Web-Based Human Resources (HR) Software

Managing records, benefits, and paperwork through your employees’ lifecycle can be challenging. Traditionally, human resources (HR) management systems required an investment that only large-scale businesses could afford. But with the emergence of online HR systems, small and mid-sized businesses can now take their human resources online and access powerful systems at a fraction of the cost of traditional systems.

Today, there are over 100 online human resources software solutions on the market. But what makes one system better for your company over another? We’ve put together this guide to help you find the web-based HRMS that’s right for you.

Here's what we'll cover:

What Is Online HR Software?
What Type of Buyer Are You?

Market Trends You Should Understand Benefits & Potential Issues

What is Online HR Software?

Online human resources software offers much of the same functionality as traditional, on-premise systems. Also referred to as software as a service (Saas), online human resources systems help automate the core functions of HR departments, such as employee tracking, benefits administration, payroll management, etc. Some online HR solutions also offer performance management, workforce management and applicant tracking add-ons for enhanced functionality.

Unlike a traditional software system, which is installed on-site, web-based HR management software is hosted and managed by the vendor and can be accessed anywhere there’s an Internet connection. And rather than paying an upfront fee for a license, vendors offe a pay-as-you-go subscription - typically on a monthly per-user or per-employee basis.

What Type of Buyer Are You?

Before evaluating web-based human resources software, you'll need to determine what kind of buyer you are. We believe the majority of buyers in this market fall into one of these categories:

• Core HR buyers. These buyers are looking for systems offering a solid solution for streamlining key facets of HR (personnel tracking, benefits and payroll, etc). They may be updating an old system, or they may be purchasing for the first time. Either way, many web based HRIS systems offer scalable functionality in talent management and workforce management to meet the changing needs of an organization.
• Enterprise buyers. These buyers work for organizations that are currently using an enterprise resource planning (ERP) suite. Because these systems are rolled out across such large organizations, seamless integration is usually more important than the specific features. As such, these buyers usually benefit most from solutions offered by ERP providers.
• Small business buyers. These buyers want an online human resources management solution that is straightforward and easy to use. They are less concerned with frills as much as they are with automating their core processes. Many vendors are rolling out basic editions of their solution specifically for this type of buyer, with the option of adding best-of-breed, or standalone, applications as needed.
• Best-of-breed buyers. These buyers are looking for applications to perform specific functions, such as applicant tracking, performance management and workforce management, etc. For that reason, standalone, or best-of-breed, applications are ideal for small and mid-sized businesses.

Market Trends You Should Understand

• Strategic human resources. Beyond core processes, the industry has seen a move towards more strategic functions focused on developing talent in an organization. Following this trend, web-based HRIS systems give more employees within an organization access to be more involved in processes like hiring and performance management.
• Mobile workforce. It’s estimated that 30 percent of the workforce in the United States is mobile. They work on the road, from home, and outside of a traditional 9 to 5 workday. Keeping staff connected to your organization is a matter of leveraging the right technologies. Web-based HR systems and applications now provide users essential functionality from all types of devices - smartphones, iPads/tablet PCs, or computers.
• Employee self-service. HR professionals spend much of their time managing employee benefits, records, and payroll. As HR continues to move toward more strategic functions, the demand for employee self-service options has increased. Many web-based HR solutions offer portals where employees can make changes to benefits plans and access pay stubs and personal information profiles.

Benefits & Potential Issues

Online HRIS software provides an effective solution for organizations looking to better manage and automate their humean resource processes. Because most online HRMS systems are offered on a subscription basis, fewer upfront expenditures are required. Furthermore, as these systems are hosted by the vendor, maintenance is the responsibility of the vendor, and updates are easily downloaded and installed without need for tech support.

Despite the benefits, taking HR to the cloud has been met with some speculation. Outages or disruptions in Internet service - though rare - are a concern for some users. In addition, some systems offer less customization of features than traditional, on-premise systems - although this is improving as SaaS HR solutions mature.

Conversations in the Market

The following topics have been part of recent discussions within the HR market:

• Innovations in mobile employee self-service. An estimated one-third of the U.S. workforce is mobile. Therefore, software vendors can expect to see an increase in demand for mobile HR applications, including employee self-service for mobile devices. ADP, a leading vendor for HR, payroll and benefits administration software and services, released the industry’s first mobile iOS payroll app in October 2010 so users can manage employee information, direct deposits and other payroll processing tasks from mobile devices. ADP expanded that functionality in July 2011 with a free app for Android, Blackberry and Apple device users. ADP Mobile Solutions gives employees direct access to pay stubs in addition to 401K and retirement savings information and time clock/attendance functions.
• Acquisitions of cloud-based HR software vendors. The move toward strategic HR is apparent. In addition to core practices such as payroll and benefits administration, businesses both large and small understand the importance of strategic HR, including talent management and employee evaluation, to recruit and retain talented employees. Best-of-breed providers, like cloud-based talent management vendors Taleo and SuccessFactors, have been popular solutions for strategic HR applications. Large ERP and talent management vendors, which have traditionally offered on-premise solutions, are beginning to acquire SaaS-only providers in an effort to integrate industry-leading strategic applications into their existing human resources platforms in the cloud. Most recently, on March 8, 2012, Cornerstone OnDemand acquired Sonar6, a web-based HR vendor that takes a unique approach to talent management and employee evaluations.

Have an opinion on this guide? Email the authors. We appreciate the feedback.