HRIS System Interfaces Explained

May 16, 2013 by Leave a comment

During your assessments of or research about HRMS payroll software programs or HRIS payroll systems, you are going to hear interfaces being spoken of quite a bit. The aim of this article is to provide an accurate explanation of how interfaces are generally used.

business learning

If you are considering buying an HR software application, HR information system or HRMS payroll system with the goal of connecting it to an existing payroll program, the following will provide great assistance to you. Most HRMS payroll system programs provide some form of transfer capability for payroll data or HRIS data between systems.

First, it’s crucial to make the distinction between an interface and HRMS payroll integration. With an integrated system, you are going to have two items that share one payroll and HR software solution database or an automated real-time data transfer and update between systems. With Payroll and HR software programs, this isn’t common unless you are operating both systems for one company. If these aren’t your circumstances, you will be working with interfaces.

When working with interfaces, you’re going to need to either manually, or by utilizing some type of automation, move HRIS data from HR to Payroll or vice versa. In many instances, this is a relatively manual system to establish but isn’t difficult to maintain. If you want to move data from Payroll to HR, you’ll need to make a new file in the payroll system and transfer it into the HRM Software solution using some type of application. The main issue with this process is that, if you’re not using automation, you’ll need to regularly execute the data transfer, because, in this illustration, the data in Human Resources is only as current as the last data transfer from your payroll software. There isn’t any justification for not making use of interfaces as they are the standard for sharing data between two distinct products.

How Payroll Interfaces Operate within HRM Systems

If you are making use of a commonly known payroll application, most, if not every, HRIS Data system will offer some form of interfacing functionality between your payroll product and HRIS system. If this isn’t the case, your HRIS payroll system will provide a program for importing and exporting.

System interfaces are synonymous with “data mapping.” When you identify the particular system that is going to drive the data, a report comprising the information needed to be moved into your import process will be run from that system. After running the report, it is usually changed into a text or Excel file for import. At this point, you’ll need to ensure that each system is communicating in the same language, otherwise known as data mapping. If, in a particular system, the field for first name is known as “fnam” and in the system being mapped to it is “first name,” you simply order the “fnam” info in your product to fill the “first name” field. This occurs repeatedly for every field common in both systems. The positive aspect of this is that after your establish data mapping, the process will not have to be repeated; the next time you are required to perform a data transfer, it will only take a few minutes.

Authored By: Rebecca Whiteside. Rebecca contributes regularly on The HR Blog.

Filed under Business, Human Resources, Training Tagged with , , , , , , ,

8 Time Stretching Tips to Maximize Your Day

May 13, 2013 by Leave a comment

By Mark Combs, Cre8iveDept.com

What is the number one excuse you give when someone adds to your to do list? “I don’t have time for that!” When I say you should market you business, what goes through your head? “I don’t have time for that!” Everyone seems to need more time. I know I need more time to get done everything on my list. Time is a resource we all have the same quantity of, but it seems more valuable than ever. We can’t buy more time but we can waste time. We can’t save time for later, we can only trade our time for something else. You can’t slow time down but time can fly by. So how do we stretch the time we have to get the most out of it? I have a few suggestions.

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1) Everyone gets 1440 minutes every day. No more, no less. Know the worth of every one of those minutes.  If you work 40 hours per week (yea right, an entrepreneur that works 40 hours a week. Ha!)  for 50 weeks every year (as if you get 2 weeks of vacation. Bahaha!). You have 2000 work hours per year. For the sake of math, let’s say you make $100k per year. That means your time is worth $50 per hour. You are paying $50 for that hour meeting. $25 for that half hour phone call. Knowing that you minutes are worth 83 cents, lets you prioritize your tasks to make the most of that minute.

2) Your “yes” is a “no” to something else. When you commit to doing something you are telling something else no. Since we only have 1440 minutes by approving one activity you are neglecting another. It is impossible to say yes to every job, customer, vendor, etc. You must say no to someone or something. Choose wisely.

3) Beware of distant elephants. Far away, even large things appear small. When you are asked to help in some way for a benefit next month, or a project next Fall, make sure you truly have the time for it. From this distance the biggest of projects look smaller than they actually are. When you get to that project, you will find bigger headaches than you anticipated and I am sure they will make a mess. So beware of distant elephants.

4) Start times and end times are a matching set. When you book a meeting, set the start time as usual, but make sure to book the end time as well. Open ended meetings and events tend to run long and wander through multiple topics. By setting end times for your meetings, you have to get to the point of the meeting and come to a solution quickly.

5) Give yourself limited “got-a-minutes”. You know what those are. Coworkers popping in and ask “Got a minute?” Your answer should be, “only three left.” Or how many you gave yourself each day. When they run out, stop accepting those interruptions. It will be hard at first, but soon your coworkers will be at your desk early or they will wait until tomorrow with little complaint.

6) Block out time to return important calls and emails. You can create several small sections throughout the day or one block of time at the end of the day. When you set time slots for answering calls and emails, you minimize interruptions to your work flow and become more productive. I spend 15 minutes when I first get to my desk, 15 minutes before lunch, then 20 minutes before I leave, saving the rest of my day for productive work with fewer interruptions.

7) “How can this get done?” is the right question. Never ask “How can I get this done?” By taking yourself out of the equation, you open up opportunity for delegation. Who can get this done for you? Is it worth your money to keep your time? Can they get it done quicker and more efficiently? Some of us have trouble letting go of jobs and projects,  but if you are after more time, you can’t do it all.

8) Relaxation is a skill. Sleep is a weapon. Learn to take some time to unwind and get plenty of rest. I used to burn the candle at both ends. I figured out I wasn’t as bright as I thought I was. Our bodies were made to have a time to rest and relax. Without a certain amount of down time, we tend to make poor decisions and our productivity suffers. Learn to relax with the ones you love and enjoy and use sleep to make you better.

Time is a commodity of limited supply. We get to choose everyday how we spend it. When we work we must do our best to keep from wasting time because we never get it back. If I can take something off your plate and give you more time please let me know, I am glad to help. –  MarkCombs@Cre8iveDept.com

Filed under Business, Energy, Entrepreneur, Health and Safety, Human Interest, Human Resources Tagged with , , , , , , , , , ,

Safety In Industrial Jobs

May 10, 2013 by Leave a comment

Health & safety in any industry is of the utmost importance. Ensuring that your employees working environment is risk free may not only improve productivity but could also save you thousands over the years. Industrial disease and injury covers a wide variety of ailments and accidents, countries around world have implemented a variety of different regulations which if adhered to will significantly reduce the likelihood of employees developing industrial illnesses.

Welding Operator - Bob Watt

Welding Operator – Bob Watt

Industrial disease is a broad term for illnesses that have developed within the workforce owed to an employee being negligent.  An employer that has been deemed to have been negligent may be liable for a variety of workers claims and may in serious cases result in investigation from a governing body to determine whether your workplace is a safe environment. These conditions are broken down into categories which include:

  •  Industrial hearing loss- A term used for hearing loss suffered due to working in an excessively noisy environment for prolonged periods of time.
  •  Asbestos related illnesses- Any illness that has been caused by exposure to asbestos such as mesothelioma and asbestosis.
  •  Repetitive strain injuries- Generally found within office environments amongst typists who perform repetitive jobs hundreds of times per day.
  •   Dermatitis- A skin complaint similar to eczema caused by contact with an irritating or allergic substance.
  •   Breathing Issues- Includes conditions such as silicosis, emphysema and chronic obstructive pulmonary disease usually found in workers who have inhaled excess dust.

Health & safety regulations differ depending on the industry but always have the same goal of creating the safest possible environment for employees. Sectors that are dusty and noisy will have to comply with both sets of regulations if they wish to be deemed risk free.

Noisy environments.

If a workplace is deemed to be excessively loud it is the employers responsibility ensure that the noise will not be affecting staff and lead to industrial hearing loss. Hearing protection such as ear plugs and ear defenders should not only be provided but also enforced. This will limit the amount of exposure to noise that individuals are facing. Many businesses are now testing the noise levels within the workplace which in turn should dictate the necessary action. In certain scenarios companies regularly carry out hearing tests to monitor each staff member.

Office environments.

The health & safety regulations within these industries have been updated regularly to keep up with technologies rapid expansion. Employers must now ensure that staff are provided with equipment that reduces strain on the body by encouraging yourself to maintain a suitable posture. Items such as ergonomic wrist and mouse rests are now being introduced in offices especially to employees who begin to suffer with a discomfort in their arms.

Industries that contain hazardous materials.

Any industry that exposes workers to hazardous materials is subject to strict health & safety regulations. A company must ensure that there is absolutely no unnecessary exposure to a hazardous material and that employees are suitably protected. Protective items such as respiratory masks, gloves and barrier creams may all be used to reduce the risk involved.

Any incidents or complaints from employees must be recorded and action should be taken to remedy the situations to prevent further occurrences within the workplace.

Filed under Business, Engineering, Health and Safety, Human Resources, Manufacturing Tagged with , , , , , , , , , , , , , ,

Investing in Relationships is Investing in Your Business

May 7, 2013 by Leave a comment

When it rains, it pours and the economy has put a hard hit on small businesses in recent years.  Fortunately, starting and maintaining a successful business is possible in almost any economy.  By investing into relationships, you are sure to see a strengthening of your company and of your brand.

Customer Relations

Your customers are some of the most important relationships a company could have; without them, your business couldn’t survive.   Take the time to communicate with each customer to ensure that they are happy and fully satisfied.  When they understand that you care about their individual case, they will feel as if they are respected and cared for; leaving them feeling as if their investment in your company has done more than just produced a product.

Happy customers will quickly become brand advocates; this is your best advertising attainable.

Thank you handshake

Employee Relations

An equally important type of relationship is a business owner (or boss’s) relationship with their employees. It is not only important to develop brand advocacy within your customers but also within your employees. These are the folks who will be making day to day decisions how they will treat customers, how hard they will work and how they will handle working situations.

If you respect your employees and treat them well, you are likely to harness a team of employees who respect you and your business.  There is no better company and brand assurance as when employees love and appreciate their jobs.

Be Transparent

Honesty is always the best policy.  By owning your mistakes and making them a positive learning situation, your customers and employees will feel confident that they will be able to trust you and your company.  In fact, even in bad situations, you can create brand advocates by acknowledging the issue, respectfully responding and stating how you plan to make it right.

Concurrently, when your business has reached success it is good to publish that information and share in the joy with your employees, their families and your brand advocates (company friends).  Success is appreciated when it is humble and grateful success.

Always remember, being secretive sends a caution signal to all of those who are associated with your company.  Also keep in mind that wisdom of when to share and what to share must be coupled with transparency.

Seek Council

Just because you own a business does not mean you are expected to be an expert in all areas.  Being able to identify when you need help is of great worth.  Finding professionals you can trust when it comes to the tough stuff, like property laws, transactions, taxes and accounting, will be extremely valuable partnerships.  Coincidentally, by delegating those tasks to the more efficient party to handle, you will then have more of your own bandwidth to focus on those items that you do specialize in.

Along with other best business practices, investing in your business’s relationships is one of the best ways to ensure that those involved in your business have your best interest at heart.  Happy employees and happy customers will give more of their time and effort to your cause as well as feel comfortable promoting your product within their networks.  Also, having professionals whom you can trust will help keep many important aspects of running a successful business organized and legal.

 

This article was written specifically for Innovations in Piping Systems by Smith Gilliam Williams & Miles, Atlanta Attorneys who have been serving their clients in areas such as: Business Law, Taxation Law, Real Estate Law and many other Areas of Practice since 1928.

Filed under Business, Economics, Entrepreneur, Human Resources, Sales and Marketing Tagged with , , , , , , , , , , ,

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