Managing Employee Records - Time Consuming Payroll Task #1

December 3, 2014 Marlo Hertling

With today’s technology, managing employee records should be a breeze for Payroll and HR professionals.

How to Save Time With Managing Employee Records

If that isn't the case for you, here are some tools to consider that will help reduce the time you spend on managing employee records.

1. A single (and integrated) employee profile that can be accessed by HR, Payroll, the employee's manager and the employee themselves

Businesses today need to be able to have one consolidated place to manage their workforce. The information required to make decisions about promotions, compensation, disciplinary action or termination should all be held in a single employee profile. Everyone involved in the management of the employee and the employee them self should be able to look up vacation balances, training certifications, benefit coverage, performance reviews and other information with the simple click of a button.

2. Recruiting information should move seamlessly from applicant to employee

With an integrated HCM solution, you're able to collect lots of great information when an applicant applies for a job, such as their:

  • contact information;
  • skills and qualifications; and,
  • their resume just to mention a few items.

All of this can be captured electronically when they submit their application from the careers page from your website. By having the applicant complete a profile they can then maintain and update this information as required.  The other benefit is that they will remain in your database for a period of time so if a future opening matches their qualifications, you will be able to contact them immediately.

And should you hire that applicant, all of the information they entered as an applicant – including items like their resume document will transition directly into their employee profile – no re-keying required.

3. The on-boarding process provides information collection directly from the source

Once the employee is hired, they should be provided with an automated on-boarding process so they are immediately engaged and can complete required information such as their SIN, banking information for pay and TD1 forms.

By allowing the employee to enter all of this information you are collecting the information only once, right from the source ensuring timely input and accuracy.

4. Employee Self-Service allows ongoing upkeep by employees and better communication

By providing an Employee Self Service portal, your employees can update their information quickly and easily. Changes no longer get lost in the paper shuffle between the employee, their manager and the HR/Payroll team.

Employees can easily look-up information in their profile and notify the HR/Payroll team of any discrepancies or concerns immediately.

5. Tools to manage mass changes simplify employee management

When benefits plans change, or collective agreements are updated technology allows changes to be made in one place and then applied to all employees or by employee group as required. There is no need to have to enter these types of changes to each individual employee.

Your time is valuable, reclaim it

The technology in your HCM solution should capture data at the initial point of entry and populate it directly into the employee profile, improving accuracy and reducing your administrative time and effort.

Keep On Reading

Check out our free guide on how to reduce your 6 most time consuming Payroll tasks.

About the Author

Marlo Hertling

Marlo Hertling has worked with leading HCM organizations and has been helping Canadian companies implement HCM solutions for more than 15 years. She is the Vice President of People & Culture at Avanti Software Inc and serves as Avanti's HCM subject matter expert.

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