Personnel Management Software

Although the term HR is more commonly used nowadays, Personnel can be an interchangeable term – both basically refer to anybody working for an organisation.

Types of personnel

In the UK, the government recognises five common forms of employment status all of which can determine personnel; workers, employees, self-employed and contractors, directors or office holders.

‘Workers’ refers to anybody who has a contract or arrangement to undertake work in return for a reward (although not necessarily financial). Attendance at working times is generally compulsory and the employer must ensure that a sufficient amount of work is provided to fill these hours.

A ‘worker’ may be given ‘employee’ status to afford them additional rights, including statutory sick pay, notice periods for termination of employment and protection against unfair dismissal. Some of these rights will only be offered following a probation period.

If an ‘employee’ runs their own business in addition to working for an employer then they can be both an ‘employee’ and ‘self-employed’ – a term used to refer to individuals that take responsibility for the success or failure of a business venture. The self-employed are not to be confused with ‘Directors’ who run limited companies on behalf of shareholders. The final status is ‘office holders’ who do not have a contract or receive regular payments; these may be trade union secretaries, trustees or members of the clergy.

The importance of tracking personnel for HR reasons

UK organisations have a legal duty to ensure that records pertaining to any of these personnel are kept up-to-date and secure; Personnel Management Software can assist in tracking this. Having searchable and editable records makes updating employee information straightforward and fast. Additionally, Croner Simply Personnel is personnel software that can be secured in-line with existing IT policies, ensuring that security is as you like it.

Aside from legal obligations, employers may wish to monitor attendance, whether that is ensuring that a sufficient level of staff are available to handle the workload or that unauthorised absence levels are not too high.

It is also important to identify skills gaps to ensure that training budgets are spent wisely and also to see if what you are paying staff is justifiable in terms of work completed and hours put in. Croner Simply Personnel has the ability to assist with any such task.

Can Personnel Software help with efficiency and legal compliance?

If you are currently handling important documents, such as employee records, in paper form then switching to managing them electronically will vastly improve both efficiency and legal compliance. For example on paper, small amendments may require the document to be completely reproduced, safely disposing of old or erroneous versions can be unmanageable or – in the worst case scenario – the document could go missing entirely. The Personnel Manager module means you can edit just the section of the employee database you need to, have no paper trail and electronic back-ups. In the Employee Self Service module, staff can edit their own personal details (with permissions only showing pertinent information) and admin can be reduced by allowing staff to request their own holidays for line manager approval.

Perhaps the important reason for switching though is that maintaining confidentiality is not as easy on paper. For instance, if a colleague happens to be passing your desk, they could accidentally see private information. Croner Simply Personnel comes with advanced features to secure employee records in-line with the Data Protection Act 1998.

To see how Croner Simply Personnel could help you, why not take advantage of a free demo? Call 0844 693 1247 or e-mail simplypersonnel@croner.co.uk.