The case for Human Resources Processes on SharePoint

Amir Shingray
Amir Shingray
December 27, 2019 | Enterprise

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SharePoint is a great tool; it allows businesses to bring efficiency to their business processes through automation and increased collaboration. SharePoint portals are designed to fulfill the needs of a specific department; an HR portal is intended to assist the HR department in managing their processes with increased efficiency, from recruitment to offboarding. HR portals can handle it all, and today, that’s what we’re going to review.

Recruitment

Recruiting new employees is one of the main tasks that the HR team has to focus on, and hiring on-scale can become a problem for the HR staff, primarily because of manual and poor management. The HR team can be swamped with thousands of applications and might miss the perfect candidate because of this, communicating with the candidates can also become a challenge for your HR team.

SharePoint and its HR portals allow the HR team to manage the recruitment process more efficiently and find the best candidates for your company. HR portals enable the HR department to create an application database that facilitates finding the perfect candidate for the job. HR portals also automate the communication between the candidate and the departments; it sends an automated email to the candidates to let them know about the interview, a job offer if they are selected, or a rejection letter. HR portal automatically communicates to the internal department and allows them to choose a job role for the candidate, approve the candidate, and approve a salary for the candidate. The HR department and other internal departments can also view the history and details of the recruitment process.

Employee Onboarding

Employee Onboarding is a long process; it helps make the employee feel comfortable in a new environment and bring them up to speed with the workplace culture, their duties, etc. When managed poorly, onboarding can become a hectic process and may affect the productivity of the new employee; they might have to wait a couple of days to get system access and can’t start working because of that.

To avoid similar situations, companies choose to use SharePoint integrated with HR portals, which allows them to monitor the onboarding process more efficiently. The HR department can create a knowledge base as well with all the essential information for the new employees, including job responsibilities, employee handbook, employee benefits, training materials, etc. Task completion can also be monitored under checklists. For example, IT set up a new workstation and created a work email address for the new employee.

Employee Training

Employee training is vital to develop your business; it allows the employees to gain new knowledge relevant to their current job role or for future growth. Manually training the employee can take up a lot of time for all the involved parties, and it might become hard for the management to track the training process of the employees.

HR portals for SharePoint allow the HR team to create a central training site where employees can view and enroll in a training program. They can also see the programs they are involved in and the training they previously took part in. The managers of departments can crate training programs, which the employees can join with a single click. A shared training calendar makes it easier for everyone to view the ongoing and upcoming training programs; they can also filter the calendar to find relevant training programs.

Employee Evaluation

Employee evaluation and performance reviews depend heavily on the HR department to coordinate with the internal departments and collect the relevant information from each department, create tests, and take interviews, etc. This can become problematic because of conflicting work schedules or frequency of work.

With HR portals for SharePoint and Office 365, the HR department can manage the evaluation and performance reviews efficiently. They can create a self-evaluation employee portal where the employee can easily evaluate themselves; this saves a lot of time that can be used to focus on work. The HR department can track employee accomplishments and goals. The HR team can also view the history of past reviews and monitor progress through interactive dashboards and assign author rights to the department managers.

Employee Management

Employee management can become tricky if the number of the HR department is disproportionate to the strength of the employees. Tracking employee information and requests can also pose a significant challenge, especially in a large organization. Manual document management can also become hectic for the department as there is no practical way of preventing unauthorized access and search through the employee documents.

Document Management becomes more convenient with HR portals for SharePoint as they enable the HR department to search through the documents through a centralized search; they also safeguard the documents through encryption. Alerts can be set up in HR portals so the HR team can know when someone tries to access the documents. The HR team can also manage the preferences for document downloading.

Request handling becomes more comfortable as well; the employees can request vacation and raise directly. The HR team can approve and track employees’ vacation, track bonuses, and benefits, review training progress, track changes, and view the history of employee documents, job roles, or employment contracts.

Conclusion

Integrating HR portals into your SharePoint can be highly beneficial for your business. They can empower your HR team to carry out their day-to-day process more efficiently and increase their overall productivity while saving time for both the HR department and the employees of your company.

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