One area that has seen significant advancements is human capital management (HCM) – the management of an organization's workforce. With the advent of digital transformation, HCM has undergone a complete revolution, providing companies with unprecedented advantages and opportunities. In this article, we will explore the benefits of a complete digital transformation of human capital management and how it can empower businesses to thrive in the digital age. Below are the key features of Nirmalya HCM, which will help organizations for digital transformation.

Recruitment

• Draft the job description and obtain approval from the relevant authority.
• Disseminate the approved job description via recruitment channels such as online job portals and the company's website.
• Candidates are encouraged to apply for the job by submitting their resumes. Each job will have a unique number for identification purposes.
• All received resumes from various sources will be centralized and stored in one location for easy access and review.
• The recruitment team will carefully review and shortlist candidates according to established criteria.
• Following the shortlisting process, the recruitment (HR) team will constitute an interview panel responsible for conducting first-round, second-round, and final interviews.
• Candidates will be notified of their interview schedule. The schedule will also be sent to interviewers, with a courtesy copy (CC) to HR.
• Depending on their preference, interviewers conduct the interview either online or face- to-face. Subsequently, they'll submit their feedback via the HRMS system. They can either reject, hold or recommend candidates for the next round.
• HR will act following the interview panel's feedback and arrange for the subsequent round of interviews.
• Once a candidate is finalized by the interview panel, the HR team will schedule a meeting with the candidate to negotiate salary terms and complete the recruitment process.
• After the finalization of salary and terms and conditions, the HR department will generate an Offer Letter through the HRMS system.
• This Offer Letter will then be emailed to the candidate with accompanying login credentials.
• The candidate is expected to accept the offer and submit the required documents as requested by HR.
• The system will then send a notification of the candidate's start date to relevant parties. This includes the Reporting Manager for supervision purposes, Admin for allocating seating, Finance to handle account setup, and Facilities for providing additional details to the new hire.

On Boarding

• Upon commencement of their role, the prospective employee will report to the Human Resources department. Here, all necessary documentation will be completed and an Employee ID will be issued.
• The newly on boarded employee is responsible for updating their personal details and completing any required Non-Disclosure Agreements and compliance documents in accordance with company policy.
• The Human Resources team will organize the Induction Training, which can be  either online or offline. The employee's Manager will monitor their progression throughout this training.
• The employee will be granted access to a specific Mobile Application which enables them to carry out all required HR and administrative tasks.

Appraisal System

• Organizations establish objectives specific to each school location as each school has unique targets to accomplish.
• Based on these objectives, management formulates Key Result Areas (KRAs) tailored to each goal according to one's position or job profile.
• As per the requirements of their team, a manager can modify or define the goal and KRA.
• The timeline for the appraisal kick-off (Self Review, First Review, Second and Final Review) is established by the management.
• Staff will be alerted via email and also through notifications on their Mobile App.
• Staffs are to log in and document their achievements online, in accordance with the established format and objectives/KRAs.
• After the staff members finalize and submit the review, it is received by the Manager. The Manager checks the review, writes their comments, and schedules a meeting for  discussion with the Staff.
• The Staff and Manager engage in a discussion, finalizing the review. Subsequently, the Manager submits the final rating and thereby completes their part.
• The review is then escalated to the next level once the Manager finalizes it. The Next level Manager can request feedback on the candidate through a 360-degree review process, from anyone directly or indirectly associated with the Candidate. This process is necessary for a fair review.
• The Manager identifies staff members whose feedback they require. The Manager  specifies what activities they require feedback on and the system sends an email to the relevant person.
• The relevant person opens the HRMS system and responds as per the request.
• The Manager receives all the feedbacks, compares them with the Staff's reporting manager's feedback, and based on these, the Manager makes a final decision. The Manager enters their feedback and thus the review process is completed.

Salary Revision and Promotion

• After reviews have been completed by both the first and second levels, all staff evaluations are consolidated into one location.
• In alignment with the organization's policy (the Bell Curve Methodology is typically used by larger organizations), the management team normalizes the ratings, finalizes promotions and determines salary increases.
• A draft for the salary adjustment and promotion is made and once ready, it is sent through the approval matrix for authorization.
• After the adjustments and promotions have been approved, the Human Resources department generates the Salary Revision and Promotion Letters for the staff in the system.
• The salary revision and promotion letters are then delivered to the staff members by their managers.
• Managers establish or alter Goals/Key Results Areas for the upcoming year in discussion with their team members and finalize these plans.

Travel and Reimbursement

• Employees planning to travel for official duties are required to generate a Requisition detailing the reason for travel, estimated costs, and other specifics, which should be submitted in the system.
• The system then alerts the Approval Matrix - varying levels as per the defined hierarchy for approval.
• Upon receiving approval, respective departments receive notifications to facilitate the necessary arrangements, such as the Administrative Department for Vehicle Assignment, the Finance Department for Advance Funds, and others.
• As per the plan, the employee begins the journey, keeping track of daily expenses and bills via a mobile app. Upon ending their travel, they conduct a thorough review before submitting the expense claim for reimbursements.
• The submitted bills are then passed onto the Approval Matrix, which has varying levels,  and once authorized, are forwarded to the Finance Department for final settlement.
• The Finance Department completes the process by distributing the owed dues, bringing  the journey's proceedings to a close.
• The methodology undertaken for reimbursements without travel is the same as the one explained above, passing through a workflow and receiving authorization from the Approval Matrix.

Attendance and Leave Management

• Staff attendance is recorded either through access control or a mobile app, consolidated in one location for ease of access. The responsible manager then gives final approval on a daily, weekly, or monthly basis as required.
• Just like attendance, all leave requests are also aggregated at a central location and later approved by the respective manager.
• Upon the manager's approval of both attendance and leave requests for their respective teams, the finalized worksheet is sent to the finance department. They then process the payroll.
• Once the payroll process is completed, it induces the generation of the Bank Advice for Salary (based on organizational needs), EPF Statement, ESI Statement, Loan Recovery Statement, and any other necessary components.
• Following HR approval, the Finance department sends the processed payroll towards the remittance of salaries to the staff.

Employee Self Service

• Every team member will have access to the Mobile App that will enable them to conduct their individual tasks swiftly and efficiently.
• The Mobile App will allow employees to access important documents such as their payslips update their contact information and personalize their profiles per their requirements.
• Essentially, each team member will be equipped to manage their personal and organizational tasks through our versatile Mobile App.
• The Mobile App also incorporates a location-specific attendance system, facilitated by GEO Fencing. This will allow team members to record their 'in' and 'out' times at their assigned locations only.

Training and Development

• The HRMS system enables management to exercise control over training, events, and development.
• Management has the capability to structure both internal and external training and event programs according to specific needs and predetermined criteria for program eligibility.
• Vital information pertaining to the Training and Development program will be disseminated via the HRMS portal and mobile app. Staff members are entitled to apply online via these platforms.
• Approval or denial of applications will be at the discretion of the respective Manager, who will forward the approved list to the Training and Development Manager for further action.
• The Training and Development Manager is empowered to devise a training program incorporating digital content, using the Learning Management System. Access to the program is granted to nominated staff members.
• Post-training, managers may assess staff performance by conducting an online  examination via the Learning Management System, enabling a breakdown of scores for each individual.
• In the event of external training approval by both the Reporting Manager and HR, a notification will be sent to the Admin and Facility Manager to facilitate travel planning and other related logistics.

Survey

• Management has the responsibility to periodically review and collect feedback on key areas to better understand the internal atmosphere, as well as employee perceptions within the organization.
• A notification for review will be sent to staff members, who will then be asked to provide their feedback using a dedicated mobile application.
• All feedback and responses for the designated survey will be collected and consolidated in one place. The system will then analyze this data. This will consequently provide valuable insights and actionable items to the management. This will aid in formulating a plan of action that is driven by data.

Superannuation and Final Settlement

• Any staff member who wishes to resign must first discuss their intentions with their manager, followed by formally submitting their resignation via email.
• However, with the use of the Human Resource Management System (HRMS), a staff member can directly initiate their resignation through the system after the necessary discussions with their manager.
• Upon receiving the resignation in the system, HRMS automatically generates and sends an email and notifications to the HR department, the reporting manager, and other relevant personnel according to the company's policy.
• Once the manager approves the resignation in the HRMS, the next processes are initiated. These may include steps such as drafting a job description for a replacement hire, deciding upon a start date for the new employee, among other tasks if a replacement is deemed necessary.
• After gaining approval from the manager, the resignation progresses through an approval matrix. This is dependent on various organizational requirements, eventually reaching the finance and human resources departments.
• All relevant departments are notified of the employee's departure, allowing them to take any necessary actions in accordance with their departments' policies.
• The staff member initiates the process by requesting a No Dues form from their respective departments. This form must be approved by all department heads via the HRMS system, confirming that the employee has no outstanding obligations.
• Staff members who have been provided with organizational assets such as laptops and mobile phones must return these items to the appropriate department. The department head will then approve the No Dues form.
• Once all department heads have cleared the No Dues, it is forwarded to the Finance department.
• The head of Finance will consolidate all relevant information, such as staff loans, leave encashment, etc. The system will calculate the total amount the staff member is to receive as part of their separation package.
• Once approved by Finance, the application passes to the HR department. HR is responsible for generating a Release Letter, Experience Certificate, and any other necessary  compliance documents.
• Finance will then process the final settlement, and funds will be transferred to the staff member's bank account. A statement of the final settlement will also be generated.
• Finally, HR will provide the staff member with their experience and release documents, along with the final settlement statement.

Feedback System and Exit Interview

• We must record the reasons for the departure of any staff member who chooses to leave. This information can aid the organization in addressing any potential issues raised by the departing staff.
• Before departing on their last day, staff members have the option to complete an exit questionnaire.
• All feedback received from departing staff will be compiled in one location. The system will categorize this feedback and provide a comprehensive report of the main reasons for departure to the management team.
• The management team will review these issues and establish appropriate solutions to help retain existing staff. As an example, if many staff members have raised concerns about a manager's behavior, the management must closely monitor this manager's conduct. Remedial steps may include coaching, training, or even dismissal if necessary.

Dashboard and Analytics

• For all personnel employing the HRMS system, from administration to education to management, access to Dashboards and Analytics is pivotal.
• The HRMS facilitates role-based dashboards and reports, customized to align with their respective duties and operational domains.
• As the organization amasses sufficient data over time, the HRMS system will facilitate AI-driven analytical reporting, recommendations, and more for enhanced decision-making and management efficiency.

Administration

• The Administrator will possess complete managerial authority over the HRMS system.
• Through the HRMS system, the Administrator has the ability to dispatch notifications, group messages, etc., aimed at selected groups or the entire workforce.
• The Administrator can customize templates for individual staff member events such as birthdays, marriage anniversaries and festival greetings.
• The system is set to automatically forward emails to staff, with a cc to their respective managers during their birthdays, marriage anniversaries and festivals.
• The mobile application will display a list of birthdays, joining anniversaries and marriage anniversaries. This enables staff members to extend their congratulations in a manner similar to popular social media platforms.
• The Administrator also has the power to execute additional tasks. For instance, removing the record of any employee who resigns from the firm from the database, or to limit access when necessary.
• Before departing on their last day, staff members have the option to complete an exit questionnaire.
• All feedback received from departing staff will be compiled in one location. The system will categorize this feedback and provide a comprehensive report of the main reasons for departure to the management team.

• The management team will review these issues and establish appropriate solutions to help retain existing staff. As an example, if many staff members have raised concerns about a manager's behavior, the management must closely monitor this manager's conduct. Remedial steps may include coaching, training, or even dismissal if necessary.

Dashboard and Analytics

• For all personnel employing the HRMS system, from administration to education to management, access to Dashboards and Analytics is pivotal.
• The HRMS facilitates role-based dashboards and reports, customized to align with their respective duties and operational domains.
• As the organization amasses sufficient data over time (about 3-4 years), the HRMS system will facilitate AI-driven analytical reporting, recommendations, and more for enhanced decision-making and management efficiency.

Administration

• The Administrator will possess complete managerial authority over the HRMS system.
• Through the HRMS system, the Administrator has the ability to dispatch notifications, group messages, etc., aimed at selected groups or the entire workforce.
• The Administrator can customize templates for individual staff member events such as birthdays, marriage anniversaries and festival greetings.
• The system is set to automatically forward emails to staff, with a cc to their respective managers during their birthdays, marriage anniversaries and festivals.
• The mobile application will display a list of birthdays, joining anniversaries and marriage anniversaries. This enables staff members to extend their congratulations in a manner similar to popular social media platforms.
• The Administrator also has the power to execute additional tasks. For instance, removing the record of any employee who resigns from the firm from the database, or to limit access when necessary.

The Advantages of Complete Digital Transformation

• Embracing digital transformation in HCM enables organizations to streamline their processes, eliminating manual tasks and enhancing overall efficiency. With automated workflows, employee onboarding, performance evaluations, and talent acquisition become seamlessly integrated, saving precious time and resources. This newfound efficiency translates into enhanced productivity and allows HR professionals to focus on strategic initiatives rather than administrative burdens.
• One of the most significant benefits of digital transformation in HCM is the ability to harness the power of data analytics. With advanced analytics tools, businesses can gain valuable insights into their workforce, helping them make more informed decisions. From identifying skill gaps to predicting turnover, data-driven analytics empower organizations to proactively address challenges and capitalize on opportunities. Additionally, analytics can optimize workforce planning, ensuring that businesses have the right talent in the right place at the right time.
• Digital transformation in HCM puts employees at the center, enhancing their experience throughout their journey with the organization. With self-service portals and mobile applications, employees gain access to critical information, such as pay statements, benefits, and career development opportunities, at their fingertips. This self-service approach fosters empowerment, engagement, and satisfaction, ultimately leading to higher retention rates and a more positive company culture.
• Digital technologies facilitate seamless collaboration and communication within the workforce, regardless of geographical boundaries. Cloud-based platforms and virtual tools enable remote teams to work together effortlessly, sharing information and collaborating on projects in real-time. Improved communication drives innovation, breaks down silos, and promotes a culture of transparency and agility – crucial factors in today's interconnected business landscape.
• Digital transformation in HCM provides organizations with robust tools for ensuring compliance and managing risks. With automated systems, businesses can streamline regulatory reporting, reducing the chances of errors and penalties. Additionally, digital platforms enable companies to maintain accurate records, track training requirements, and monitor employee certifications – all essential aspects of compliance management.

As technology continues to evolve, the future of human capital management holds immense potential. Artificial intelligence (AI), machine learning, and predictive analytics will further revolutionize the way organizations manage their workforce. Intelligent algorithms will enable businesses to predict future skill requirements, identify high-potential employees, and personalize development plans. Virtual reality (VR) and augmented reality (AR) will transform training programs, providing immersive and interactive experiences. Furthermore, the advent of blockchain technology will enhance security and transparency in areas such as employee data management and payroll processing. Embracing these emerging technologies will be crucial for businesses to stay competitive and future-proof their human capital management strategies.

Digital transformation has revolutionized human capital management, providing organizations with a host of advantages and opportunities. From improved efficiency and productivity to enhanced data analytics and employee experience, embracing digital technologies can unlock the full potential of an organization's workforce. Further advancements in AI, machine learning, VR, AR, and blockchain will contribute to the continued evolution of HCM, enabling businesses to thrive in the digital age. As the world continues to embrace the power of technology, investing in the digital transformation of human capital management has become an essential aspect of organizational success.