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HR Management by Spreadsheet: Is there a Better Way?

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The Easy Way to Manage HR. A Human Resources Management System (HRMS) can automate the way you maintain and access both current and historical information about Recruiting, Onboarding, Policy …

The Easy Way to Manage HR. A Human Resources Management System (HRMS) can automate the way you maintain and access both current and historical information about Recruiting, Onboarding, Policy Communication, Compensation, H&W Benefits, Payroll, Training, Performance, Evaluation, Promotion, Retirement, and Leave.

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  • 1. HR Management by Spreadsheet—Is There a Better Way?
  • 2. 2Managing HR the Hard Way• Using spreadsheets for record-keeping and reportingis both time-consuming and prone to errors.Do you need aspreadsheet to trackyour spreadsheets?• Mixing paper files and computer documents to trackemployee data is a recipe for lost information.Are paper personnelfiles complete or allover the place?• When you are always reacting, there’s no time tofocus on how to help your company reach itsstrategic objectives.Do you spend most ofyour time “putting outfires?”• If your record-keeping system is inefficient, chancesare your company is vulnerable to fines, penalties, orlawsuits.Is your company in fullcompliance withworkforce laws?
  • 3. 3“Instead of rummaging through filing cabinets andstacks of paper, now Sage HRMS stores ouremployee data electronically. This means we canaccess information at the click of a button . . . We’realso more accurate, because entries are madeautomatically.”Rick HainesControllerCommercial Ullman Lubricants Company
  • 4. 4The Easy Way to Manage HRA Human Resources Management System (HRMS) can automate the wayyou maintain and access both current and historical information about:RecruitingOnboardingPolicyCommunicationCompensationH&W BenefitsPayrollTrainingPerformanceEvaluationPromotionRetirementLeaveCareerDevelopment
  • 5. 5“By streamlining tasks, eliminating duplicate dataentry, minimizing errors, and automating processes,we are able to operate more efficiently with lessoverhead. With Sage HRMS, we have the ability togrow our organization without adding administrativepersonnel.”Erik AndersonDirector of Human ResourcesNesconset Center for Nursing & Rehabilitation
  • 6. 6A Single Point of TruthBy keeping workforce information in onecentralized location, an HRMS enables you to:• Accomplish more in less time. No more huntingfor information—and you never need to type thesame data twice.• Save your organization money. Easily identifyareas of overspending, eliminate errors, andimprove productivity.• Provide fast, accurate workforce reports andanalysis. An HRMS will slice and dice the data toprovide the analysis and insights needed byexecutives, managers, and HR.
  • 7. 7“The good thing about Sage HRMS is that all partsof it talk to one another. The result is no duplication. . . The integration saves us time and cuts down onerrors.”Daniel SimpsonSenior Staff AccountantGift of Hope Organ & Tissue Donor Network
  • 8. 8Employee BenefitsThe Hard Way• Create spreadsheets toset up each benefit plan.• Manually calculatecurrent costs andstruggle to predict futureincreases.• Spend time andresources on paper,printing, postage, andmanual data entry foropen enrollment.The Easy Way• Set up and manageunlimited plans, includinghealth, life, AD&D,COBRA, retirement.• Calculate actual costsand project future costs.• Complete openenrollment online morequickly and at less costthan paper enrollment.
  • 9. 9“Handling enrollment forms for 300+ people andthen entering the data into the system, one-by-one,would have been too much for a small staff like mine. . . With Sage HRMS, it was an efficient andsuccessful process, and our employees loved it.”Dennis DiMassoDirector of HRDuBois Chemicals
  • 10. 10ComplianceThe Hard Way• Manually research new lawsand build spreadsheets forrecord-keeping.• Keep track of changes toforms, reports, and filingdates.• Search multiple files andlocations if agencies demanddocumentation or reports.• If you fail, your company couldface employee lawsuits andgovernment fines andpenalties.The Easy Way• Software updates keep upwith legislative changes andrevised forms and reports.• Preformatted standard reportsfor EEO-1, EEO-4, (EE forCanada) I-9 CitizenshipVerification, Vets-100, Familyand Medical Leave Act(FMLA), Leave of Absence(LOA for Canada) OSHA(OHS for Canada), and more.• All records are in one locationfor easy access and reporting.
  • 11. 11“To prove EEO compliance, we used to spend hoursmanually counting employees. With Sage HRMS, ittakes just ten minutes to prepare the same report.That’s a nice productivity boost for us.”Dianne JoplingHR DirectorHaartz Corporation
  • 12. 12Employee Self ServiceThe Hard Way• You spend a big portion ofevery day answeringemployee questions aboutpay, benefits, and time off.• Your work is constantlyinterrupted to make changesto employee records and fillout routine paperwork.The Easy Way• Self service lets employeessecurely view and/or updateinformation about:• Payroll history• W-2 and W-4 (T4, Releve1, T4A for Canada)• Benefits and dependants• Time-off requests andbalances• Training• Company communications
  • 13. 13“Employees go to Sage Employee Self Service tocheck on vacation time, benefits, and training. Theylike it because they get instant answers, even ifthey’re on a night shift when HR is closed.”Jackie YoungV.P., Staffing and Organizational DevelopmentAAA Southern New England
  • 14. 14PayrollThe Hard Way• Information about time off,compensation, and benefitdeductions must be retypedinto the payroll system.• Mistakes in withholding orfilings can result inpenalties.• Your company outsourcespayroll, loses control oversensitive data, and haslimited reporting.The Easy Way• Changes made to theHRMS database reflect inthe payroll system foraccurate calculation ofbenefits and deductions.• Employees are paid on time,via checks, paycards, ordirect deposit.• Full compliance with currentregulations for withholding,filing, and depositing taxes.
  • 15. 15“Sage HRMS Payroll allows us to do all our ownpayroll processing, with the same amount of staff aswhen we outsourced. We’re saving 30 percent of ouradministrative costs in payroll and tax.”Wendy MahleDirector of Human Resources and PayrollPerfumania, Inc.
  • 16. 16ReportingThe Hard Way• Hunt for the necessarydata in spreadsheets.• Build a report in anotherspreadsheet.• Risk inaccurate reports ifthere are data transcriptionerrors or faulty formulas inthe spreadsheet.• By the time you finish areport, data is changing.The Easy Way• Run one of hundreds ofprebuilt, standard reportsfor instant results.• Build any custom reportwith included report writer.• Instantly access andretrieve up-to-dateinformation.• Easily share reports in avariety of formats.
  • 17. 17“We’ve gained the power to automatically track andprepare reports on standard governmentrequirements and issues specific to our organization. . . Using Sage HRMS, we have a better level ofcontrol over all employee-related information andspend a lot less time trying to maintain it.”Barbara SurranDirector of Human ResourcesAmerican Office
  • 18. 18Informed DecisionsThe Hard Way• Executives ask foranalysis about programcosts and effectiveness.• HR can’t produce theinformation because itisn’t being tracked.• It takes an unacceptablylong time to complete therequest and report back.The Easy Way• You can generate ad-hocreports in minutes.• Executives can accessHR dashboards with real-time information aboutcosts and performance.• Workforce informationcan be streamed easilyto other businessapplications forcollaboration.
  • 19. 19“Whenever our executives or board needinformation, I create a report at the touch of a button.Overall, I estimate that Sage HRMS is saving us thework of an entire full-time employee in ourdepartment.”Elizabeth AcevedoHuman Resources DirectorHouston Zoo, Inc.
  • 20. 20Automation and AlertsThe Hard Way• Lots of duplicate data entryleads to errors inspreadsheets.• Important dates anddeadlines tracked on emailcalendar.• Paper forms lost or held upin the approval process.• No time for monitoringdata about the workforce.The Easy Way• Automated email alertsremind HR staff andmanagers of importantdeadlines, changingbusiness conditions, costoverruns, and more.• Proactive data monitoringcan generate the rightelectronic forms and routethem for approval.
  • 21. 21“We monitor overtime and send an alert to HR whenan employee is approaching the maximum hours . . .We use Sage HRMS Alerts to monitor the waitingperiods for our health insurance and vacationbenefits . . . We are able to be proactive in a waythat would be extremely difficult without thisautomated monitoring.”Terry FavelOffice ManagerDilico Anishinabek Family Care
  • 22. 22Easy Makes a Big Difference!With Sage HRMS, you can deliver more serviceand value to your organization, with moreefficiency, and at a lower cost.• Improve productivity in HR and across theorganization.• Reduce routine paperwork and employee requests.• Control costs for benefits and other programs.• Share information quickly and easily with theexecutive team and company supervisors.• Better align HR goals with company objectives anduse time savings to refocus HR staff on morestrategic tasks.
  • 23. 23“We calculate that Sage HRMS is saving us about$10,000 a year through time savings and otherefficiencies. We’re definitely glad weimplemented it.”Rick HainesControllerCommercial Ullman Lubricants Company
  • 24. 24About Sage HRMSSage HRMS helps companies optimize HR processes and maximizeReturn On Employee Investment (ROEI)®.Sage HRMS delivers comprehensive employee managementsolutions automating HR, payroll, benefits, employee self-service,time-off, recruiting, training, workforce analytics, and more.A global $2.2 billion company with over 30 years of experience and6.3 million customers, Sage has provided HRMS solutions longerthan any other company in North America.To learn more, please visit: www.SageHRMS.com©2013 Sage Software, Inc. All rights reserved. Sage Software, Sage Software logos, and all Sage product and service names herein are registeredtrademarks or trademarks of Sage Software Inc., or its affiliated entities. All other trademarks are the property of their respective owners. 06/13