Microsoft 365 & SharePoint HR Intranet: Improve your Human Resources Processes

With the growing business complexities, technological advancements, and fierce competition, businesses and their operational processes and challenges are also evolving drastically. Especially with the post-pandemic shift in employment diaspora, the development, and management of an engaged and collaborated workforce seems a difficult job, especially remotely. The HRs worldwide are putting efforts into providing a cohesive work environment to remote employees, to maintain their productivity levels. The easiest and most efficient solution then is the deployment of a digital human resource portal. There are several digitalization platforms like SharePoint, that allow businesses to create a site to manage their internal (employees) and external (customers) easily. SharePoint HR portal is an intranet that simplifies the processes for employees but also maintains consistency and coordination within the departments.

Wondering how? Let us explore how a SharePoint HR system can boost diverse HR functions and processes.

• One of the major functions of the HR department is to thoroughly understand the core processes and procedures of the organization. When HR identifies and understands the processes, they can elucidate them, automate the processes using the HR intranet portal and ensure their digital completion. Automating and streamlining workflows is easy with the SharePoint HR portal.

  E.g., with the Form Centre, managing the payroll is easy and efficient more than ever. Be it approving or rejecting time off requests, out-of-office timing, expense reimbursement, purchase request, cheque requests, credit card, etc.

• Another major function of HR is to introduce modern technology or upgrade an outdated one. Before introducing the change, the HR team can thoroughly analyse the requirement for change, explain its advantages to the team, and then implement the changes so that the workforce can adapt to the recent technology readily. The HR portal powered by SharePoint is easy for employees to navigate their way through the portal easily.
• It helps in developing a simple and paperless HR solution, where employees do not need to remember multiple login credentials for executing or accessing multiple tasks.

In furtherance of the basic HR operations, it also fosters the management of core and extended HR operations like employee onboarding activities, employee engagement, employee separation or offboarding, etc. The portal helps HRs to deliver impeccable employee experience. And with the integrated Microsoft suite, the HR portal offers multiple tools for the smooth management of processes.

Now that we have understood how it benefits the human resource teams, we shall delve deeper into the various functions of the SharePoint Human Resource Management System.

1. Employee Onboarding

With the SharePoint HR portal, new hires can independently complete documentation, and HR can set reminders for the hiring manager, IT department, and admin team for helping them in the quick completion of onboarding requirements. The SharePoint HR portal enables seamless synchronization of forms with employee directories/databases and fosters maintenance of up-to-date records. It helps in creating a smooth, paperless, and interactive onboarding experience for new hires and hassle-free management by HR teams.

2. Employee directory tools

It provides easy search and reaches employees of different departments/locations from the centralized employee database. The human resource portal enables the users to conduct a search using multiple filters/specifications like name, job title, location, department, skills, managers, etc. The employees can directly call or chat with the employees, view their hierarchical structure, and get the complete information just by clicking on their names in the SharePoint contact list.

3. Time-off Manager

An effective tool for leave management and its integration with the payroll and attendance system. The smart multi-level approval feature of the Microsoft 365 HR system ensures that all the concerned managers and HR teams are reminded regarding pending leave requests. HRs can even set the number of permissible leaves, provide holidays as per employee’s location, and modify the calendar according to organizational needs. It displays a real-time leave dashboard for keeping track of leaves taken, allowed leaves, and eligible leave types for different employees.

4. Time Sheet Plus

With this tool of the suite, employees can easily record the work hours dedicated to multiple projects/clients respectively in the tracker sheets. Further, these sheets are approved by task managers daily/weekly after the tasks are marked complete and disallowing the employees to make further modifications post the approvals. It allows employees to create different time trackers for different projects, clients, billing procedures, etc. The managers can view daily, weekly, and monthly reports using time trackers.

5. Expense Reimbursement Tool

It automates and simplifies the entire expense report cycle. With the SharePoint HR portal, the employees can fill out digital forms, and scan and upload bills, receipts, and invoices using this tool. It provides real-time expense reports to the finance department and expense approvers which imply quick approvals and settlements. The employees can even select different currencies while claiming reimbursements in a single report.

6. Document Management System

It centrally stores all the information existing in different forms (emails, pdfs, word docs, etc.), plus, maintains a complete record of accomplishment of the employee from their onboarding till separation. HR teams can create a centralized repository and provide secure access to all the documents. The human resource portal streamlines the entire document sorting and searching process and allows easy document routing for reviews, acknowledgments, or signatures. The documents here are secure from theft, natural disasters, and other threats. Furthermore, it provides real-time updates on documents you have, missing ones, or unwanted files. Moreover, you can control who has access to which document, and get to know who has stored, modified, moved, shared, or deleted the documents.

Benefits:

Bottomline

The SharePoint intranet for the Human Resources department has become a pillar of strength for organizations considering the benefits it provides to the department. An Microsoft 365 HR system can unthinkably transform your entire business and its work culture.

The cohesive work scenarios developed using the intranet can easily convert your remote workforce into productive, collaborative, and integrated teams.

With the successful deployment of the intranet, you simultaneously contribute to building the employer brand, supporting employees and their management, boosting operations, and improving processes, eventually bringing positive change in the people, process, and organizations.

So, what is stopping you now? 

Book a demo with us to explore how BizPortals 365 SharePoint HR portal helps in establishing consistency and coordination within the departments and simplifies the work of the HR department.