HR Software

You access the software via the internet, using a standard web browser. The supplier takes care of all of the IT infrastructure that’s required to keep your HR system safe and running smoothly.

However, not all online systems are the same. Many are older HR applications, built to be used on premise, that have been given a web interface and moved to the Cloud. As a result, they lack many of the advantages of newer ‘Cloud native’ HR systems.

That doesn’t mean they might not be the best solution for you. Like buying a stately home, the supplier has had time to build on extensions galore, and may often offer to customise their product for you. The downside is that they usually are considerably more time-consuming and expensive to set up and maintain than their more modern alternatives, and, because of their older product architecture, have a less agile approach to product improvement and service delivery.

We’ve put together these handy guides so you can cut through the marketing hype and discover the approach that’s right for you.

Reduced upfront costs

Rather than paying an upfront licence fee, SaaS applications are usually charged for on a subscription basis, so reflect your usage over time.

Quicker implementation

Your IT department won't need to install and manage all of the servers and software required, so you can be up and running and benefiting from your new solution more quickly.

Zero maintenance

With SaaS, your supplier takes care of all of the infrastructure, and manages updates for you, so you won't need to tie up your IT team.

Smoother updates

Suppliers will be able to update your system for you, seamlessly. You get all the benefits of being on the latest release, without any of the hassle.

Lower costs

With SaaS not only is development time saved, but infrastructure usage can be optimised. Savings the supplier should pass on to you.

Painless growth

As your company expands, or you make more use of the system, a well-designed SaaS application should automatically scale with you.

Better security

Well-designed SaaS systems are considerably more secure that on premise systems, or Excel spreadsheets. That’s partly because of the way they are developed, and partly because of the infrastructure that the hosting company provides. Read more about data security.

However, not every company that delivers their software online has invested in re-developing their systems to take advantage of the latest technology platforms.

So if you want to know how to spot if you are getting an HR system built on a modern foundation, or on one that’s simply added a new façade to an older architecture, read on.

Tablet and mobile compatibility

Mobile and tablet support is central to self-service success. Employees expect to access their HR data as easily at home or on the move, as they can at work. Perhaps to check their holiday entitlement and request time off from their mobile when planning their next break with family or friends; or to use their tablet to complete a time sheet or performance review on a Friday evening, without the distractions of the office.

However, as HR teams can discover too late, the technology behind mobile and tablet interfaces is significantly different from PCs or laptops. Older HR systems especialy may not support MACs, smart phones and tablets; others suffer from poor screen design, which makes them slow and difficult to use. It is important to dig beneath the marketing blurb and check that the HR software you are evaluating really works on different devices, and look for suppliers that make use of modern HTML5 and responsive design technologies. Some solutions also offer the option of HR apps specifically designed for mobiles, which can provide an easier-to-use interface simpler employee self-service activities, such as holiday requests.

Personalisation

Unlimited reconfigurability can lead to unlimited confusion. However, allowing employees and managers to take “ownership” of some aspects of your HR software will lead to faster engagement – and better use of your human resources solution.

This could be as easy as encouraging employees to upload their own profile picture or update their qualifications. More flexible HR systems, like Cezanne HR, may allow employees and managers to tailor their home screen to show the information that’s most important to them. For international organisations, language options are obviously important, as is the ability to select appropriate date and currency formatting.

HR Portals

Another key self-service feature is the HR portal, which allows employees to benefit from fast, easy access to a central repository of HR documents and information. Some human resources management systems, like Cezanne HR, come with their own, configurable HR portals, so everything can be managed through a single system. Cezanne HR's portal also includes news feeds and feedback forums, so can be used to stay up to date with company news, share information, or discuss issues with colleagues.

It is worth considering what you would use your HR and employee portals for, and whether you want different portals for different groups of employees. For example, an invitation only portal could be used as a private area where HR and line managers can share ideas on how to deal with tricky issues, or it could be you want different portals for different groups of employees – perhaps to reflect a multi-lingual, multi-country workforce.

Notifications and alerts

No HR system should be without notifications and alerts: reminders that are automatically sent out when activities need to be completed, or key date are approaching. For employees, simply clicking through from a link in an email, or a notification in the dashboard, to complete a task – such as confirming you’ve read a policy update, or completing a performance review or time sheet – is infinitely quicker and more convenient than paper-based forms and email attachments. For line managers, an automatic reminder when a new starter is joining, a probation period is about to end, or a mandatory training activity up for renewal, is much simpler to manage than keeping track of everything in Outlook, Google calendars, or spreadsheets.

Some systems, like Cezanne HR, send out daily updates that include useful information, like who’s off that day, or a summary of the latest information posted to the relevant HR portal(s). It’s an effective and efficient way of ensuring busy employees and managers can easily see important information.

Holiday bookings

There are few features more likely to guarantee self-service uptake as online holiday bookings. It’s an area of your human resources management system will touch everyone in your organisation and, if the system is easy to use, and data is updated in real time, it should meet with universal approval. Using Cezanne HR, employees can check their own entitlements and submit requests online in just a few seconds. Managers are automatically notified when a request is made, and can review team calendars to ensure they have appropriate resources in place, before approving – or rejecting – the request. Remaining entitlements and calendars are updated in real-time, forms don’t go missing and everyone benefits from a smoother process.

There are a host of other useful self-service features that the best HR systems include; from checking out company directories to acccessing pay slips online and from completing performance reviews to submitting time-sheets. For line managers, there is the appeal of instant access to up-to-date information about their teams. For HR professionals, the key to finding the best self-service HR software is to think about your human resources management system not as a HR administration database, but as a system for enhancing employee engagement and improving productivity for everyone.

Is your system multi-tenanted?

With this approach, all customers share the same core code base, but have their own instance. Think of it as renting an apartment. You have your own secure space, but share the common parts. If the landlord upgrades the lift, re-carpets the stairway or adds a roof terrace, all the tenants benefit. However, unlike a landlord, SaaS suppliers shouldn't hike your service charge just for enhancing a feature you already have!

The multi-tenanted approach allows software developer to keep costs down, and improvements up. With only one code based to maintain, all of their efforts can go on improving a single system, and optimising it for the specific secure environment in which it's deployed.

We've noticed that some folk aren't entirely open (or perhaps a little Cloudy) when it comes to explaining their product architecture. If they haven’t invested in making the move to a multi-tenanted product architecture, they may try to justify their approach by saying that multi-tenanted solutions aren't as secure, and don’t perform as well, as single-tenant alternatives. That's really not true, assuming you pick the right provider. Ask them to justify their response.

Will you customise the system just for me?

The answer should be “no, but we can look at including the new feature you want in a future release, so everyone can benefit from it”. The key to the success of SaaS is that all customers share the same code, which means suppliers can manage all of their resources efficiently and you benefit from lower costs and more frequent product enhancements. The best SaaS systems incorporate a lot of flexibility for configuration, so you can set up the system to work the way you need it to. That doesn't mean the system functionality is fixed, on the contrary with true SaaS solutions, new enhancements are released on a regular basis, sometimes even monthly. If you've got a great idea, tell your supplier. If other customers want it too, it's likely to get added.

Can I opt out of updates?

If you can, that means that your supplier will be managing multiple copies of their software, rather than a single, easier to manage, and cost-optimised code base. It may feel like you are more in control if you take updates when it suits you, but in reality SaaS vendors go out of their way to minimise disruption, and let you ‘switch on’ new features as they become available. So, the choice becomes more about staying up to date, rather than being left behind.

How quickly can you give me access to my HR system?

Systems developed for a multi-tenanted approach are already up and running in the Cloud. It should take the supplier just a few minutes to set up your ‘instance’, and give you your login. Naturally, while you can log on, and start to explore the features of your new HR system, you'll still need to upload your data, and configure the system to work the way you want it to. Some companies, like Cezanne HR, provide a helping hand so that this can be accomplished pretty quickly too.

Can I install the HR software in-house, on my own servers?

If the answer is yes, it's unlikely that you are buying into a system that's been optimised for the Cloud. It’s just too difficult to develop and maintain systems that work as well on in-house servers as they do in Cloud-computing environments.

Responsive design

Screens that may be easy to use on a PC are often frustratingly difficult to use on a tablet or mobile, unless they re-arrange themselves to fit the available space. That's where responsive design comes in. It's a way of designing software that automatically changes how it's displayed to fit the space available. For example, on a tablet, you might see forms or information displayed in three side-by-side sections, whereas on the phone, the sections would appear below each other.

Native mobile apps

If you are one of the millions with a smart phone, you’ve probably got a dozen or more apps installed already. Unlike the responsive approach, these applications run on your device, and are designed specifically for the operating system on your phone (for example, Android or iOS) so usually feel more 'native' and are easier to use. It's common to find vendors offering a mobile app for key self-service features, like holiday management, where a simpler screen is an advantage.

Find out more

Hypertext Markup Language (HTML)

HTML is the software code that tells your web browser (Apple’s Safari, Google’s Chrome or Microsoft’s Edge, for example) how to display the information you see on the screen. HTML5 is the latest release and, unlike its predecessors, is supported by all of the major PC, laptop, tablet and mobile manufacturers (Apple included!). If you want to be sure your HR solution can be used successfully from any device, check your supplier has made the move to the latest version.

Application programming interfaces (API)

In the old days, if you wanted your HR system to exchange data with another system – perhaps your payroll provider – chances are someone would have to build a custom integration. Not only was that expensive, but it was often hard to maintain. Now, most SaaS companies publish an open API, which makes integrations considerably more straightforward and cost-effective. If you are looking for an HR system that can talk to other applications you use, perhaps a payroll or LMS solution, or single sign on, it’s worth finding out if this is an option you can use.

Elastic computing:

Think of it like an elasticated waist band. It’s an approach to calling on computer power that stretches – or shrinks – depending on what’s needed. If everyone logs on to do their performance reviews at exactly the same time, the system grabs hold of the extra capacity it needs to ensure the system performs exactly as it should. The big advantage for suppliers, is cost. They only pay when they need extra capacity, so you should end up paying less too.