What to do when you don't want another system in your company, but the current ones do not meet the expectations of either HR or employees? It's time for a solution that will allow you to gain control over all the tools and give them the power to act. See how to transform dispersed, inefficient systems and processes into one multifunctional employee portal. How to automate absolutely every HR and payroll area, without IT help. It's time to make HR dreams come true!

Employee portal – just not another system…

There is a lot of talk about digitization, robotization and digital transformation. But what does this mean in practice for HR? Most companies already have some system, or even more than one. On average, in a company employing more than 100 employees, they exist 3 different systemsused by HR. And 47% of companies have systems older than seven years (1). Each of them manages different tasks, often exports data from one to another manually, and many processes remain outside of them.

It was supposed to be so beautiful, but it turned out as usual. Despite digitization, spreadsheets and even paper remain in many places. And you still have to manually enter data, create complex reports in spreadsheets and send statements by e-mail. Nobody wants to hear about the new system - writing down the requirements, analyzing and implementing it will take another year and will cost a lot. So HR people secretly dream of a super-system that would somehow connect it all. And they continue to delve into the sheets...

The gray everyday life of an HR professional

However, the current state of affairs cannot continue any longer. In such conditions, HR managers cannot carry out tasks efficiently, effectively or on time, let alone be creative or implement their own initiatives. This also means, as rightly noted by Iga Pazio, Editor-in-Chief of the HR Compendium and the WyzywaHR.pl website, that the HR and payroll area enjoys the least sympathy among employees (2). Staff members are well aware of this situation, but they are unable to break this impasse on their own.

As many as 42% of HR employees indicate internal communication as their biggest problem. Creating an engaging work environment comes second (3). What stands in the way of meeting these challenges? Daily handling of employee matters. According to a CareerBuilder survey HR managers lose an average of 14 hours a week manually performing tasks that can be automated. More than a quarter waste at least 20 hours (4). When asked what tasks they would like to get rid of, HR specialists mention: calculating remuneration and benefits, HR documentation, absence management (3). Such tasks should be supported by the employee portal. He should, but…

Most "employee portals" in companies are a simple intranet where you can download a paper application, check the regulations, or read a reminder about the deadline for submitting applications. You can't "get anything done" there. That is why HR managers receive calls and e-mails every day with questions about leave, settlement of business expenses, etc. They also spend several hours a week checking contracts and documents, entering data into systems, preparing employee surveys, settling business trips, reminding about PPK, Social Benefits Fund, etc. In addition, there is recruitment, onboarding, training, events and employer branding. In such an environment, it is difficult to maintain "Human", i.e. the human element in the area of ​​Human Resources.

What do HR people dream about? And the employees too!

If this is the situation in your company, it's time for an employee portal with a capital "P". A modern employee portal is one place for all employees regardless of the role they play in the organization, ensuring 100% compliance with company policies and processes and 100% securitya. This is a place where you can actually "get things done". So you can:

• submit an application for leave, an advance payment, benefits, a business trip, a new vacancy, a new computer, fill out a circulation card, employee evaluation and much more;
• check the leave status, the employee's equipment, contract terms, employee benefits and everything the employee has at his disposal;
• download PIT, pay slip, work regulations, quality policy and any other necessary document;
• receive reminders about an expiring contract, tire replacement, company event, ordering Christmas gifts, employee's absence and everything else that is important.

This is what digital transformation in the HR and payroll area should be based on - providing real support to all process participants. Digitizing processes is the only way for HR to improve their work and regain time for more important, more valuable tasks. Automation of repetitive, time-consuming and burdensome tasks leaves more space for building relationships, motivating, developing employees, taking care of retention and employer-branding activities.

Company portal – one to rule them all

A tool that allows you to eliminate manual handling, simplify and speed up processes, and above all, "get things done" is the Qalcwise platform and the HR applications available there. Don't worry, we know that no one wants another system... but Qalcwise is something more!

Qalcwise fills gaps in other systems, replaces 100% of processes managed manually, on paper and in spreadsheets. HR applications support any HR and payroll processes (settlement of delegations, administration of business expenses, working time management, leave management, recruitment and onboarding etc.) and can be integrated with systems already present in the company (SAP, TETA, etc.). Instead of switching between systems, exporting data, and sending employees to a different platform with each case, you gain one intuitive interface, integrated with other systems. Qalcwise, like the One Ring from "The Lord of the Rings", will allow you to control all processes and systems.

What about the Eye of Sauron? What will IT say about this? And how much does it cost? How long will it take to implement? Configuration and implementation takes from several days to several weeks, therefore, it does not require time-consuming implementation. And introducing modifications in the event of a change in the process can be done "right away", without the need for complex system reconstruction and IT involvement. Qalcwise HR apps are up to 10 times cheaper than competitive solutions, so you can add money savings to time savings. And IT will be happy to hear that it does not have to commit its resources to this project.

The latter gives Qalcwise's HR applications in the cloud a special advantage over other solutions. Qalcwise uses no-code technology, allowing business people, such as Human Resources employees, to create solutions on their own. No programming, no IT involvement. The platform uses spreadsheets, similar to those in spreadsheets, and simple widgets that allow you to independently configure and create HR applications (and for each other department in the company).

There are many more advantages of working in Qalcwise applications. Thanks huge flexibility they can be adapted to even very complex processes and rules prevailing in companies. For this, employees can use Workflow – preview of the flow of documents and tasks, enabling you to check their status and the assigned person at any time. Usability is the middle name of Qalcwise, hence all applications are available on mobile devices, so that operations can be performed anytime and anywhere. Thanks to this, the Fellowship of the Ring can, for example, send back applications or report expenses on an ongoing basis. And everything counts and records itself, the data is compiled into statements, the statements into reports, and reminders are sent automatically. Such things only happen in dreams and… Qalcwise!

If you want to learn how to replace inefficient systems with a modern employee portal and test ready-made HR applications, write to us: qalcwise@qalcwise.com

(1) Bersin by Deloitte
(2) "Evolution, not revolution", Personnel & Management (No. 10/2019)
(3) Research "HR professional's own portrait", Pracuj.pl (2016-2019)
(4) CareerBuilder survey