Optimise your Human Capital Management Function with Affordable HR Software

While not always the case in years past, the average business owner of today is now far more accepting of the fact that their workforce is the company’s most valuable asset. It follows, therefore, that most employers will also agree that there is much to be gained by ensuring that the workforce are managed as effectively as possible in order to maximise the return from this asset.

The process of human capital management begins with the hiring of new staff members, continues with their induction and development, and will extend throughout their period of employment until the day they choose to move on or they reach retirement age. Although the monitoring and interventions that are required along the way are the responsibility of a supervisor or a manager, maintaining a record of such actions and their outcomes is a task that is far more efficient when handled by a well-designed HR software package. Given the time-consuming and labour-intensive alternative of manual recordkeeping, an automated solution is also the more affordable option.

Upon appointment, the personal details of each new staff member must be recorded. Initially, apart from date of birth and contact details, this may also include such information as the individual’s academic and vocational qualifications, and past experience. As time progresses, this will need to be updated with records of any courses that they have attended, and of any new qualifications that may have been gained. The basic personal data may also be made available for sharing by other compatible systems such as an automated time and attendance or payroll module, or both.

Rather than requiring a highly-paid HR manager to thumb their way through innumerable paper files, a surprisingly affordable software program can identify, in a matter of seconds, which of the company’s employees have still to undergo their health and safety instruction or how many of the self-study induction modules a new member of staff has successfully completed to date.

It is the combination of time saved and errors avoided that makes these systems so valuable in a busy company. Take the process of leave management, for instance. For a company with just 30 or 40 employees and perhaps 3 or 4 departments, sorting out who still has annual leave untaken, who may have exhausted their sick leave, and just how many days the newly appointed sales manager is entitled two in the current leave period can be difficult enough. Imagine doing the same for a company of 500 or 1 000 employees.

A sufficiently comprehensive, yet affordable HR software package could actually handle all of the statutory leave types as defined by the Basic Conditions of Employment Act and the South African Local Government Association, with ease. It could be set up in accordance with the rules stated in the contractual conditions of each employee and then used to provide on-screen balances for each leave type, as well as generating insightful statistical reports such as a record of those individuals who tend to take sick leave immediately before and/or after the weekend break. Including a facility that enables employees to access some of their personal records, such as educational and training progress, and leave balances could help to further reduce some of the daily demands placed on the human resources team.

Another invaluable feature of such an HR software system would be an equity module with the ability to generate the mandatory EEA2 and EEA4 reports now required of designated employers by the Department of Labour under the current legislation.

The question you should ask is not whether such a system is affordable, but whether your company can afford to be without it. PayDay Software Systems is South Africa’s leading developer of human capital management systems and other computerised business solutions. If you require more information about our systems and solutions, simply give us a call.