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Friday 25 Mar 2016

What You Need to Know about HR SaaS in UAE [Guide]

SaaS HR Software refers to the delivery of human resources application in a cloud environment. This model for HR aims to enhance human resources management by allowing employers and employees to access the portal via the web. These applications provide a comprehensive set of tools for managing all aspects of HR, including (but not limited to) performance management, recruitment, payroll management, holiday management, electronic forms processing, attendance management, directory management, and applicant tracking.

But, how do these applications work? SaaS HR software models are provided by vendors who use multi-tenant online hosting. This enables each customer to have their own version of the software, which means they only have to pay for the HR services they require (no more, no less). From a business perceptive, this model of HR SaaS in UAE provides significant cost savings, flexibility, and quick payback. For more information, let’s look at some of the benefits of using SaaS HR software:

  • Easily Accessible

One of the main advantages of using a SaaS HR Solution is it is easily accessible. Most of these applications are designed to be used online, utilizing an employee self-service portal from the start. This means, employees and HR personnel can easily access the software via web, while also feeling relieved their data is kept safe and secure.

  • Enhanced HR Services

Improved mode of access is one feature that benefits practically any organization. With the self-service feature, employees no longer feel the need to bother HR professionals or email them to extract or retrieve important information. All the required information is easily available on the web portal. What’s best is that HR professionals can limit access to certain files while permitting access to others. With HR SaaS in Dubai, employees and HR professionals need not be physically present in the office.

All your staff requires is an internet connection and they can tap into the HRMS system whenever they want. The self-service feature allows employees to conduct a significant number of routine HR tasks without needing the help of HR professionals. This leads to increased productivity and cost-cutting benefits. This feature is particularly useful for large organizations with hundreds of employees.

  • Better Use of Time

Updating, managing, modifying, and changing software can be a huge distraction and a waste of time, not just for you but for your employees as well. By using an HR SaaS in UAE, vendors are responsible for managing the system. This includes applying security updates and ensuring optimal encryption. This enables businesses to concentrate on the more important matters.

  • Immediate Cost Savings

By using a SaaS HR software model, there is no need for you to purchase extra software or hardware. In fact, businesses don’t even require staff on hand to set up, or manage the system. This is because everything from firewall maintenance to data backup, and keeping your HR system running smoothly and securely is done by the vendor.

Besides saving up on hardware, one important difference between cloud-based and on premises solution is the pricing model. HR SaaS applications are usually subscription-based as opposed to having a licensed fee attached. Without the license fee, the cost is initially low. Additionally, the vendor will take care of all the server requirements and sometimes even cover the costs of employing experts to maintain the system. This significantly reduces costs as compared to a traditional system.

  • Instant Setup

Since there is no need to buy expensive software or hardware, getting started with SaaS HR software is much simpler and easier. The vendor will explain how the system works and what to do if you need help. Some may also provide tools that can help you with data importing and reporting, others offer 24/7 assistance and support.

  • Quick Payback

Again, no hardware and software requirements ensure a quicker adoption and implementation process. This results in a faster payback as compared to hosted HR or in-house systems. In fact, SaaS HR software vendors add new features and upgrades every month. This only increases the value you get from the system, which cannot be obtained from other forms/models of HR management applications.

  • Faster Updating

With business technology rapidly changing day by day, it is imperative you opt for a system that can keep up with these changes. Contrary to traditional systems, with HR SaaS in place, you need not worry about downloading and installing updates, as the vendor will complete all these tasks for you.

Additionally, the service level agreement will ensure the system runs smoothly after the update. Should a problem arise, the vendor will take responsibility for it and fix it immediately. While searching for a potential vendor, ensure they are adept in the following:

      • Online customer support
      • Security
      • Multi-tenancy and hosting
      • Integration with element
      • Performance and scalability

How to Effectively Implementing HR SaaS

If your organization wants to increase productivity and take advantage of the benefits of an HR SaaS system, you need to keep a number of factors in mind prior to implementation.

One of the most common issues organizations face when implementing this system is the lack of prioritized business objectives and acceptance criteria for the implementation. Inadequate training for employees can at times delay full implementation and increase the cost for the business. Implementation is a complicated process and should not be rushed. Lack of understanding may delay testing and transition cycle because of the higher expectations of data quality of business processes and practices.

One of the most crucial aspects of implementing HR SaaS in the UAE or any other new technologies that most organizations seem to undermine is the lack of trust between the client and the service provider. Without a strong relationship between both parties, the company will not be able to get long-term value from the SaaS model. The best way to overcome this obstacle is to work with the service provider and establish some basic principles early in the relationship. To do so, organizations should do the following:

  • The organization should understand their vendor’s business model
  • The organization should research the vendor to make sure the system will be able to meet their needs
  • Organizations should trust vendors and understand that the service provider will only suggest customizations and configurations which are feasible

Once an organization has selected a SaaS vendor, the next step is to sit down with the vendor and prioritize business requirements. Both parties will also need to determine which tasks will be automated and the ones that your staff will have to handle manually. Companies should also set acceptance criteria. All these procedures need to be discussed to minimize implementation and deployment problems down the road.

HR SaaS in UAE provides a range of advantages over on premises HR management software solutions, giving clients the opportunity to access and manage employee information on a real-time basis. Keep these essential pointers in mind and you will ultimately lower the risk of problems associated with HR SaaS implementation, enabling you to make the most of the system.

Questions to Ask about SaaS HR in UAE

SaaS HR instantaneously reduces the need for upfront investment associated with on-premises solutions. However, with so many vendors in the market, selecting the right SaaS HR system can be daunting. Here are a few questions you should ask before purchasing SaaS HR in UAE:

  • How Safe Is My Data?

With an on-premises system, you can rest assured all your office data is safe inside the system. With a cloud-based system, you never really know. Ask the vendor where the data center is located and about the uptime and access details.

Additionally, it is worth asking about how many other providers are sharing the same ‘data chain.’ Your vendor might be purchasing PaaS (Platform as a service) capabilities from another provider. Ensure the vendor is up to date on its security and has the required security certificates. Most top-notch vendors have specific policies for security. Make sure you go through them carefully before making a decision.

  • How Will The System Be Updated?

One of the many advantages of SaaS HR in UAE is there is a minimal fuss when it comes to upgrades. Most on-premises systems take months to upgrade new features and require you to spend a significant amount of time and money. On the other hand, cloud-based HR systems can be updated according to your convenience and scheduled during regular window maintenance processes to save time. It is imperative you know how these upgrades will take shape and who will ensure the process runs seamlessly. Ask the vendor the role your IT department will play.

  • How Will The Fees Be Managed?

While a cloud-based HR system means there will be no upfront expenses, you will have to talk to the vendor about other expenses. Ask your vendor how these fees will be managed and whether you will have to pay extra for training.

  • How Do We Make Preparations?

The transition from your traditional system to a cloud-based one may seem daunting for your managers as they will no longer have internal control over the system. For this reason, the HR staff may have to introduce some new policies before opting for SaaS. The finance and IT department, on the other hand, will be thrilled and will welcome the new change because of reduced financial and maintenance burden.

However, the same cannot be said about the rest of your employees hence ask the vendor how scalable the system is, in order to prepare for the move to the cloud.

Do you plan on using an HR SaaS in UAE and receive the above-mentioned benefits? If so, it’s time you contacted MenaITech, a professional HR management and payroll software provider that offers the best HR SaaS in the MENA Region.