Let’s be honest, Human Resources is about humans, not paper. However, it is also about data entry and tons of it. So how can you mix them both? As a professional in the HR industry, you are familiar with the arduous task of data entry and how time-consuming it can be. There is no way to avoid it, after all, you need all of your employee’s information in order to pay them, right? So how can you make this task easier for you and your department? Technology has played a major role in streamlining payroll and HR processes. From allowing you to have all data in a safe and accessible place to streamline your hiring process, and even tracking employee hours, technology has become HR’s best friend. Employee Self Service (ESS) is a feature that comes with most Human Resources software. Most companies are adopting it because of its many benefits, primarily because it saves time and reduces workload from HR staff. ESS allows employees to take care of different tasks that would otherwise be completed by an HR staff member. Depending on the HRM software that a company goes with, employees are able to log into their portal at any time, anywhere, as long as they have access to the internet. There, they can view their pay stubs and work schedules, request time off, change their personal information, and so on, without having to bother their HR department! Doesn’t this sound like a dream? Luckily, it is not, and you too can benefit from ESS. As with any software, there are pros and cons to it, and you can read more on that here. The following are ways your company could benefit from Employee Self Service.
When handling multiple employees, information can sometimes be misplaced or entered incorrectly. Having an employee self service portal allows employees to enter all of their personal information themselves, and they can even change it whenever it is necessary. All this can happen without having to ask for help from their HR department.
When hiring a new employee, there are usually a lot of forms that need to be completed and signed by both parties. Sometimes, HR has to provide the new hire with many different documents, such as the employee handbook, during the onboarding process. With Employee Self Service you can upload payroll and benefits documents to the software. This gives employees access to these, which means you won’t have to print them every time you hire someone new. What’s more, employees can even electronically sign the forms!
Like mentioned before, ESS allows employees to have access to all of their personal information and documents that you choose to upload. If your ESS is linked to your payroll software, employees will also have access to their payroll history. Sometimes employees may need copies of their pay stubs for a number of reasons, so when they come to you asking for a copy, you can just tell them to log into their ESS portal and find it! Do they need more than just their last pay stub? No problem! They can pull up a report and view their whole payroll history, from the first day they were hired in. They can see how much time they worked in each pay period and how much time off they have left. Employees can also see how much you deducted from each paycheck. When employees have access to their payroll history, they can quickly get the information they need without using you as a middleman.
Unify Multiple Locations
If your business has several locations, you may see even more of a benefit from an employee self-service feature. Your ESS platform allows open communication between multiple locations. Imagine you are a manager who is trying to schedule your employees and you have certain employees at location “A” while other employees are needed at location “B”. Employee self-service is a one-stop shop for group scheduling because it allows you to see who is available to work and who is already scheduled at a certain time. This saves time because it eliminates the need to go through paperwork to see who has put in for time off and who is already scheduled to work. In some cases, ESS will even alert you if you are trying to schedule an employee to work on a day that they have already been approved to have off. ESS simplifies the scheduling process because it gives you a snapshot of what employees you have scheduled for what days and what hours. This also works to make sure employees are not getting too much overtime, which can be a great way to keep within your budget.
The biggest benefit of utilizing an ESS system for a business owner is the fact that it can save a lot of money in the long run. ESS allows HR to spend more time working on bigger tasks as opposed to spending valuable time updating records and looking up how much vacation time an employee has. Enabling employees to access their personal information can eliminate the need to go to HR for minor questions and concerns. This kind of solution increases productivity across the board, meaning your employees are optimizing their time in the most efficient manner. Employee self-service essentially eliminates the middleman and provides a direct source for all things payroll and Human Resources.
Thinking about starting to use Employee Self Service? Request a demo now to see how Dominion can benefit your company!