Human Resources Management Software (HRMS): Payroll Software

 Human Resources Management Software (HRMS):

Payroll Software

In any company there are many tasks that must be carried out every day, including payroll management and social security. Its management must be agile, so as not to waste too much time and efforts, while being safe, due to its importance in the running of the company and the team's relationship.

What is and what is a payroll management program for?

The management of payroll and social insurance is a fundamental part of any company, a task that must be carried out periodically and with the maximum guarantee of reliability and management, as it is a crucial issue for both the employee and the business. Its management must be agile, so as not to waste too much time and efforts, while being safe , due to its importance in the running of the company and the team's relationship. For this reason, many companies decide to invest in HRMS software to gain speed and reliability in these tasks, automate them as much as possible, and manage them massively, in addition to other added functionalities.

 

There are different types of payroll programs with multiple functionalities, depending on the use and type of client: payroll management programs aimed at Professional Firms, HR Departments or SMEs. In general, they allow the management of payroll , including under this process various functions such as massive calculation processes, extraction of lists and reports to exploit data, generation of telematic files for presentation in the TGSS and the Tax Agency, etc.

In the most advanced, a complete management of each of the employees is also incorporated with tools such as an Employee Portal for the management of their labor documentation, or solutions for the management of Human Resources such as Training, Selection and Performance Evaluation.

 

How to choose our payroll management program? Key functionalities?

But to choose well, where do we start?

 

When opting for one solution or another, we must know what characteristics it has, reflect on what needs we must cover in our context and, also, assess what requirements we may have in the future. To make this analysis exhaustively, we are going to see the main points that we must take into account. 

 

 

Agility in management: priority no. 1

The solution we choose must allow us to streamline tasks in personnel management such as the calculation and processing of payroll, personal income tax or social security. It is also good to know how the tool solves certain procedures, or if it generates personal income tax models to present them electronically.

 

But in addition, it can solve aspects of work life management: control and monitoring of absenteeism, provide information to the entire workforce on an ongoing basis, or even provide a personalized employee portal with the company's image.

 

Ease of use and commissioning

When choosing our HRMS software, we must not ignore how it is launched and what the experience of using the tool will be like. The landing of the software is important, and we must know how it will be in terms of the people who will accompany us, from the provider, the deadlines, what will be required of us, and the expenses not contemplated.

 

It is also important to assess the training offer. Both for the HR team, or people linked to it, and for the employee who has access, it is important to know what their first contacts with the program will be like, if it is intuitive or if it is easy to adapt.

 

Integration with other solutions

Another important aspect, which will allow us to optimize the work to the maximum and avoid errors, is whether we are going to be able to connect the HRMS software with the accounting program or the integral ERP management software , if we already work with one.

 

Security

The information that we are going to handle with this software is sensitive, so we need to take into account the privacy of access to the data , as well as its integrity, or that it is not a vulnerable system.

 

There are two options that mark accessibility and security: software hosted on our own server or hosted in the cloud. In the first case we must evaluate ourselves, and know if we will be able to depend on our systems and our IT team. On the other hand, in the case of the cloud, it should be taken into account:

• The supplier's guarantee as far as safety is concerned
• Compliance with data protection laws
• Generating backups
• The use of data encryption protocol 

Legal adaptation

 

Every time, the public administration is betting more clearly on telematic management. For this reason, it is important to know that our tool will be up to date, and that it will be updated easily, as with many other programs that we use in the workplace.

 

This is the case of the Wolters Kluwer payroll programs, with a constant update to legal regulations, and close collaboration with the Tax Agency, offering total reliability in the processing and management of Social Security payments, and of the Tax models that affect personal income tax.

 

Accessibility

Today, we can differentiate three types of software at the access level, and we must analyze which is the suit that best suits us: those that we can only use in the office (traditional), those that work in the cloud, which allow us flexible and direct access to labor information and procedures, and those that go one step further and also allow us to access from applications on smartphones, improving the experience of the relocated user.

 

Supplier warranty and customer service

Related to the above, there are two aspects to think about when it comes to knowing how our day to day will be; and it is to know who will give us this service and how they are going to solve possible incidents. It is good to measure the reputation of the supplier by analyzing the useful life of the product, the years they have been in the market, or the number of installations and payroll that their applications calculate each month.