A Complete Guide to On SharePoint for HR Management

31 January 2024

The Need for SharePoint for HR Management

In the modern workplace, Human Resources (HR) plays a pivotal role in managing an organization’s most asset—its people. From hiring and onboarding to daily operations, evaluation, and compliance management, HR tasks are multifaceted and require efficient systems to streamline processes. This is where SharePoint for HR management steps in, offering a comprehensive platform to centralize and optimize HR functions.

Hiring: SharePoint simplifies the hiring process by providing a centralized platform for posting job openings, managing applications, and collaborating on candidate evaluations. Its integration with Microsoft 365 allows for seamless communication during the hiring process.

Onboarding: Efficient onboarding is crucial for employee retention. SharePoint facilitates a smooth onboarding process by centralizing onboarding documents, training materials, and task assignments. New hires can access information and complete necessary forms in one location.

Operation Management: Managing day-to-day HR operations becomes more efficient with SharePoint. Document management features ensure that policies, procedures, and employee handbooks are easily accessible. Collaboration tools enhance communication among HR team members, promoting a cohesive work environment.

Evaluation: SharePoint’s customizable dashboards and reporting capabilities empower HR professionals to analyze performance data, track key metrics, and generate insightful reports. This aids in performance evaluations, talent management, and decision-making.

Compliance Management: Staying compliant with ever-changing regulations is a challenge for HR. SharePoint helps organizations maintain compliance by securely storing sensitive HR data, tracking changes, and facilitating audit trails.

Steps to Set Up SharePoint for HR:

Setting up SharePoint for HR involves several key steps to ensure its effectiveness in meeting the organization’s HR needs:

Select the Right Template: Begin by choosing a SharePoint template tailored for HR needs. SharePoint offers templates such as the HR site template, Employee Onboarding site, and more. Selecting the right template sets the foundation for a well-structured HR site.

Decide on Content to be Shared: Clearly define the type of content to be shared on the HR site. This may include policy documents, employee handbooks, training materials, and forms. A well-organized content plan ensures that information is easily accessible to the right individuals.

Transcribe HR Needs into SharePoint Functionalities: Understand the unique requirements of the HR department and translate them into SharePoint functionalities. This may involve creating custom lists for employee information, setting up document libraries for HR documents, and configuring workflows for HR processes.

Set Up the Site: Follow the step-by-step guide given below to set up the HR site. This involves creating subsites, customizing the site layout, and configuring navigation. Attention to detail during this phase ensures a user-friendly and efficient HR site.

Make it Secure: Implement robust security measures to protect sensitive HR data. SharePoint allows for granular permissions, ensuring that only authorized individuals have access to specific information. Encryption and multi-factor authentication further enhance security.

Promote: Actively promote the newly created HR site within the organization. Provide training sessions for HR staff and employees to familiarize them with the features and benefits of the SharePoint HR site. Encourage collaboration and feedback to continuously improve the platform.

How to Create an Amazing Human Resources Site in SharePoint – Step-by-Step Guide

Step 1: Choose a Relevant Template

Start by selecting a template that aligns with your HR goals. SharePoint offers various templates, including HR sites, Employee Onboarding, and Team Collaboration. Choose the one that best suits your requirements.

Step 2: Plan Your Site Structure

Define the structure of your HR site. Create subsites for different HR functions such as Recruitment, Onboarding, Employee Relations, and Training. Establish clear navigation to ensure easy access to relevant information.

Step 3: Define Access Permissions

Determine who should have access to specific areas of the HR site. SharePoint allows you to set granular permissions, ensuring that sensitive information is only accessible to authorized personnel. Define user roles and assign permissions accordingly.

Step 4: Customize Lists and Libraries

Tailor SharePoint lists and document libraries to meet HR needs. Create lists for tracking job applicants, employee evaluations, and training schedules. Configure document libraries for storing policies, manuals, and other HR documents.

Step 5: Integrate Workflows

Automate HR processes by integrating workflows. Use Power Automate to create workflows for approval processes, document review, and task assignments. Automation enhances efficiency and reduces manual workload.

Step 6: Implement Search Functionality

Enable powerful search capabilities within your HR site. SharePoint’s search functionality allows users to quickly locate specific documents, information, or employee records. This enhances user experience and saves time.

Step 7: Add Visual Elements

Enhance the visual appeal of your HR site with graphics, charts, and relevant images. SharePoint allows you to add web parts for displaying key performance indicators, upcoming events, and announcements. Visual elements improve engagement.

Step 8: Test and Gather Feedback

Thoroughly test the functionality of your HR site before launch. Identify and resolve any issues to ensure a smooth user experience. Gather feedback from HR staff and key stakeholders to make necessary improvements.

Step 9: Launch and Train

Officially launch the HR site and provide training sessions for HR professionals and employees. Clearly communicate the benefits and features of the SharePoint HR site. Offer ongoing support and training to address any questions or concerns.

Key Features of SharePoint for HR Management

Document Management: SharePoint serves as a centralized repository for HR documents, ensuring easy access and version control. HR teams can manage policies, procedures, and employee records efficiently.

Employee Self-Service Portals: Empower employees to access their personal information, request time off, and view company policies through self-service portals. This reduces the administrative burden on HR.

Task Automation: SharePoint’s workflow capabilities automate HR processes such as approval workflows, onboarding tasks, and performance evaluations. Automation enhances efficiency and reduces manual errors.

Collaboration Tools: SharePoint fosters collaboration among HR teams and with other departments. Features like discussion boards, shared calendars, and team sites facilitate seamless communication and information sharing.

Integration with Microsoft 365: SharePoint seamlessly integrates with Microsoft 365 applications, including Outlook, Teams, and Power BI. This integration ensures a cohesive digital workplace experience and enhances productivity.

Customizable Dashboards: HR professionals can create personalized dashboards to visualize key HR metrics and performance indicators. Customizable dashboards enable data-driven decision-making and monitoring of HR goals.

Mobile Accessibility: SharePoint’s mobile-friendly interface allows HR professionals and employees to access information on-the-go. Mobile accessibility enhances flexibility and ensures that HR tasks can be performed from anywhere.

Key SharePoint HRMS Integrations

Microsoft Teams: Integration with Teams facilitates real-time collaboration and communication among HR teams. Teams chat, meetings, and file sharing seamlessly complement HR workflows.

Power Automate: SharePoint’s integration with Power Automate enables the automation of repetitive HR tasks. Automate approval processes, document review, and data updates to improve efficiency.

Power BI: Leverage Power BI for advanced reporting and analytics. Visualize HR data, track key performance indicators, and generate interactive reports for informed decision-making.

Azure Active Directory: Enhance security and user management with integration into Azure Active Directory. Ensure that data is securely accessed by authorized personnel only.

Outlook Integration: SharePoint’s integration with Outlook simplifies communication and scheduling. HR professionals can seamlessly share calendars, schedule meetings, and manage appointments within the familiar Outlook interface.

SharePoint HRMS Benefits and Features

Centralized Data Management: SharePoint consolidates all HR data in one centralized location, promoting data integrity and easy access. This centralization streamlines HR processes and eliminates data silos.

Improved Collaboration: SharePoint’s collaboration tools enhance communication and collaboration among HR professionals. Shared calendars, team sites, and discussion boards facilitate seamless teamwork and knowledge sharing.

Enhanced Security: Robust security features, including granular permissions, encryption, and multi-factor authentication, ensure the confidentiality and integrity of sensitive HR data. SharePoint provides a secure environment for HR operations.

Efficient Onboarding: SharePoint streamlines the onboarding process by providing a centralized platform for new hires. Onboarding documents, training materials, and task assignments are easily accessible, expediting the integration of new employees.

Compliance Management: SharePoint assists in maintaining compliance with regulations by providing audit trails, version control, and secure storage for HR documents. Compliance checks can be easily conducted, reducing the risk of non-compliance.

Customization: SharePoint’s flexibility allows organizations to tailor the platform to their specific HR needs. Custom lists, libraries, and workflows ensure that SharePoint aligns with unique HR processes and requirements.

Cost-Effective Solution: Organizations leveraging Microsoft 365 licenses can maximize cost-effectiveness by utilizing SharePoint for HR management. No additional software or infrastructure is required, making it a budget-friendly solution.

Conclusion:

Leverage SharePoint’s robust HR management capabilities by following setup steps, creating an exceptional HR site, and understanding key features. Contact us for tailored solutions, ensuring seamless integration and optimal efficiency. Transform your HR processes with SharePoint – call us today to propel your organization into a new era of productivity.