System, hr management, HRMS, what is? The function & How to build effective

Practice shows that when businesses grow, the volume of work related to hr manager will also increase. From recruiting, records, timekeeping, and payroll to evaluate the effectiveness of work or building development roadmap for the staff, all of which require coordination and synchronization. If management by manual methods or the tools of discrete business will be confronted with a series of risks such as errors, data loss, processing time, lack of transparency in the review, and especially the difficulty in retaining talent.

This is the reason why management system, personnel become an integral solution in the strategy of cultural governance. Not only helps automate the process, this system also gives leaders a comprehensive view of the resource from which to make decisions quickly and accurately based on real data.

The same SureHCS learn the system HRMS is and the important functions needed to support hr management comprehensive.

1. Learn overview of system management personnel

1.1 management System, what is?

System management hr (Human Resource Management System – HRMS) is a technology platform designed to support enterprise comprehensive management of activities related to hr. From recruitment, timekeeping, payroll to performance evaluation and training, all of which can be handled through this system.

Speaking in an understandable, if a business for the hr department coordination centre, internal operations, then HRMS is tool support to operations personnel administration, smooth, more efficient.

Many businesses are still personnel management by Excel sheet, paper sheets or system fragmentation: where to store records in one place, timesheets in a place other payroll is separate. The synthesis of information, just time consuming, just prone to errors and lack of transparency. Meanwhile, HRMS helped collect the whole data into a single system, all information is synchronized ready access when needed.

1.2 distinguished from the term HRM, HRIS or HCM

On the market, you can come across many concepts, such as HRM, HRIS or HCM:

• HRM (Human Resource Management): Is the common name of hr management, including strategic and operational execution.
• HRIS (Human Resource Information System): emphasis on aspects of storage, handling data management personnel.
• HCM (Human Capital Management): Towards the human development as a source of capital strategy of the business.

However, HRMS can understand is the combination of all three factors on an overall system medium information storage medium support business decisions.

For example:

Imagine a company has 50 employees, each month, personnel must aggregate table, payroll, reporting for accounting and keep track of the number of vacation days, application, schedule, training... If done manually, this work not only takes much time but also prone to confusion.

When applying HRMS, the whole process will be automated: employee attendance app, phone, updated data directly into the system, software, payroll, based on the available information, the application for leave is handled online and archive full history. Management just a few taps is able to capture the whole scene on the team.

2. 7 core Functions of the system of personnel management

Here are the 7 core functions that the system of human resource management is the need to support enterprises to optimize human resource management.

1. Hiring manager
2. Attendance management – payroll
3. Management training and development in hr
4. Performance management, employee evaluation
5. Management and welfare and remuneration
6. Information management personnel
7. Experience management staff

2.1. Hiring manager

Management system, modern hr to help businesses automate the recruitment process, from the stage of posting, resume screening, interview to sign a contract. Instead of taking hours to filter CV crafts, HRMS using AI and smart filters to search for the most suitable candidates with vacancies. 

In addition, the system also integrates schedule interviews, help HR and candidates easily arrange a time without the need to exchange through multiple channels. This not only saves time recruitment but also help businesses improve the quality of candidates, thereby improving the work performance of staff.

2.2. Attendance management – payroll

The attendance – payroll always potential challenges for business: from errors in data entry, time difference public confused about the formula for calculating the salary, to difficulties in the management of ca complicate welfare policies varied or changed regulations on tax – insurance. These problems not only cause the hr department takes more processing time, but also directly affect employee benefits, causing unnecessary dispute there.

Therefore, the system of human resource management should fully integrated features to manage attendance – payroll to help businesses automate processes and improve performance. Specifically, the system must meet the requirements as:

• Attendance management flexibility, support many forms such as fingerprint, magnetic card, face recognition, GPS for mobile employees.
• Payroll automatically sync attendance data of the same contract labor to ensure payroll is accurate and limit errors.
• Support multiple pay tables, responsive remuneration policy according to each location area, or a particular industry.
• Connection with the tax – insurance, ensure business compliance with legal regulations without consuming the input manually.

2.3. Management training and development in hr

Staff development is a core element to help businesses retain talent, improve team capability. System personnel management helps construction business plan training, track learning progress and assessment results of training of employees. Employees can access documents, video tutorials or join the online course now on the system. 

For enterprise HRMS help the training, ensure every employee has the opportunity to develop necessary skills, thereby improving work productivity, the ability to advance in the organization.

2.4. Performance management, employee evaluation

A business wants to sustainable development need to have a system, personnel evaluation, transparency and objectivity. Management system human resources support construction KPIs clear for each position, automatically collect data, performance of employees in real time. 

The system also provides features 360 degree assessment, which allows employees to receive feedback from many different levels, helping to improve skills and job performance. Thanks to automate the evaluation process, businesses can easily identify personnel potential, from which making a decision rewarded, promoted or additional training is more accurate.

2.5. Management and welfare and remuneration

With the benefits as diverse as insurance, allowance, performance bonuses, gifts, holidays, maternity leave, sabbatical year... the management of crafts is often difficult. Businesses faced with handling large number of records, track policy changes constantly, as well as to ensure transparency between the parts. If not, have strict process, errors can easily occur, affecting employee benefits and increased workload for the hr department.

Therefore, the system of personnel management is the need to integrate management features, benefits aimed at transparency policy welfare by providing portal welfare, where employees can sign up modes insurance, pension or bonus according to performance work. 

System HRMS helps enterprises automatically calculate, allocate allowances according to the criteria already set up, minimize errors and ensure transparency. Along with it's features calculation, withholding personal income tax according to each level tax rates, at the same time support export tax report in detail, to help businesses comply with laws that don't take much time and handling.

2.6 information Management personnel

HRMS helps business focus is the entire hr data into a single system, including personal information, employment contracts, employment history, skills, qualifications and related certifications. Thus, HR can easily retrieve data, update information, track employee records quickly. 

The system also supports integration with other software such as accounting, insurance, asset management, help optimize personnel management across the entire enterprise. The digitized data not only helps businesses minimize risk of loss record but also increase the security and compliance with legal regulations.

2.7 experience Management staff

Experience staff is increasingly becoming important factors help businesses build work environments, professional mounting. System management personnel provide the foundation internal communication helps employees easily lookup information, personnel requirements, the proposed support or send feedback directly to HR departments. 

In addition, the system also integrates the survey tool, the level of satisfaction, help businesses capture the aspirations of employees to adjust policy accordingly.

3. The problems enterprises often encounter when there is no system for HRM

In fact, a lot of businesses, especially small and medium businesses are still managing personnel by the method such as Excel, papers, emails discrete. The way to do this, however, can meet the demand for short term but in the long run will reveal more severe restrictions directly affect the operational efficiency, quality of human resources.

• Personnel management, discrete, lack of system: Staff profiles stored as hard copy or file separately on each computer makes finding updated information becomes time consuming. When the need to aggregate the data for reporting or check internal business easy to fall into shortage of sync wrong or misplaced information.
• Distributed data, the difficulty in the synthesis of analysis: When each type of data is in one place: timesheets in file A, the pay table in file B, vacation details in email C should the synthetic data will easily cause confusion, especially in states salary calculator or assessment reports periodically. Make the hr department and leadership take much time to check, collate handle errors.
• The approval process craft takes time, causing disruption: The leave of absence browse overtime or wage adjustments if made through papers or emails to be delayed because must go through many intermediate steps. These situations not only cause the contact for staff, but also affect the production plan business due to non-timely grasp the status of personnel.
• Lack of tool support personnel evaluation objective: When there is no data updated in real time, the performance evaluation of employees is often subjective, lack of specific grounds. This not only affects the fairness in the internal but also reduce the motivation of our team.

Applies a management system, hr focus sync is selected strategy to help businesses overcome the above problems. With a single platform that integrates all the functions from archive records, timekeeping, payroll to approval and reviews, the business will save time, minimize errors, improve efficiency human resource management.

4. Practical benefits when business development, system implementation, personnel management

Investing in a system of personnel management is not merely improvements on technology, which is step strategy to help businesses optimize the shipping advanced practice effective human governance create the foundation for sustainable development. Here are the obvious benefits that businesses can achieve:

4.1. Save time cost of personnel management

In the business using methods of traditional management, the handle table, payroll, review leave or archive personnel records often time-consuming effort, easy to errors. With the system of personnel management, the process is automated to help the hr department save from tens to hundreds of hours of work per month.

For example, if before the general public payroll for 100 employees take 2-3 days are now just few simple taps, the system was able to handle correctly and quickly. Not only save operating costs, but also reduce the pressure for the hr team.

4.2. Increase accuracy, data security personnel

A little mistake in payroll or contract information can also lead to internal disputes or affect the trust of employees. System management personnel help minimize this risk thanks to the ability to store data focused, cross-check, information processing according to the logic system....

Besides, with the mechanism of access hosted stain clear manipulation, the enterprise can ensure security, transparency in the management of personal information, sensitive data of employees.

4.3. Optimal operational efficiency, internal

When the entire hr processes – from recruitment, reception, training, reviews, until the holiday is integrated on a single platform, businesses will significantly reduce the employment status, overlap, lack of connection between the parts. The personnel department, accounting, management and staff are able to access information quickly homogeneous.

The seamless this not only saves time but also increase the effective coordination in the organization, especially useful for businesses with multiple departments or branches.

4.4. Quick decisions, have the database delete

One of the challenges of managers is the lack of accurate information timely to make decisions about staffing as structural adjustment, performance evaluation, work or training plan. System personnel management provides reports, charts, and aggregate data in real time to help administrators have the panoramic view to make a decision at the right time.

For example, with just a few clicks, the leader can know the employees who are exceeding expectations, the employee would risk the holiday or any parts are the lack of skills.

4.5. Enhance the experience of employees, retain talent

Today's employees don't just aspire to be paid the right term, but also need a working environment, transparent and professional development opportunities. System personnel management helps employees easily track the registration of leave and update personal information, register to participate in training and receive performance feedback clear.

The convenient this respect, the investment of the business into the labor factor important to retain talent in the context of competitive personnel increasingly fierce.

In summary, system management, personnel management not only be instrumental in supporting the business that is leverage to help business capacity management team development in a sustainable way.

5. Building management system hr how?

The construction of a system of personnel administration does not simply install a software that needs process to reorganize the whole way business management, development, operation human resources in a systematic science. To achieve the real effect, businesses need to approach this process in a basically follow the clear steps, in accordance with the peculiarities scale, sector and strategy of its development.

Building systems, hr management, including the steps of: determining goals, governance, process analytics hr current selected software HR fit, the set up process – form standardized training staff to use the system and evaluate the effectiveness periodically to continuous improvement.

Building management system hr how?

• Step 1: clearly Define the goal-oriented human resource management
• Step 2: Reviewing hr processes out there
• Step 3: choose system solution suitable
• Step 4: deploy each stage according to the schedule
• Step 5: Training internal staff
• Step 6: evaluate the effectiveness of continuous improvement

Step 1: clearly Define the goal-oriented human resource management

Before the construction of the system, enterprises need to answer the core question:

• Business desire to improve anything in task manager hr?
• The goal is to reduce the load manually, increase performance, improve the experience, staff, or optimal data for decision-making?
• The level of maturity of human resource management, the current now?

The clearly defined goal to help businesses choose the right tool, focus on the implementation of the functions most practical instead of embrace.

Step 2: Reviewing hr processes out there

Before putting the technology into, it is important to understand the process's current business are how. Includes:

• The way recruitment, receiving new employees
• How to manage profile, work time, vacation, overtime
• How to calculate wages, pay, allowances, bonus – penalty
• Method performance evaluation, recognition, capacity development

This stage, like the “diagnostic status” from that new business that need adjustment, digitized or streamlined somewhat to when applying the system, the operation process is smooth, efficient.

Step 3: choose system solution suitable

Depending on the scale – the level of complexity of the business, can choose between:

• Software personnel management basic: fit small business, to focus on stored records, timekeeping, payroll, vacation.
• System HRMS integration: for medium and large enterprises need the full range of subsystems such as competency management, performance reviews, training, planning, human resources.

Selection criteria should be based on the ability to deploy quickly, easy to use, flexible, can be extended according to the needs of the latter.

Step 4: deploy each stage according to the schedule

Instead of deploying the entire system at the same time, the business should be divided into stages:

• Phase 1: digitized records, attendance management – leave – salary calculator
• Phase 2: Integration, performance reviews, training, planning personnel
• Phase 3: data analysis, personnel serving decisions

The development according to the roadmap to help businesses easily control quality, adjust the fit to create the conditions for staff to adapt to new technology.

Step 5: Training internal staff

A parachute system modern to me but if the user does not understand how to use it effectively is still very limited. Therefore, businesses need to organize training sessions, live directions, providing material support specific use for each of the departments.

In addition, there should be division in charge of operating the system monitor feedback to continuously improve and enhance the user experience.

Step 6: evaluate the effectiveness of continuous improvement

After each stage of deployment, the enterprise should conduct reviews based on criteria such as: processing time of job satisfaction level of employees, the accuracy of data and the ability to support decision-making. These reviews are an important basis for improvements to the system, improving the quality of hr management in a sustainable way.

In summary, building management system, hr is not “add tool” to the organization that is changing management thinking data-driven culture professional. When done properly, this system will not only help businesses operate more efficiently but also create the foundation for human resources development.

6. Experience select management system hr suitable for business

Choose a system of personnel management is not merely to buy software that is invested in a long-term solution to improve efficiency management human development. However, every business has the scale, peculiar to different resources so that the selection should be based on the criteria specific practical observation.

6.1. Small business (under 50 hr): Priority simple easy to deploy

Medium enterprises, startups or small-scale systems, personnel management should focus on the core features such as records, attendance, leave and payroll.

Interface required easy to use, do not require a lot of complicated for non-expert users, IT can still operate effectively. More important than all, faster deployment time don't cost much training.

6.2. Business medium/large (over 100 personnel) needs integrated and scalable

When the scale personnel is increasingly expanded, businesses will face the problem of managing large data combined demand in-depth analysis. This time, the system HR need the ability to integrate the subsystem expanded, such as management performance indicators (KPIs), management, training, competency assessment, and reporting systems analysis in real time. In addition, the ability to connect with accounting software, timekeeping software or the platform ERP is a factor to consider.

6.3. Selection criteria management system hr suitable

The selection of a management system hr suitable not only help businesses optimize the operation process, but also improve work performance and experience of staff. However, not all HRMS software on the market are responsive to the needs of the business. 

Here are the important criteria to consider when choosing management system human resources, optimal:

• Full key features: Fully responsive functions such as recruitment, timekeeping, payroll, training, performance reviews, benefits manager,...
• Clearly define requirements for use: Business needs determine the scale, industry, pattern work and goal management personnel to select the right system, avoid the waste of resources.
• The ability to customize according to business needs: A HRMS flexibility should allow for customized processes, reporting, data structure according to the individual requirements of the business.
• Integration with other software: Connect with accounting software, ERP, attendance machine tools working groups to ensure data synchronization, reduced manipulation craft.
• Integrated technology AI & automation: HRMS modern need application AI to optimize recruitment, data analysis, hr automation hr processes important.
• Supplier credits: Select a provider experienced, fast support, ongoing software updates to ensure system operation stability and safety.
• Watch the demo of the product before making a decision: The business should ask the trial version, realistic experience to assess the features, interface, and the level of fit before buying.

5. HRMS new generation: technology is leading the future of hr management?

In the context of the technology boom, the system of personnel management (HRMS) is going through the transformation. The advanced technology not only to improve management efficiency, but also to shape the future of the field personnel. Below is the emerging technology is leading the trend HRMS in the year 2025:

Artificial intelligence agent WHO

AI Agents is a new step in the field of artificial intelligence, which allows the system HRMS independently operated, self-learn, perform the complex tasks that don't need much depends of the person. In personnel management, AI Agents can automate the process of recruitment, performance reviews, talent management, help reduce errors and enhance work efficiency.

In addition, a typical application of AI in HRMS is Chatbot AI online 24/7. Such, LV SureHCS integrated chatbot AI that helps businesses solve quickly the request of the employee that does not need manual intervention. Chatbot can this:

• Automatically answer the frequently asked questions about pay, benefits, vacation, company policy.
• Suggestions or provide relevant documents such as form, process, contract an instant.
• Activities 24/7, help reduce the load workload for the hr department, raising experience staff.

Big data analytics (Big Data Analytics)

The app analyzes big data in the system of personnel management enables enterprises to collect, process huge amount of data about employees, thereby making the strategic decisions based on accurate information. Such data analysis helps predict trends the holiday, assess the level of satisfaction of employees, optimize the recruitment process.

Integrated mobile technology and user experience

HRMS new generation attention is paid to the integration on the mobile platform, allowing employees to access and manage your personal information anytime, anywhere. User-friendly interface, the user experience is improved help enhance the interaction – satisfaction of employee with respect to the system.

Process automation by robots (RPA)

RPA allows automation of the task repeated in personnel management such as payroll processing, attendance management, update employee records. This helps reduce the load of manual work, increase accuracy and allow hr staff to focus on the strategic mission over.

6. LV SureHCS – System management the All-in-one comprehensive

With more than 27 years development, Lac Viet SureHCS is software management personnel in Vietnam, is more than 1,000 business trust. This is the system of personnel management, comprehensive help businesses streamline processes, increase performance and improve the experience of employees.

SureHCS not merely a software personnel management but also as an ecosystem management, intelligence, integration of advanced technologies such as AI, People Dashboard, hr portal Real-time chatbot 24/7 and the mobile app. This helps businesses reduce more than 60% of the volume of administrative work, at the same time improve the effectiveness in attracting, retaining talent.

The salient features of SureHCS:

• Automate the recruitment process, from the receipt record to assess candidates.
• Correct handling the complex problem of overtime, rotating shifts, salary, 3P, salary, according to the product.
• Set route training, personalization, track progress, evaluate the effectiveness.
• Build system KPIs transparency, support, reviews, 360 degree feedback performance continuously.
• Chatbot AI automatic 24/7 support, answer questions about salary, benefits, vacation policy.
• Portal personnel Real-time, employees can view contract information, work history anytime, anywhere.

CONVERT THE NUMBER OF PERSONNEL WITH COMPREHENSIVE LAC VIET SUREHCS

LV SureHCS is the solution in hrm comprehensive (HRM) is developed by Lac Viet from 1998, now serves more than 1,000 businesses in Vietnam with international standards such as CMMI Level 3, ISO 9001:2015 and ISO 27001:2013. Platform help of optimized every aspect from recruitment to employment, improve the experience of staff and effective management of resources.

Feature highlights:

• Candidate Pool AI + AI Resume: automatic dissection CV any format, search for suitable candidates instant, a 70% increase quality, reduce recruitment time significantly 
• Timekeeping software – payroll – C&B auto: integrated benefits, overtime, insurance, export report, payslip correct for business scale up to 10,000 employees 
• Experience hr – wallet reward – ranking behavior – survey periodically: internal management, honor, mounted staff in real time.
• Assessment and capacity development: KPI/OKR flexibility, feedback 360°, the proposed route train personalization according to the evaluation results 
• Internal training & LMS integrated AI: learning anytime, anywhere, content management, multi-modal with personalization from AI 
• Dashboard BI + AI Advisor: real-time reports, suggestions leadership decisions based on data resources.

 

INTEGRATED AI ACCELERATION CONVERTER OF PERSONNEL

Lac Viet has officially launched The 3 AI assistant hr deeply integrated into the LV SureHCS including LV-AI.Docs, LV‑AI.Resume and LV‑AI.Help to automate the task administration, standardized data enhanced experience personnel

• LV‑AI.Docs: automatic dissection transfer data from documents such as CCCD, windows, SOCIAL insurance, by level of digital records, standardized
• LV‑AI.Resume: analysis of CV auto, construction, candidate profile, find people with the right criteria by prompt intelligent data mining candidate pool efficiency
• LV‑AI.Help: chatbot internal support, answer questions HR 24/7 access form process quick contextual user

TYPICAL CUSTOMERS ARE DEPLOYING LV SUREHCS

• Coca-Cola Vietnam: System deployment LV SureHCS to digitize comprehensive human resource management group has standardized the data, the optimal operating HR according to international model.
• Textile company Success (TCM): Application LV SureHCS to manage hr, payroll, benefits, timekeeping and capacity profile for nearly 5,000 employees across 5 areas of activity – from textiles and fashion to real estate.
• Total company air Port, Vietnam (ACV): Choose to trust LV SureHCS to operate the system large-scale personnel with over 10,000 employees, 24 subdivisions, solved the problem of complex business of modeling state-owned companies.

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BUSINESS IS WHAT WHEN DEPLOYING SOFTWARE LAC VIET SUREHCS?

• Comprehensive solutions from A‑Z cover the entire process of HR from recruitment, profile, attendance, payroll, benefits, training, reviews, experience staff
• Highly customizable & flexible connection to suit any scale, industry, easy to connect with ERP, finance, office of chemical
• Save cost & performance enhancement help to lose 40-60% of the cost of operating personnel, retain talent, improve the work efficiency

 

CONTACT INFORMATION:

• Hotline: 0901 555 063
• Email: [email protected] | Website: https://www.surehcs.com/
• Office address: 23 Nguyen Thi Huynh, Phu Nhuan, ho chi minh CITY.CITY

From the process automation recruitment, timekeeping, payroll to management training, welfare and performance evaluation, system personnel management plays a central role in the construction of a flexible, modern. Along with that the advanced technologies like artificial intelligence, AI, big data analytics, RPA is shaping the future of HRMS, brings the possibility of correct decisions, optimize cost, enhance quality of human resources.

CONTACT INFORMATION:

• Solutions talent management & Human resources comprehensive LV SureHCS
• Hotline: 0901 555 063 | (+84.28) 3842 3333
• Email: [email protected] – Website: https://www.surehcs.com/
• Headquarters: 23 Nguyen Thi Huynh, P. 8, Q. Phu Nhuan, ho chi minh CITY. Ho Chi Minh