What You Need to Know Before Purchasing HRMS System in UAEMenaItech
A human resource management system is more than just about hiring, recruiting and managing employees. An HRMS system revolves around many more aspects of the organization, and this includes ensuring health and safety and improving organizational culture. Understanding the important components of an HR management system will help managers and business owners effectively structure business processes in the future:
- Organizational Culture
Organizational culture includes working norms, habits and beliefs, and the company vision which the business advocates. The HRMS System in UAE plays an integral role in shaping organizational culture. This includes setting procedures, policies and company standards which enforce employee behaviors that are acceptable in the workplace. Consider a policy regarding time management. A company might emphasize the importance of time management by introducing a policy that favors timeliness among employees or the HR could instead allow employees the freedom to manage their own schedules.
- Health and Safety
In addition to organizational culture, an efficient HRMS System in UAE ensures health and safety in the workplace. This would require HR professionals to go the extra mile to make sure the employees understand the risk of certain activities. This minimizes the possibility of accidents and reduces the risk of legal action which may be taken against the company in case of an unfortunate accident.
- Preparation for Change
As the business world is changing rapidly, new technologies are being introduced. Employees come and go, at the same time, the finances of a company might fluctuate. In such cases, it is the role of the HRMS system to stabilize the company for change. HRMS system must thus be designed to build bridges between departments and managers, helping employees understand their roles in the larger picture.
With the advances in technology, new systems are being developed. Even the most highly skilled or educated employees will require at least some form of training. The HRMS System needs to be designed to offer ongoing employee development. The introduction of training programs and workshops will keep employees’ skills up to date, helping them bring new ideas to the table.
- Employee Recruitment and Retention
While this is a given, an effective HRMS System in UAE should promote employee retention. This includes devising a system to find quality workers, training them to do their jobs effectively. To retain employees, companies need to provide their staff incentives for further education, and compensation, all to drive their personal and the company’s success.
Questions to Ask before Purchasing HRMS System
Selecting the best HRMS system can be a confusing and daunting task, especially when the market is flooded with so many options to choose from. Before you dive in and spend all your funds, it is imperative you seek knowledge about the latest technological developments and ask the necessary questions to ensure your new HR system provides the best value for your money and delivers exactly what your organization needs. Here are a few questions you must ask before purchasing an HRMS System in UAE:
- What is the System’s Technology Platform?
The introduction of cloud based HR solutions has revolutionized the world of HR technology. SaaS (Software as a service) has made it possible for employees and HR professionals to retrieve company data online via their preferred mobile devices. This eliminates the need to purchase additional hardware and software to support the system. Additionally, employers no longer have to worry about expensive license fees or preparing their IT team to manage and install the system.
However, many vendors that claim to offer SaaS or cloud solutions simply rebrand their old solutions in hopes for better sales. While purchasing an HRMS System in UAE, keep in mind that some vendors are not open about the difference between hosted systems and those that are simply designed for the new way of updating and delivering software. Before you intend to make a purchase, ensure you know exactly what you are buying.
- Can it be operated from Any Device?
Today, employees expect to connect to their work application regardless of the device they are using. Advanced HRMS systems should work on laptops, smartphones, and Macs just as well as they work on desktop computers. Opt for an HRMS system that is compatible with various devices. Make sure you ask the vendor how well the system will support other devices before making a decision.
- What about Upgrades?
Technology is evolving rapidly hence it makes sense to ask the vendor how the updates will be delivered. How much time will it require to fix a bug in the system? Will you have to shut down the entire system? Will it impact your day-to-day HR processes? Will the vendor be making the upgrades? Will you lose any of the customizations and modification you had previously made to the system after the upgrade? These are all important questions you need to ask beforehand.
- How Flexible is the System?
Any growing company needs a flexible HRMS system that can be customized and tailored according to their changing requirements. Before you make a purchase, ensure the new system is flexible enough to adopt new processes and cope with new technological changes.
Security Questions You Should Ask Your Vendor
When it comes to the personal information of your employees, protecting the data in your HRMS system in Dubaiis crucial. Therefore, when you are in the market for an HRMS solution that suits your business’ needs, make sure the vendor is prepared to give answers to the HRMS security questions mentioned below:
What Protection Does Your System Provide Against Internal Threats?
Unfortunately, not all security threats come from external sources. In fact, the biggest threats lurk inside your company! Whether it is due to deliberate theft (an unhappy, departing employee?) or carelessness (a misplaced or lost device), your own employees can pose a risk to data security. Your HRMS system in Dubai should have the appropriate security measures in place to prevent this from happening.
Where Will Our Data Be Stored?
This question is true for cloud-based HRMS systems. Since your data will be stored off-premises, it is important that you know where exactly the data center is. Enquire about its safety and uptime performance. However, this issue becomes even more complicated when mobile access is taken into account because it is considerably hard to keep track when data is shared, uploaded and downloaded from multiple devices.
What Security Awareness Measures Do You Offer or Recommend?
It is difficult to factor human error into system design. More often than not, such errors occur due to unawareness of the risks involved in HR data breaches. Employee awareness can be evaluated and increased during the implementation and training phase. Moreover, the simpler the security protocols are, the easier it is for your employees to get it right.
Is There a Disaster Recovery Plan?
Again, this is important for cloud-based HRMS systems in Dubai. You need to be sure that they will take good care of your data on their servers. However, if the worst does happen, how long will your business be without a system? The vendor should be able to get your data back up and running as soon as possible.
How Do You Deal With BYOD?
In the past decade or so, the use of mobile phones has increased exponentially. Hence, it does not come as a surprise that these devices are being used to access HRMS systems on the go. In this scenario, central control over data security across all devices (whether company or personal) is essential. In addition, your business should implement its own BYOD policies. The vendor should recommend or incorporate middleware to give you control and peace of mind.
What Is Your Provider Chain?
A number of vendors on the market use a wide range of third party suppliers. This means that each of them would have varying degrees of access to your organizational data. For this reason, it is important to know exactly who you are dealing with!
These are some of the essential components of an HRMS system you should look for, so that you can make the most of your investment and enjoy absolute value for money.