When an employee is hired in an organization, he/she also needs to be managed efficiently. This is to optimize their productivity. After all, every man-hour invested by the employee in the organization should justify the wages he/she gets.
For optimal utilization of resources, workforce management is the key. Workforce management is the set of processes that constitute, capture and track the daily life cycle of an employee at work. Forecasting demand, scheduling assignments, project allocations, day to day tracking of employee work hours, time and attendance management, payroll, performance management, and compliance are all processes that are a part of workforce management.
Though it may be difficult to do all these processes manually, Workforce Management software has made this tracking and allocation less cumbersome and efficient. These software have in-built, well-defined processes that ease workforce management with the least human intervention. It also helps gain quick insights into the business metrics at any given time and day.
How are Workforce Management Software compared?
When there are multiple options available, it is essential to choose the right software for your organization that suits your needs.
Based on the following parameters one can compare workforce management software:
#1 Suitability and Scalability
It is important to choose the software that is suitable for your current scale as well as the predicted scale of operations. This software houses a lot of information hence it is imperative to invest wisely for current as well as future needs. One also needs to check if it fulfills all the organizational needs like scheduling, forecasting, time and attendance, etc. It needs to be comprehensive yet user-friendly software.
#2 Tailor-made vs Standardized version
There are two ways of automating workforce management practices – look for software that is flexible to incorporate your existing processes or have standard software with a comprehensive set of built-in processes and follow them for your organization. Most organizations prefer a hybrid version wherein the tool’s in-built processes serve as a guide as well as incorporate the organization’s processes.
#3 Availability of well-defined processes
The software needs to have well-defined processes that resonate with the organization’s needs. Each process needs to be refined to a degree that it captures the right inputs and throws the right metrics.
#4 Cost-effective
Every investment needs to be cost-effective to be part of the organization. A good workforce management software is an investment too.
#5 Analytics and Reporting
Key function of workforce management software is to provide analytics and reporting about workforce productivity. Software should be evaluated based on the reports and insights it generates. There should be comprehensive and exhaustive reporting tools, Analytics, and metrics to evaluate productivity.
#6 Compatibility with other tools
As an organization grows it might need to onboard several other tools like Recruitment software or ATS, etc., and integrate them with the current Workforce management software. Hence it is important to have compatible software that can be integrated with any other software as the organization scales up.
Key Features to look for in Workforce Management software
Workforce Management (WFM) Software is meant to run and track all the key processes of employee productivity and efficiency. The following are the key features/modules of a typical WFM software:
#1 Time and attendance tracking
This module helps track daily attendance. It is mostly linked with biometrics.
#2 Scheduling / Labour Scheduling
This module enables one to allocate the right employees to the right demand within the organization. Project allocations happen through this module.
#3 Leave management
Here employees’ leaves are updated and tracked. This helps in better workforce planning and optimization
#4 Task Management
This module is extremely essential to allocate and track progress on tasks allocated to the employees.
#5 Shift Management
Data of employees working in shifts is stored and actioned in this module.
#6 Payroll Compliance
Compliance like Provident fund, ESIC, professional tax payments, GST, etc are tracked in this module.
#7 Employee Self–Service
This interface is usable by employees wherein they can request time offs, and vacations, update personal data, etc.
Top 9 Workforce Management software
#1 Oracle
Oracle workforce management software offers you an all-in-one solution for workforce planning and strategizing within your organization. It has all the key features of efficient workforce management software and is easy to configure.
Features:
- Key modules are Absence management, Leave and attendance, Scheduling, Incident reporting, and management.
- Captures trends and generates easy-to-understand reports
- Easy data entry
- Detailed dashboards
Pros:
- Simple configuration process and flow
- User-friendly interface
- Flexible pricing
Cons:
- Multiple updates can cause issues
- Not suitable for smaller organizations
Pricing: Available on request
#2 ADP Workforce Now
ADP Workforce Now provides comprehensive workforce management solutions with time-tracking tools. It offers functionalities in Payroll administration, benefits, time and attendance, learning, Labour management, etc.
Features:
- User-friendly interface
- Mobile interface
- Time and Attendance
- Scheduling
- Labor management
- Detailed Dashboards
- Analytics and Reporting
Pros:
- Stable system and easy to install
- Flexible to use on mobile and the website
- Employee information is available on the mobile app also
- Offsite attendance available
Cons:
- Certain features that are not required cannot be uninstalled
- Does not have good customer support
Pricing: Available on request
#3 SAP success factors
SAP Success factors’ next-generation Human Capital Management software is a one-stop shop for HR analytics and Workforce planning needs. It provides data-driven insights into the workforce.
Features:
- Simple cloud-based software
- Core HR and payroll
- Mobile-friendly interface
- Scheduling & Attendance
- Detailed Dashboards
- Analytics and Reporting
Pros:
- Customization of features
- Helps in streamlining HR data
- Integration into SAP and Microsoft solutions
Cons:
- Known to cause compatibility issues on mobile
- Integration with local and other software can be difficult at times
Pricing: Starting from $84.53 /per year
#4 Paylocity
Paylocity offers cloud-based human capital management and payroll software. Its exhaustive modules ensure smooth day-to-day operations and management of the workforce.
Features:
- Simplified processes
- Automated time tracking
- Scheduling
- Shifts-related operations
- Analytics and reporting
Pros:
- User-friendly interface
- TAT for customer service is fast and quick
- Tax-filing system is integrated into the software
Cons:
- Toggling between employees is difficult
- No video tutorial is available
- Comprehensive messaging system unavailable within the software
Pricing: Available on request
#5 nTask
Fast emerging and popular project management tool, nTask provides a complete gamut of solutions in the space of workforce management. It uses visual management tools to make the interface more interesting and to make data interpretation easy.
Features:
- End–to-End project tracking
- Resource allocation
- Time tracking and timesheets
- Customization features
- Expense management
- Mobile app
Pros:
- Assigning tasks and projects is easy
- Creation of sub-categories with the task is possible
- Cost-effective for small companies as well
- Suitable for employee strength of 50 or less
Cons:
- Adding multiple projects at the same time can be confusing for the user
- Does not work for a large workforce
- TAT to attach large files is longer
Pricing:
Basic plan – Available for free forever
Premium plan – $3 per user per month
Business plan – $8 per user per month
Enterprise plan – Custom pricing
#6 BambooHR
BambooHR is a complete HRIS solution suitable for small-sized or growing companies. It helps manage the entire HR lifecycle of the tool. It helps you gain insights into your people right from hiring to daily time management to performance management.
Features:
- Application tracking system (ATS)
- Time and Attendance management
- Employee engagement tool
- Reporting and Analytics
Pros:
- Extensive reporting and analysis are available
- Customization available
- Can be integrated with existing software within the system
Cons:
- Being a cloud-based system, data is not very secure
- Certain features are not compatible with existing software
- Engagement survey feature does not allow new questions to be added
Pricing: Available on request
#7 Workday HCM
This is a cloud-based ERP that links all the vital functions within the organization. Hiring, compensation and benefits, payroll, and learning solutions under one roof!
Features:
- Time and Attendance tracking
- AI-driven schedule generation
- Voice-activated time-off requests
- Automated Payroll processing
- Detailed Analytics and Reporting
Pros:
- Easy integration with the existing system
- Customer service is available online and on the phone
- Intuitive user interface
- Suitable for small and mid-sized companies
Cons:
- Dashboard enhancements need to be available
- Editing task is difficult
Pricing: Available on request
#8 Connecteam
Connecteam workforce management software is suitable across industries with a proven capability to automate key functions of workforce management. It is intuitive and easy to operate.
Features:
- Employee scheduling
- Time tracking and attendance
- Leave management
- Task management
- Analytics and Reporting
Pros:
- Intuitive user interface
- Efficient customer service
- Integrated GPS allows tracking of member
Cons:
- Autosave option is unavailable which can cause a loss of work
- Software lags when too many processes are working in the background
Pricing: $29/month for up to 2000 users/month
#9 UKG Workforce Central
UKG Workforce Central is a brand known for its workforce management solutions irrespective of the industries as well as the scale of operations.
Features:
- Forecasting
- Budget management
- Time and Attendance
- Leave management
- Analytics and Reporting
Pros:
- Interface with different job boards
- Support available for employees belonging to different countries
- Consistent tracking and scheduling of employees and tasks
- Ease of use for employees at multiple levels
Cons:
- Customer Service lags at time
- Timekeeping and approval process is slow and limited
Pricing: Available on request
Wrap-up
Workforce management solutions are necessary to manage the day-to-day workforce operations in every organization. It helps capture and process repetitive yet essential data every day, reduces errors, and builds credibility. A well-designed workforce management software provides insights into the trends and operational inconsistencies, if any, on a real-time basis. When these tasks are managed by software, you are free to invest and think about the most critical asset of your organization, which is your people!
FAQs on Workforce Management Software
What is Workforce Management Software?
Workforce Management Software is a software solution provided by multiple companies to manage day-to-day workforce operations in an organization. It is an automation of key processes in the company that are repetitive in nature.
Why is Workforce Management (WFM) Software essential?
WFM automates key processes which makes the processes more robust and error-free. It also provides insights into trends in the data that it captures on a daily basis. Modules like leave management, attendance and time management, Shift management, and Scheduling are extremely volatile and repetitive processes. Automating them makes them less cumbersome and easy to follow. WFM software helps manage the workforce with the help of automation.
How to ascertain which Workforce management software is fit for the company?
A Workforce Management software can be evaluated on the following parameters and you can ascertain if it fits your organizational need:
– Suitability and Scalability – It is important to choose the software that is suitable for your current scale as well as the predicted scale of operations.
– Tailor-made vs Standardized version- There are two ways of automating workforce management practices – look for software that is flexible to incorporate your existing processes or have standard software with a comprehensive set of built-in processes and follow them for your organization. Most organizations prefer a hybrid version wherein the tool’s in-built processes serve as a guide as well as incorporate the organization’s processes.
– Availability of well-defined processes – The software needs to have well-defined processes that resonate with the organization’s needs
– Cost-effective – Every investment needs to be cost-effective to be part of the organization. A good workforce management software is an investment too.
– Analytics and Reporting
– Compatibility with other tools
For a small-sized organization which features are more important within the workforce management software?
Even if the organization is small today, focus on the scalability of the software. Look for features that are useful today and the ones that can be activated later in the future when you scale up.
Features like Time and attendance, Task management, Leave management, Shift management, Scheduling, Compliance, Budgeting, Payroll processing, and ATS are extremely important irrespective of the size of the organization.
Who uses Workforce Management Software?
WFM is used across industries mostly by Human Resources, IT, Payroll, and Finance teams. Every employee has access to the employee self-service module of this software to enter and view their details about leaves, shifts, rosters, attendance, etc.
