Everything You Need to Know About Self-Service HR Software

Employees around the world and in Thailand are doubling their focus on the quality of employee experiences. Mercer’s Global Talent Trends Study 2023 reveals that 69% of the Thai workforce wants the ability to work remotely or in a hybrid manner on a permanent basis. To provide better experiences to a distributed workforce, companies need to leverage online and digital tools. This article discusses a key part of this toolkit – self-service HR system.  

Human resources departments are among the most important administrative functions in any organization. Too often, however, they devote their time to mundane tasks instead of serving as a strategic powerhouse within the organization.  

Employee self-service is a common component of HR software that allows employees to perform HR-related tasks independently. It dramatically decreases HR professionals' administrative workloads while also improving employee experiences. 

What is a Self-Service System?

Defining Self-Service HR Software: 

Employee self-service (ESS) makes data and tasks available on devices with internet access. This lets workers perform a range of HR-related activities without depending on the HR team. 

ESS, also known as HR self-service, is offered by several HR solution providers. It allows employees to manage their own development and job-related duties, which are typically handled by the HR department. This saves the company both time and money. 

Employees can interact with their HR department to verify their remuneration and PTO submissions, go over timesheets, and update their registration in benefits packages, among other things. Several solutions also offer a mobile app for self-service, enabling users to finish tasks remotely. 

How Does Self-Service HR Software Work? 

Employee self-service functions through a company's intranet or HR web portal. Users can opt-in to access the portal.  After logging in to the ESS portal, users can manage their employment-related data. 

Most contemporary ESS portals facilitate access through mobile HR applications. This improves the user experience as employees will have access to their data regardless of the device they are using. 

Typically, organizations would want employees to handle compensation information, perks, leave requests, performance reviews, and reimbursements for travel and other expenses. However, these are merely the most common features. Your organization's size, sector, and specific objectives will help you further refine and establish what the ESS can achieve. 

Most SMBs will need an ESS that's integrated into a plug-and-play HR system. Larger organizations might require additional features, like manager self-service (MSS). This enables team leaders to focus more closely on aspects such as their teams' performance and attendance. 

The interactive elements of ESS systems can incorporate automated processes in the form of live conversations or a ticket-based support desk. You can also anticipate FAQs or create a social media-like platform wherein staff members respond to each other's queries on common HR-related topics.  

At the backend, the self-service HR software is connected to a cloud database, which contains all the data to be retrieved and updated. It also connects to systems that will be used by the HR team, so that when an employee updates information or places a request, the data is automatically synchronized across the board. 

If your ESS portal, HR software, database, and intranet are all from different vendors, then you will use application programming interfaces (APIs) to enable this data flow. 

Learn More:  The Ultimate Guide to Online Employee Management Systems and Dashboards  

Why Use Self-Service HR Software? 

These are several reasons why organizations in Thailand and across south-east Asia are embracing ESS. 

1. Supporting hybrid and remote work

Research reveals that 82% of workers in Thailand prefer hybrid work environments. However, the absence of communication remains one of the greatest challenges of remote and hybrid work. Consider the advantages of ESS if you manage a distributed workforce, or if you plan to action this workplace strategy in the near future. With self-service HR, individuals have access to their HR data and responsibilities at any time, and from any location. 

2. Driving a culture of transparency

Self-service for employees makes their work simpler and more efficient. They can readily update their personal or professional details, submit requests, and monitor the status of their requests. All of this is possible on their mobile device. The primary concept here is openness and transparency. When employees can readily monitor their performance, view compensation data, and ask for time off, they will be more invested in their work. 

3. Improving flexibility of access

ESS makes it simple for employees to remain connected to their tasks from any location. The portal is accessible from desktops, laptops, and even handheld devices, allowing individuals to perform work-related duties, schedule vacations, and access crucial data. Employees are no longer mandated to work from the office only to complete tasks. They can finish their HR-related tasks over their lunch break, at home, or while traveling. 

4. Simplifying compliance reporting

Government statutes and rules, like the Labour Protection Act of 2541 B.E., enforce stringent reporting standards. With self-service HR software, every team can access the data necessary to fulfill compliance objectives. Employees can swiftly and simply create internal reports, minimizing errors and preventing penalties. Most of these systems monitor and process records in the right format while offering important statutory updates. 

5. Managing cashflow

With HR self-service, employees can send expense reports instantly. It simplifies processes by offering easy access to authorizations and refunds 24 hours a day, 7 days a week. It also helps post receipts and manage expenses while traveling. This has a massive impact on the cash flow of organizations. An ESS also reduces the risk of reimbursement fraud. 

6. Protecting user privacy

As a component of the employee self-service configuration, you can specify which fields should be viewable and editable by employees. You can also set up permissions so that only the HR associate or manager can view or modify the data. This way, you can receive information from employees while maintaining your privacy preferences. 

Learn More: Employee Service Platform: A Comprehensive Guide  

10 Self-Service HR Software Features You Need 

In it’s early form, self-service HR software was only about document management and allowing employees to view/modify their personally identifiable information. But ESS technology has come a long way since then. Today, ESS software can provide organizations with the following capabilities: 

1. Time and attendance recording

Employees can access their work schedules, time sheets, and vacation requests online. With access to this data through ESS, people can track their own attendance and validate their working hours for payroll administration. If there are any discrepancies, employees may submit correction requests. Once administrators authorize the application, the system refreshes the attendance data automatically. 

2. Payroll processes

Self-service HR software allows employees to look over and print their pay slips. This minimizes the HR department's workload of printing and distributing physical copies. Employees can also customize their tax withholding or deductibles information. Self-service payroll tasks can improve experiences for employees who are leaving the company, leaving a positive impression and eventually building your employer brand. 

3. Employee development

Over the past few years, there's been considerable discourse surrounding the skills divide. 55% of Thai workers are proficient in the digital skills needed for future employment (computer skills, rudimentary coding, digital literacy, etc.) – that's low when compared to other nations in the region. Training serves as one of the most effective methods to tackle this issue. 

Various ESS portals offer employees access to a learning management system feature or an integrated solution. They can complete assigned coursework, engage in collaborative learning, train for certifications, and much more, syncing the data with other HR systems. 

4. Employee onboarding

Employee self-service portals can also look after employee onboarding – another  common but cumbersome HR task. ESS portals enable managers to interact with fresh hires, make them feel at home, and give them everything they need to settle in, and embrace the organizational culture. Also, digital forms allow you to go paperless and eradicate tedious manual data entry. 

5. Employee benefits self-service

The ESS lets employees review and select benefits based on a catalog provided by their company. They can peruse and select benefits programs, handle enrollments, and make alterations for significant life events. In addition, they can modify retirement investment plans by altering employee contributions, starting loans, or processing withdrawals. 

6. Corporate knowledge base

When needed, an ESS can provide employees with access to useful data. The portal stores rules, regulations, training materials, and other valuable information. Mobile versions of self-service HR software programs can also disseminate event and HR announcement alerts. Employees are able to access publications and media galleries and follow conversations on popular themes. 

7. Employee help-desk

ESS enables employees to answer their questions in an efficient and prompt manner from a centralized location. They can submit grievances or concerns, which then turn into tickets for the HR department. Through the ESS portal or mobile app, employees can monitor the progress of requests. They can quickly obtain a resolution, submit questions, or get further clarity on an issue. 

8. Survey integration

Tracking employee engagement is a core task for any HR department. By distributing surveys through an ESS, employees can reply according to their schedules – and not during the workday. This data is then shared with the HR teams for evaluation. As a result, they can rapidly evaluate employee engagement and make the necessary course corrections. 

9. Centralized database

Employees can modify their personal information, like their contact information, mailing addresses, and bank account details, without having to submit documents to the HR department. They can also submit tax disclosures online using the ESS Portal, allowing HR professionals to automatically calculate income tax. However, a few of these changes may require HR authorization before they can be executed. 

10. Workflow notifications

HR teams, administrators, and staff members can receive alerts and notifications for an array of events. This may include altered schedules, anniversaries, impending holidays, new data, and labor laws, among other things. Changes can be easily communicated to all your employees so that everybody knows what's going on. Thanks to self-service HR software apps, employees can receive these notifications on their mobile devices, where they are more likely to spot them on time. 

Learn More: The Ultimate HR Checklist for Startups: Documents, Tools, Processes, and Strategy  

Benefits of Implementing Self-Service HR Software 

By implementing ESS, organizations can: 

1. Empower and engage employees

Employees today desire greater professional independence. By providing them with direct insights about their tasks, training, and opportunities for advancement, you put them in charge of their own career pathways and performance benchmarks. 

2. Save time

Routine HR administrative tasks, like creating replacement pay receipts or sending benefits updates, exhaust the time and energy of your HR team. With an employee self-service portal, HR managers can zero in on strategic activities such as the development of new training programs, talent acquisition, and various other initiatives. 

3.  Recruit faster through internal hiring

Current staff members can access internal job postings through ESS portals. As a result, you can use your existing team members to fill vacancies. This can reduce the time spent perusing resumes and arranging interviews. 

4. Ensure work-life balance

With ESS, employees do not need to send out multiple emails to request time off, which is essential for their overall well-being. They can just log in to the portal, ask for time off, and get automatic approvals from the manager. Alerts are also sent to all those impacted, and leave balances are updated. This makes it much easier to take vacations or mental health days. 

5. Save costs

Self-service HR software can save costs – by reducing expenses on paperwork and mailing for correspondence that doesn't need to be sent out as hard copies. It may also reduce the administrative costs related to incoming requests since tickets are resolved faster and with fewer resources. 

Learn More: Evaluating SaaS Performance Management Solutions: An Enterprise Checklist  

Implementing Self-Service HR Software 

Self-service is not only a technological shift, but it can also be a major culture shift for your organization. That is why it is important to plan the implementation process in a manner that is easy for employees to adapt. 

• Populate with the right information: Any ESS portal's knowledge base is its vital component. Your system should cover the most frequent employee requests and inquiries for it to be vast and thorough enough to fulfill their expectations. 
• Prioritize ease of use: Streamlined, effortless interactions with your ESS system will promote continued use of the platform.  Otherwise, they will fall back on manual assistance requests. 
• Make it mobile-first: Delivering mobile-optimized ESS is now more important than ever in today's hybrid and remote work environment. This involves running an exclusive mobile app or using a web browser. 
• Choose ESS champions: Resistance to change is expected in every business. However, if you have advocates or champions for your ESS initiatives, it will be easier to convince employees to try out new technologies. Take action to help your employees understand the many advantages of ESS. 

• Try before you buy: Don't be afraid to try out various market options. You could also sample a few products with a small number of employees and elicit their feedback. Involving staff members in the process of decision-making is a great idea for boosting acceptance and, eventually, adoption of the ESS system. 
• Integrate with other systems: Self-service HR software that integrates and exchanges data with other systems, such as ERP, CRM, etc., offers greater options (and consequently a richer user experience). 
• Provide extensive training: To ensure users are completely at ease with the recently launched self-service portal, training sessions must be scheduled. Encourage employees to select a time that doesn't interfere with their personal schedules. 

As discussed previously, employee self-service conserves organizational funds and has many advantages, but it also presents a few challenges. Consider the following factors to get the most out of your ESS implementation: 

• Employees must have training and experience in order to reduce the risk of errors. Training must include not only how to use the system but also how to resolve issues. You additionally require a grievance mechanism that will come into effect if the ESS becomes inoperable. 

• Implementation requires an initial investment, based on the prerequisites of your business and your service provider. Predesigned self-service solutions must be customized to meet the requirements of your company. 
• Given that an ESS retains and offers access to sensitive data, it is necessary to implement stringent safety protocols. Also, employees may feel apprehensive and reluctant to update their personal details due to security concerns, particularly in light of data privacy regulations. You must be well-prepared to deal with these concerns. 

In the long term, addressing these impediments will make your ESS implementation smarter, simpler, and much more effective. 

Learn More: HR Service Delivery: A Complete Guide for 2023  

Conclusion 

Today, employees expect self-service to be built into their workplace experiences. This covers a wide range of activities, from IT services to HR. Self-service HR software can empower employees and offer them greater convenience. Further, it can reduce workloads, efforts, and costs for HR teams. That is why cutting-edge HR solutions provide self-service capabilities out of the box. Implementing self-service HR software, increasing employee satisfaction, and optimizing HR processes is now easier than ever before.  

Speak to Darwinbox experts to start your ESS implementation today.