Did you know? A dedicated HRMS can function as a comprehensive employee database. In a generalized scenario, a human resource management system acts as the seamless support structure that aid in the smooth administration of the HR activities. The system enables the unhindered flow of the critical HR data throughout multiple mediums for the use of information technology.

An HRMS software aims to improve the efficiency and productivity of the entire business structure by automating the manual as well as the repetitive tasks accurately and support the HR executives address other non-strategic tasks and also the function for the business-critical tasks.

As a competent employee database software, the HRMS manages the payroll details, records of leaves taken, days present and every other aspect of labour and time management.

Let’s visit the essential functions of HRMS as a Comprehensive Employee Database:

One of the most important activities of an HRMS lies in the accurate recording, processing and reporting of the critical employee data under customized heads as per the requisites of the business. Some of the most frequent headers are:

• Name, date of birth, gender, contact information, email id, telephone number, date of joining, etc.
• Details of previous employment
• Information on the department he or she belongs to with corollary information on reporting manager, grading, location, etc.
• Details of the payment of legal expenses like IT PAN, ESI number, PF number, etc.

Alongside these, the human resource database also stores other information like company assets, nominations, visas, passports, etc. required for any administrative function.

The Importance Of Database In The Offices Today:

“Employees are a company’s greatest asset- they’re your competitive advantage. You want to attract and retain the best; provide them with encouragement, stimulus, and make them feel that they are an integral part of the company’s mission.”

– Anne Mulcahy, former chairperson and CEO, Xerox Corporation

With piles of appointments, meetings and workloads, the HR managers face a difficult phase to carry out their activity of providing the employees with the boost they need to perform consistently. It is important for every company to make full use of their human resources, which is their greatest asset.

Employees of the company are the most significant pillars of any organization. It is because of their efficiencies; the companies thrive and grow ahead. It is not always possible to keep a manual track of every employee activity.

In this case, an employee database management system plays a big role as it automatically registers the real-time data flow of every employee profile. All information is managed electronically right from the time of employment to the last day of the same.

The employee database functions as the one-stop solution for sorting every employee detail of a business. Ranging from the name, family details, contact information, emergency contacts to medical contacts; every crucial detail is found in it.

Record keeping is an important part of running any business, although not every employer can do it in the right way. It is crucial to keep the records of every employee preserved for at least seven years. Documenting of personnel records should also be considered important especially when they have left the company.

Here’s how an Employee Database helps in the smooth Management of HR Responsibilities:

Solely relying upon the process of managing employee details manually poses to be an administrative nightmare for every company. Tracking for any detail by hand increases human error alongside exposing the company to a plethora of risks. Unless an effective HRMS software or a competent employee managing system is installed for the job, it would be extremely tough to work for it. Without a piece of proper information, the company will not be able to process any report.

• Improves Workforce Management:

Solely relying upon the process of managing employee details manually poses to be an administrative nightmare for every company. Tracking for any detail by hand increases human error alongside exposing the company to a plethora of risks. Unless an effective HRMS software or a competent employee managing system is installed for the job, it would be extremely tough to work for it. Without proper information, the company will not be able to process any report.

• Engaging Employees:

A system for employee management boosts employee engagement and heightens the impact retention. Supported by tools like performance manager and tracker, the system acts as the best support system of the company for the purpose of scrutinizing the efficiency of the employees. 70% of the employees globally are unengaged and it is important for the company to keep their employees focused in their roles with relevant metrics.

• Securing the Employee Details:

How much secured are your employees’ details? With so many unscrupulous occurrences of information breaches and hacking taking place, it has become an important task for employers to protect their data backed by the most advanced technological support. If the existing database or system of the company, fails to preserve the critical employee, then it signifies a time to change. Preserving data on the manual files will prove to be immensely risky.

Get the best Assistant for your Employee Database Management with Exactlly:

Exactlly HRMS poses to be the greatest business management solutions for every HR functions a company can have. The best part about this cloud-based SaaS system is that it can be customized as per the requisites of the owner. Give your business the perfect edge of Exactlly HRMS. Wants to know more about exactlly, feel free to Contact Us and get a Free Demo.