How to make administration easier in the Microsoft 365 HR module

GDPR-proof your employee data in the HR module

The fact that the same information about employees is stored in several different systems may cause problems as the requirements for processing personal data are tightened with the introduction of the new GDPR regulations. The advantage of Microsoft's solution is that all information is retrieved from one and the same place - that is, the user's account in Office 365. Another major advantage from a GDPR perspective is that when all this information is collected in this way, it also becomes searchable and thus more manageable.

Simplifying recruitment administration

A new recruitment usually involves a lot of paperwork and a lot of personal data about the employee to be collected. The HR module in Microsoft 365 creates a strict process for collecting information during recruitment where all data is collected in one place. When the information is updated, it is reflected everywhere it is used.

The new employee fills in the information in a form that is stored in Sharepoint, which is part of Office 365. HR and the new employee's immediate manager are notified that the information is available. This digital collection of information eliminates many steps in the often manual process, as the forms do not need to be filled out by the new employee first, and then passed on to their manager, who in turn will forward them to HR and so on, and so forth. Instead, the same information is processed on different occasions, by different parts of the organization - but using the same data.

The HR module provides a template for the information needed for the employment contract. The information is automatically retrieved from the data form already filled in by the new employee. The file is saved under HR in the staff folder and is searchable in SharePoint for authorized users.

Automated processes for the preparation of new hires

A lot of preparations have to be made before the new employee arrives - keys, parking space, computer, telephone, etc. Information about the new employee must therefore be distributed to the different departments so that they can prepare everything before the person arrives. IT needs some information, the line manager another and reception a third. For this, there is a checklist in the HR module that is linked to an automated flow of different events.

Once HR receives the employment contract, they start the checklist chain of events and the right information is distributed to the right department in the organization. Automatic reminders are also sent out if parts of the checklist have not been completed within a certain timeframe. This ensures that everything is prepared and ready well before the new employee starts.

Digital induction program in the HR module

Once the new employee is in place, a well-thought-out plan is also required. on-boarding process which starts on the very first day of work. The new employee has a lot of tasks to perform and information to absorb - learning how to navigate the staff handbook, uploading a profile picture to the intranet, sending a message to everyone that he/she has started, and so on. For all these tasks, there is an app where these tasks are gathered together, as well as links and information on where to find information for different parts of the organization. Here you will find a link to the staff handbook, training courses, policies, a wellness page and a link to the group in which the person will be working. As a digital introduction program for the new employee.

Microsoft 365's HR module - no 'one size fits all' solution

Microsoft's HR module can best be described as a portal for managing various HR-related issues in medium and large companies. The apps and features are designed to simplify processes and administration related to employees. The HR module consists partly of the information and functions that employees see and can access - classic intranet functionality. On the other hand, the functions that HR administers and that the rest of the staff cannot access. It can be adapted and used according to the individual needs of the business and is not a "one size fits all" solution.

The HR module shows the organization what information about the employees they actually need to keep track of and ensures that everyone knows who is responsible for what. This is to establish procedures so that the various tasks are actually carried out. The HR module provides ready-made processes and tools for follow-up.

Access can be segmented so that certain information is only available to a certain group. Users simply access the information they need to access and nothing else - what the GDPR calls privacy by design.

If you want to know more about how you can facilitate your HR work in Microsoft 365 - get in touch and we'll tell you more!