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In this fast-paced business environment, companies are always looking to improve themselves by becoming more efficient and more productive. Often, the focus ends up being on the workforce, and as a result of this, there has been a huge boom in HR automation software. This technology helps all those in facilities management and HR keep track of employees by monitoring: hours worked, absences, holidays, sick pay, holiday pay, overtime and much more. These software-as-a-service (SaaS) companies have grown exponentially in the past few years, for they provide an ongoing subscription to a set of tools that have become invaluable to many businesses.

The benefits of these systems far outweigh the cons, which are a very small list. The ability to centralise the entire operation means that, “because of the improved efficiency of their HR departments, they [companies] are able to operate with an average of 1 member of the HR team per 154 employees.”[1] That is a considerable amount of time and money saved through investment in these platforms. So, imagine if that kind of processing power can be put in place across the rest of your business?

With the advent of these systems, the facilities management sector had to step up. In our industry, facilities managers need to work with the companies that they are hired by, to ensure that the day to day running of the business/businesses on the premises is smooth. This is done through several varying methods such as visitor logs, access control and more. However, for those that work in the building these can be a nuisance, so there must be a compromise. Onsite management systems are not only effective ways of managing access control, but they can also integrate with HR software to help your business keep track of the important things.

Access Control

Access control (AC) is the selective restriction of access to a place or other resource.[2] This sounds simple enough but often the connection to HR software is not easily visible. In these modern times, there has been a rise and emergence of Smart Cards on the market. These kinds of work ID are very popular in large corporate environments because they can automatically be used as keys to locks, logins to computers and they can even provide access through the turnstiles at the front entrance. This kind of access control with NFC cards is very popular; it provides a safe, efficient method of access control without disturbing the comings and goings of employees. Onsite management systems can use this kind of technology to log when an employee enters a building and when they leave. When integrated with HR software, it can log how many hours they have been working, if any overtime is worked, when they took their lunch break and for how long.  It can also report any absences.

Visitor Management

Keeping a log of employees comings and goings is relatively straight forward, but what of that of visitors or contractors? Any visitor or contractor to the business poses an issue. The use of onsite management systems combined with HR software can not only keep track of visitors’ whereabouts on the property, but also ensure that only the authorised person is allowed onsite.

Fire Mustering

Imagine the horrific scenario that a fire breaks out. This situation may be rare but it is always a possibility. Do you know who is in the building? How many people are there? Are they all accounted for at the fire mustering points? How can you be sure? The use of an OMS will help you account for all those that have entered the building. It would be a nightmare to lug out a visitor log book every time you take a name or go to a fire mustering point to make sure everyone exited the premises safely. This process would be potentially fatal if someone was trapped and it took you too long to realise they were absent. This is where HR and Onsite Management systems enter: in the event of a fire, it can automatically print out a full list of people that are in the building, such as employees and visitors. Or, if you are more technologically minded, each fire marshal can log onto their smart phone and check all the information on a centralised list, so that if there are multiple fire points then all persons can be accounted for faster.

Conclusion

These are the three largest aspects of how the integration of technologies such as HR automation and Onsite Management can benefit a company of any size. We could have delved deeper into how each piece of technology can benefit you, or how the combination works on a deeper level. But this would have lead to an extremely long article. The major points covered here should provide you with the necessary overview you need before you consider investing in this type of technology.

[1] http://blog.capterra.com/is-hr-software-worth-it/

[2] https://en.wikipedia.org/wiki/Access_control