© 2024 IJNRD | Volume 9, Issue 4 April 2024| ISSN: 2456-4184 | IJNRD.

ORG

Employee Management System

Mahi Kashiv Pramila Ma’am
Birla Institute of Technology, Mesra

Abstract: systems cover a wide range of functions,

always ensuring essential HR features are
included.
Within an organization, a system for
The primary goal of an employee
managing employee records has been
management system is to save resources
developed to streamline maintenance
such as money, time, and effort, while also
processes. This Employee Management
fostering better teamwork. This is
System serves the Human Resources
particularly beneficial for managing
function by efficiently handling employee
remote workers, for whom regular
information. It can be viewed as an
integral component of a broader Human
Resource Management System,
reporting through email is often used.
specifically focusing on employee
However, this method can be inefficient
management. By implementing this
and cumbersome.
system, workplace management
effectiveness is enhanced as it oversees It consumes valuable time with
various aspects of employee performance administrative tasks that could otherwise
within the organization. be focused on achieving organizational
goals. By tracking time spent on tasks,
valuable data can be collected to optimize
1. Introduction every working hour within the
organization.
For example, the amount of time it takes
Implementing an employee management
for two employees to complete a specific
system, especially in remote areas,
document can vary significantly. If one
presents certain challenges. However, the
employee takes twice as long as another to
benefits it offers cannot be overlooked.
create the same report, the employee
These systems provide a convenient way
management system can provide insights
to handle administrative tasks and improve
into the reasons behind this difference.
team performance. They streamline and
organize team management for HR
professionals, business owners, and other
managers, making them a valuable tool in
employee management. From payroll
processing and onboarding to tracking
time off and evaluating performance, these

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2. Invoicing, Payment Tracking, and data, unlike traditional methods where

Other Administrative Tasks vital information might be stored in
physical cabinets. Online software
solutions like sum HR offer easy
Implementing a performance management accessibility while guaranteeing
system like Hub staff allows for the confidentiality, efficiency, accuracy, and
tracking of time spent on specific tasks. timely updates of information.
This feature enables managers and clients
to accurately define time allocations for
particular projects, facilitating more 2. Reliable Accuracy:
precise budget agreements.
One of the key benefits of employee
Integration of Employee Management management systems is their reliance on
Systems with Other Platforms and data input by employees themselves,
Application ensuring a high level of accuracy as the
information comes directly from the
Integration with various platforms and
source. Additionally, employees can
applications empowers management
access their own information at any time,
systems to collaborate seamlessly,
enabling them to keep it updated and
ensuring access to all necessary
rectify any errors promptly. This self-
functionalities for optimal operation.
service aspect contributes to maintaining
Whether utilizing Asana or other project
accurate and up-to-date records within the
management tools such as Hub staff Tasks,
system, thereby minimizing discrepancies
seamless integration should be possible.
and enhancing overall reliability.
While sticking to one platform may avoid
the hassle of integration and importing 3. Provision of a Ready Source of
tasks, projects, and other data, integrating Information:
multiple tools concurrently becomes
An Employee Management System serves
effortless with integration, offering
as a readily accessible source of
enhanced flexibility and efficiency.
information bridging the gap between
employees and the organization. It
encompasses various database systems
3. Importance of Employee
containing crucial data such as work
Management System for Businesses
schedules, salary details, educational
background, job positions, and contact
information. This centralized repository
An employee management system holds ensures that essential information is
paramount importance for businesses due readily available whenever needed,
to several reasons: facilitating smoother operations and
decision-making processes.

1. Ensuring Confidentiality:
Employee management systems facilitate 4. Data Updation:
the transmission of specific employee data Employee information stored within an
through private channels, ensuring that employee management system remains
sensitive information remains confidential accessible throughout their tenure with the
and accessible only to authorized organization and even after their departure.
personnel such as the head of the Employees themselves have the capability
organization or software administrators. to update their data as necessary, ensuring
This approach enhances security by that the system maintains accuracy and
preventing unauthorized access to sensitive
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relevance over time. Consequently, 5. Challenges in Implementing an

outdated information is rare within such Employee Management System
frameworks, promoting efficiency and
reliability in managing personnel data.
Managing an employee management
system within an organization presents
4. Optimized Streamlined several significant challenges:
Administrative Tasks and Workload

1. Employee System Management:

Selecting an employee management
Implementing an employee management
system primarily revolves around
system requires a disciplined framework
identifying efficiencies. A hallmark of a
within the organization. This framework
good system lies in its ability to digitize
should encompass a unified strategy
and automate manual data entry processes.
broken down into relevant components and
By doing so, the system can analyse
areas of responsibility. Management at
whether employees are allocating
various levels must have a thorough
sufficient time to important projects or
understanding of the hiring, performance
meeting approaching deadlines. In today's
measurement, development, and
fast-paced world, optimizing workload
evaluation processes, applying them
allocation can significantly impact
consistently across the organization.
productivity. Time that would otherwise
Additionally, management should
be wasted on manual tasks like payroll
recognize that performance management is
processing and timesheet management can
not a one-time event but a continuous
be reclaimed through automation. As a
process that needs to be managed daily and
result, teams can redirect their efforts
documented and reported periodically
towards refining strategies, expanding the
through assessments and reviews.
business, and tackling various other
essential tasks.

2. Lack of Alignment:
5. Provision of a Large, Efficient System: One of the primary challenges arises from
the lack of alignment within the
Employee management systems are
organization. Often, various organizational
renowned for their exceptional
processes are developed independently,
productivity and efficiency. They enable
leading to a lack of coherence. Different
swift retrieval of employee information
teams may use disparate systems, resulting
without the need for prior notification or
in a disconnect between budgeting,
extensive searching. For instance, if an
operational planning, and strategy
organization needs to contact an employee
development. This lack of alignment
who is on leave, retrieving their contact
extends to the performance management
details can be swiftly accomplished
system, where there may be
through the system, streamlining
inconsistencies between organizational
communication processes and enhancing
delivery, individual performance, and
overall organizational efficiency.
departmental performance, ultimately
reverting all frameworks back to financial
metrics.

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3. Managing Poor Performance:

Dealing with poor performance is often 1. Hub staff:
seen as a reactive measure, but in many
Hub staff is primarily focused on time
cases, it becomes delayed, making it
tracking but offers a comprehensive suite
difficult to address effectively. One
of features beyond that. It serves as a
contributing factor to the delay in
complete time management software
managing poor performance is the lack of
aimed at helping teams utilize their hours
necessary measurement data and evidence.
efficiently. By enabling teams to enhance
Without valid metrics in place, it becomes
productivity and identify time-wasting
challenging to identify and address
tasks, Hub staff facilitates higher levels of
underperformance in a timely manner.
productivity within organizations.

4. Leadership and Management

2. Performance Management Software:
Commitment:
Performance management tools play a
The success of a comprehensive
crucial role in keeping teams engaged and
performance management system relies
ensuring their performance remains at
heavily on the commitment and
optimal levels. These tools are designed to
involvement of leadership and
foster a sense of contribution among team
management. Aligning and integrating
members to the overall process, thus
such a system requires strong leadership
keeping them motivated and productive.
support. Without the understanding and
dedication of management and leadership,
it becomes difficult to establish and sustain
an effective performance management 3. Time Management Software:
system. Time management software is instrumental
in monitoring team efficiency, tracking
project progress, and managing work
5. Lack of Measurements: schedules. It provides insights into which
projects are being completed, who is
A common challenge arises in
working when, and how productive teams
organizations where inadequate measures
are. Top time management software often
are developed, and targets are set without
includes features such as invoicing and
corresponding relevant metrics. In some
payroll integration, allowing for accurate
cases, no data is collected or maintained as
payment based on hours worked.
evidence to track performance. This lack
Additional features like PTO (Paid Time
of proper measurements hinders the
Off) balances and location tracking further
organization's ability to assess
enhance its functionality.
performance accurately and address areas
for improvement effectively.

7.Conclusion
6. Types of Employee Management In conclusion, the employee management
Software system is crafted with the primary aim of
saving resources such as money, time, and
effort, while also enhancing teamwork
Employee management software can be within the organization. By streamlining
categorized into various types based on the record maintenance processes, it simplifies
specific areas of business they cater to: administrative tasks and facilitates the
effective management of employee
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information, particularly for HR functions.

Implemented to improve workplace
5. Savaneviciene, A., & Stankeviciute, Z.
management, this system plays a pivotal
(2010). Savaneviciene and Stankeviciute
role in overseeing overall employee
explore the relationship between human
performance and addressing various
resource management practices and
aspects of their roles within the
organizational performance in their
organization. Its multifaceted approach
article in Engineering Economics, aiming
ensures that the organization operates
to elucidate the "black box" between the
more efficiently and effectively, ultimately
two.
contributing to its success and growth.
Reference:
6. Sousa, G. W. L., Carpinetti, L. C. R.,
Sure, here's a paraphrased version of each
Groesbeck, R. L., & van Aken, E. (2005).
of the articles you listed:
This article, published in the International
Journal of Productivity and Performance
Management, presents a structured
1. Bourne, M., Neely, A., Platts, K., &
engineering approach to the conceptual
Mills, J. (2002). In their study published
design of performance measurement and
in the International Journal of Operations
management systems.
& Production Management, Bourne et al.
examine the perceptions of managers
involved in performance measurement
initiatives, exploring both their successes
and failures.

2. Clardy, A. (2013). Clardy proposes a

comprehensive framework for
performance management systems in the
journal Performance Improvement. This
framework delves into the structure,
design, and analysis of such systems.

3. de Waal, A. A., & van der Heijden, B.

(2015). This article, featured in the
Journal of Organization Design, discusses
the crucial role of performance
management in establishing and
sustaining high-performance
organizations.

4. Kleinegld, a, Van Tuijl, H., & Algera,

J. a. (2004). In their research published in
the Journal of Organizational Behavior,
Kleinegld et al. present findings from a
quasi-experimental field study on the
participation of employees in designing
performance management systems.

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