Data Centralization in Human Resources

Morgane Lança
August 6 2021

Do you have employees under the responsibility of different supervisors? Does each of them have their own way of managing employee files, and does information end up getting lost as a result? Why not use technology to improve the productivity of all your organization’s departments by centralizing HR information?

With the spread of telecommuting and the consequent need to implement solutions that offer the ability to work collaboratively from a distance, companies are making critical digital shifts. Human resources departments should follow this trend.  This article will discuss the uses of HR data centralization through human resources management information systems (HRMIS), and we will present some of the many benefits of this HR strategy for your organization.

Folks HR is a software that we love to implement with our clients because it allows us to centralize all information relevant to the management of human resources on the same platform, including, to name but a few, employee profiles, performance evaluations, as well as vacation requests and absence management.” – Cynthia Cowan, Académie GRH

Employee Profile

Employee profiles are easily accessible and user-friendly, saving considerable time on administrative tasks and data management.

Employees can update and modify their personal information themselves in just a few clicks, which results in considerable time savings for the HR department as well as for the employees concerned, who gain autonomy. Thanks to this empowerment of all the company’s staff, they will feel more involved, and the HR function can focus on the more strategic aspects of its role. In short, everyone’s life is made easier and everyone wins!

Employee files also include performance indicators for each employee (their accumulated time bank, extra hours, training time, as well as any work-related accidents, for instance).

Absence Management

The time bank is updated in real-time, making it easier for employees to request time off thanks to the regularly updated information. The employee can make their request in a few clicks, removing any risk of making mistakes on the number of vacation days they can or cannot take.

This module makes vacation management a lot easier, and the centralization of all the relevant data on the HRMIS allows a quick and detailed analysis. Once again, this is a very useful tool to save time in your daily processes, to increase efficiency, and to empower employees while being transparent about vacation days and their approval.

Performance Evaluation

Thanks to a detailed search tool, this module allows you to have an overview of the organization’s overall performance, but also more precisely of its productivity by department or by employee. 

Annual, quarterly or monthly evaluations for each employee are remotely kept in order to see a progression over time – attachments can even be added in this tab to retain more detailed evaluations. 

The manager can therefore access their department’s performance evaluations at any time and keep an eye on the team’s overall evolution. This makes it much easier to quickly and clearly identify issues within the company and resolve them as soon as possible. 

The employee can also easily access a retrospective of their professional evolution over the year and identify areas of improvement within the current period. A useful tool for the organization’s productivity and transparency, the performance evaluation module will quickly become an irreplaceable asset for your HR department.

These are relevant examples of the value of centralizing human resources information within your company. And if you have concerns about confidentiality, don’t worry!

You can set security levels for each document added to Folks HR so that only specific people have access to confidential information. Data centralization remains secure for employee information and is adapted to the organization’s various departments while allowing access to data only to qualified staff.

We can mention another module that perfectly demonstrates the usefulness of centralizing data in human resources. With Folks HR, you can create dashboards and statistics, for example, recording the reasons for employee absences or departures. These statistics can be valuable tools for making better management decisions in response to certain issues. They are also invaluable in improving employee retention, as well as identifying potential problems with absenteeism and turnover rates. This example proves once again that centralizing HR data can have multiple benefits for your company, allowing you to address organizational issues wisely and quickly, and even anticipate performance concerns before they escalate.

There is only one solution to take advantage of the benefits of centralizing HR information: choose an HRIS for your company!

Let’s briefly review some of the benefits of centralizing information:

  • Accessibility;
  • Data security;
  • Productivity gains;
  • Transparency;
  • Increased quality of HR service to employees;
  • Simplified data interpretation. 

In conclusion, investing in a human resources management information system (HRMIS) can help you structure your human resources department, whether you are a growing or an already established company. By choosing to centralize your HR information, you are sure to come out on top!

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Many thanks to Cynthia Cowan from Académie GRH for her precious help in writing this article.


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