Making a Human Resources Database by HRMS

 Making a Human Resources Database by HRMS

Having a Human Resources database is key to correctly managing different functions of the department : employee evaluation, candidate management, career plans ... A point at which having the appropriate tools will be essential.

 

Yes, because the Human Resources database not only serves to manage the employees already present in the company, but also potential incorporations. All of course in accordance with the Organic Law on Data Protection.

 

How to make a database of Human Resources of employees?

As we said, having a database of Human Resources of employees is essential to manage:

 

·         Holidays , absences, permits, withdrawals

·         Performance evaluations

·         Career plans

·         Knowledge of permissions on data processing

·         Training

·         Documentation related to the contracts and the like of each of them.

·         Organization chart.

 

With the People and Organization software, you manage your workers' database and automate personnel management tasks.

 

Classification for the Employee Human Resources database

When classifying your HR database and employees, think about what you are building it for. This will allow you to know what information you need to have on each worker, that is, which will be key to have centralized.

All of it must appear on the employee's file. In any case, you must include at least one category about the job position and one about the acceptance of data processing and what data your employee has accepted to be processed. Ideally, you also have a history. A management that some HRMS software allow to automate.

 

Dump information in the database

As we pointed out, it is convenient to have a system that allows us to speed up the data dump, edit the information easily ... etc. Bizneo HR also allows you to send messages to the database, both individually and collectively in order to facilitate communication with the team.

 

Confidentiality of the Human Resources database

Of course, we do not recommend storing this information in Excel or Google Sheets or the like. Not only because of the risk involved in manually entering data, but because it is difficult to manage access and safeguard the LOPD. We recommend that you also read: 7 tools to optimize Human Resources management in SMEs. There are numerous digital HR tools for SMEs. In this article we tell you which are the most useful.

 

Maintenance of the Human Resources database

Another important point is the maintenance of the database. That is, that the information that appears there is up to date. That there are no erroneous figures, and so on. To achieve this, follow these tips:

 

·         Unify your database: it is very common to have a lot of employee data scattered in different files. First of all, unify all the information you have available.

 

·         Eliminate duplicates: duplication is another of the great evils of databases. You should periodically monitor the existence of duplicates, eliminate those that give you less value or, where appropriate, combine them with the information that interests you the most about each one of them. But ... always be careful! If you are not sure, do not delete anything, you will always have time to evaluate if that record is duplicated.

 

·         Eliminate junk information: junk data is the set of false or no-profit information. For example, when an applicant writes anything in the required field that obviously does not correspond to reality, such as a misspelled telephone number.

 

·         Encompass uniformities: This is one of the biggest challenges you face when debugging your database. Let's take an example, let's imagine that in our subscription form we have the province field open. It is logical to think that not everyone will write the term in a homogeneous way. Therefore, you should try to standardize that field in some way.

How to make a Human Resources database of candidates?

Beyond the Human Resources database of employees there is another type of database that is of great help to the department when starting a recruitment and selection process . We are talking about the candidate base. A registry that includes current candidates but also those who have applied for our Career Site at some point or those who have been part of our previous processes but whose profile we have wanted to save.

 

Advantages of the Human Resources database for candidates

·         It allows closing positions quickly. Without having to post a job offer in external sources. Or, if we publish it, if the information is centralized in the database, it is a more homogeneous way of viewing the resumes and managing the applications.

 

·         It helps to see which positions are most in demand.

·         It allows organizing the selection processes: you can know their position in each of the phases and the acceptance of data treatment policies.

 

·         For companies specialized in recruitment, it is also used to compile statistics or reports to offer to their clients.

 

How to get candidates for this Human Resources database

Below we propose various forms of recruitment:

 

·         Save the resumes of candidates who stayed in the last stages of previous processes but were not finally selected.

 

·         An efficient Career Site.

 

·         Subscription forms: placing them at strategic points on your career site . It is important that you do not include too many fields to fill in, a candidate could withdraw.

 

·         Gifts: one way to capture or maintain your database is by offering something to the candidate. For example, Manpower when reporting a rejection to a candidate offers training.

 

·         Include the option to recommend your offers: if you integrate it with a better social network. Recommendations help multiply your database, to encourage it make sure you treat candidates well.

 

·         Recruitment marketing actions: events, contests or fairs. Marketing has offered novel ideas on how to attract candidates.

 

Again we will need the help of technology. In this case, recruitment marketing software - ATS that allows the offer to be disseminated through more than 80 recruitment sources, centralizing the reception of applications and generating a talent database automatically. All with labels, scorecards and a history of what happened during the process, with an internal search engine for keywords, and so on.

 

Classification techniques for the candidate database

The first thing is to know what is essential for you, in addition to the name. For example: studies, years of experience, reason for previous rejection and position for which you chose. We have mentioned four categories because an excess would be counterproductive and unmanageable.

 

Other useful categories are:

 

·         Recruitment source : To know which way it is better to recruit.

 

·         Acceptance of data processing: You can enter here the time they accepted the treatment and proof of that acceptance.

 

·         Time limit in the database: With the new RGPD you may have to delete the data and it is useful to mark it.

 

·         Stage reached in the selection process: This helps you to discriminate if it was very far from being suitable or if it was partially valid.

 

One last piece of advice is to have pre-set terms, for example, reason for rejection: no skills, no experience, no studies. Don't be too free to write or you won't be able to manage it well.