Human Resource Management System (HRMS) has become the single biggest source of truth for the modern HR. For the most part, these platforms are playing a radical role in automated employee onboarding processes and helping HR teams reap maximum benefits in terms of efficiency and scale.
Administration and support teams no longer reel under the strain of managing tedious paperwork, attending dozens of new hires personally, and manually keying in employee data in the system. With advanced HRMS, core HR timelines have been considerably shortened, delivering leaner outcomes in terms of employee satisfaction and productivity.
Manual Employee Onboarding versus Automated Employee Onboarding
Picture this: It’s an employee’s first day, and as he steps into the office, he finds no one to welcome him. The front office executive isn’t aware of his joining. There have been no seating arrangements made. The systems/phones haven’t been set up yet, and the employee isn’t aware of the relevant documents he ought to bring for onboarding. While he’s trying to figure his way around, the HR and support teams are still scrambling to get things ready.
Now, contrast the above scenario with this: Three days before the employee’s joining day, he has been sent a link to initiate the onboarding process. He updates his personal and professional details in the HRMS, uploads relevant documents, and reads company policies. The HRMS has subsequently informed the support team to plan and implement the logistics for the new employee. On the date of joining, the employee has people to attend him. He is given a welcome kit and taken to his desk where the system/access has already been set up. No paperwork in sight!
Both scenarios are unequivocal in establishing the HRMS as a productive asset for seamless and faster onboarding. While the first scenario underlines the employee’s discomfort and employer’s inefficiency, the second scenario highlights performance and general satisfaction.
The Path to Employee Onboarding in HRMS
- In an HRMS, the onboarding starts right from shortlisting the candidates. Complete details of the prospective hire, including his official information, salary, and interviewee’s feedback, are added to the HRMS system and sent for Manager/HOD’s approval. This helps the management compare candidates, make informed decisions, and help in the hiring process.
- Once the candidate is finalized and recruitment conditions are discussed, an offer letter is generated by the system using the chosen template and sent to the new hire. On accepting the offer, the HRMS may be configured to send weekly company updates to help the candidate understand the company in depth. The reference/background checks may also be initiated from the HRMS as needed, along with necessary follow-ups.
- The HRMS system automatically uploads relevant details in the employee database and sends a link to the new hire with the necessary credentials. The system also sends reminders for document submissions and other renewals, which the employee has missed or failed to fulfill. The HR team reviews documents and checks for authenticity. Once the information is verified, the onboarding gets approved.
- While the employee is busy with his onboarding process, HR arranges seating arrangements and generates a task list for the support team. The employee is also introduced to his Key Responsibility Areas (KRAs) during the orientation.
- The orientation program for the new hires is automated and converted into a ‘Know Your Employee’ agenda where the teams communicate with the new employee meaningfully. The employee is paired with a peer for mentorship and guidance for the first few months as part of the onboarding process.
- The HRMS system introduces the new employee by sending out email alerts. Any changes in the joining date or discrepancies in the background verification details are captured in the system, which notifies HR to take corrective actions.
- Though the basic process is the same regardless of the location, the HRMS system may also be customized based on local laws and regulations.
The Advantages of HRMS Automated Onboarding Process
For the company:
- Cost-efficient: Automated employee onboarding supported by the HRMS eliminates paperwork and reduces the stress associated with accessing and managing the employee forms. It also cuts down the number of HR personnel required to manually handle onboarding tasks and shift them to more growth-oriented priorities.
- Seamless Data Acquisition and Management: The HRMS provides an effective medium for gathering data about the new hires. All the information is saved electronically in a secure database and integrated with other HR systems.
- Error-Proof: The HRMS brings the precision of a digital platform to employee onboarding processes, reducing the chances of committing errors by a huge margin.
- Secure and Scalable: Employee onboarding deals with a considerable amount of sensitive data. The HRMS keeps data in an encrypted virtual database and prevents it against unauthorized access, thereby ensuring security.
- Integration with Third-Party Payroll: In case of a separate payroll system or the one that’s managed by a third-party, the HRMS provides all the inputs needed to integrate employees’ details with payroll systems electronically.
For the employees:
- Consistent Experience: The quality of traditional onboarding processes usually depend on the general attitude of the day. If HR teams are busy, a full-fledged onboarding process can be trimmed short to a hurried walkthrough. However, HRMS ensures that employee onboarding process is consistent and qualitative for every new hire, and without any bias.
- Faster Transition from Training to Working: The HRMS accelerates the employee onboarding process and shortens the journey of the new hire from training to work. As the new hire adapts quickly to the new ecosystem, he finds it fairly easy and comfortable to begin on a new assignment and contributes enthusiastically.
- Right Information at the Right Time: The importance of introducing the company in the light of reliability can’t be overstated. It’s therefore required that the right information is communicated to the new hires at the right time. The HRMS releases modules educate and train employees in a number of areas and is also instrumental in tracking progress and learning milestones.
The first impression of a new employee is based on how fast, stress-free, and seamless the onboarding processes are. Studies have shown that automated employee onboarding increases retention by up to 60 percent.