When looking for a new HR and Payroll solution, there are a plethora of systems available on the market, and plenty of terminology designed to advise you where to put your focus. But does it actually confuse matters, and is it really clear enough to help?
One of the key areas of confusion is around a cloud based single solution, or an integrated solution. Many providers will promote having one single solution, when in reality they offer several different pieces of software integrated together to act as one.
Here, we look at whether that really matters and what three of the key benefits of a true single solution are.
When you’ve got a truly single solution, it provides you with plenty of agility and common ground between HR and Payroll departments. Operational processes become streamlined, succinct and automated; information is readily available to all departments and there is no risk of duplicate data entry or data interface issues.
A single solution provides the ability for departments to work together seamlessly to deliver a coherent employee experience. Each department can automatically see changes to data, such as working hours or bank details, and control parameters can be put in place system wide to ensure on the right people access the right information.
Changes made in the HR records are immediately available to Payroll, meaning there is no external interaction required to align the two areas of the business. This applies, regardless of the source of the data – whichever device, wherever you are, whenever you do it. This ensures there is only ever one version of the truth, which can often be a problem for integrated solutions.
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Holistic View of Data and Analytics
A single HR and Payroll platform provides the ability for both managers and employees to have a single, complete view of their HR ecosystem including everything from recruitment, absence, training and performance to payroll and expenses.
You’re also able to obtain a holistic view of people analytics across complex data sets, which enables HR and Payroll to deliver both financial and non-financial KPI’s easily.
Built in and custom workflows, analytics, mobile and approval processes are all seamless with a truly single solution, which means there is no room for error, and approvals and changes are viewable instantly for both departments.
All facets of the system are developed as a single solution, ensuring that the up and downstream effect of any change is built into the software. This is important as many integrated solutions are written in different technology and have separate roadmaps, which can result in a fragmented user experience and challenges with syncing data.
IT and Security
A truly single solution provides one platform to hold sensitive personally identifiable information (PII), in comparison to two separate databases holding the PII in different places. This makes information security and GDPR compliance much easier, and much more cost effective.
A key consideration point here with integrations is that, where an interface or integration exists, there is a risk of information leakage from one system to the other as the data gets transferred. Be cautious of this when reviewing security measures.
Another thing to bear in mind is upgrades. How do upgrades happen efficiently with an integrated solution? Bear in mind that there’s a good chance keeping two or three different pieces of software up to date and in sync could cause headaches, which is precisely what you’re trying to avoid.
Let’s not forget the benefit of a cloud based single solution too – if something was born on the cloud, it will have the required level of security built in as standard, as opposed to on premise solutions that move to the cloud. These will require a new level of security to be added on later, which can get very complicated.
There are a number of additional benefits of a cloud based single solution for HR and Payroll, and we’d be happy to talk through them with you, but when considering any new HR technology project, these three things will often be at the forefront.
If you’re writing a business case and exploring your options now, read our article on Writing a Business Case for your HR and Payroll Software, or download our Buyers Checklist today.