – Secure, centralized, and fully-customizable employee records management to capture all the unique needs of your organization. From visa status to compensation information, Omni automatically notifies you of important deadlines to keep you organized and compliant.
  • Time off – Automated leave allowance calculation, at-a-glance scheduling, Pre-routed approval sequences, digital payroll calculations and localized calendars to ensure you never miss a holiday.
  • Onboarding – Customized templates, onboarding workflows, and task sequences with automated task tracking to ensure a consistent onboarding process. Document processing allows digital, real-time signatures for employment contracts and employee handbooks to build culture. Integrations with your team’s favorite tools ensures swift account set-ups so your new hires can be productive from day one.
  • Document management – Send and collect documents from employees, follow up with system reminders, and store completed documents directly in employee profiles. Develop a customized document database for easy retrieval and organizational transparency.
  • Electronic signatures – Send and receive offer letters on-the-go with support for multiple signatures and secure document storage.
  • Reporting – Access real-time analytics that drive informed decisions that shape business outcomes.
  • Workflow automation – Automate administrative tasks in a matter of seconds, saving time, reducing errors, and improving efficiency within your organization.
  • Employee self-service – Empower employees to access their benefits, manage their profiles, and communicate with their managers without the intervention of HR, minimizing the disruption to daily work.

Sprout Solutions

Sprout Solutions offers automation from timekeeping to payroll, enabling companies to manage HR processes as well as data management and analytics.

Basic Features:

  • Leave management
  • Attendance management
  • Employee management
  • Dashboard
  • People analytics

peopleHum

With its people-centric approach, peopleHum’s platform minimizes the concerns of its users and customers to better prepare their company for the future of work.

Basic features:

  • Recruitment
  • Performance modules
  • Leave management
  • Communications

PayrollHero

PayrollHero is a time, attendance, scheduling, HRIS and leave management platform that uses facial recognition to increase employee accountability.

Basic features:

  • Time tracking
  • Leave management
  • Attendance management
  • Employee management
  • Dashboard

GreatDayHR

GreatDay HR is a cloud-based HRIS that provides an automated solution that helps manage the employee lifecycle.

Basic Features:

  • Time tracking
  • Payroll management
  • Recruitment management
  • Employee database
  • Task management

HReasily

HReasily provides solutions with products that enable companies to improve productivity by streamlining HR work processes.

Basic Features:

  • Employee self service 
  • Payroll management
  • Mobile support
  • Payslip
  • Salary adjustment

Why Omni is the Top Choice for HRIS Philippines 

Omni’s modern HRIS frees Philippine’s HR teams from administrative cycles by automating the entire end-to-end employee lifecycle—from recruitment and onboarding to employee engagement and payroll—allowing HR to redirect their time to strategic work that drives business growth.

With Omni, you gain access to data-driven insights that empower informed decision-making, as well as seamless integrations that effortlessly connect with your existing employee favored systems, making your entire engagement process more efficient and modern.

Omni’s solutions are built by regional teams in Asia for modern teams in Asia. With localized support in the Philippines timezone, your team can access the support they need at the time they need from a team that understands the nuances of Filipino culture and business at a localized price that won’t break the bank.

Omni scales alongside your team so you can customize and leverage the system to meet your business exactly where you are—as well as where you’re going. With a full suite of modules to support every aspect of your business, Omni’s platform offers an intuitive and fully customizable platform that integrates with your team’s favorite tools for a seamless and timely adoption.

Book a free demo today and see why Omni is one of the best HRIS Philippines solutions! 

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