Workforce management (WFM) is the engine room that keeps a company moving forward and operating efficiently. Without it, many companies would grind to a screeching halt.

Similarly, HR systems and HRMS platforms are the heart of an organization, making sure employees feel valued, rewarded, and appreciated for their hard work.

Integrating workforce management tools with HRMS platforms has clear benefits, but can be a daunting challenge for many companies.

That’s where this blog steps in. After reading it, you’ll be informed on how to avoid the most important technical challenges and use solutions like Hire2Retire to create an integration that supercharges your company’s operations.

What is Workforce Management (WFM)?

Workforce Management, or WFM, encompasses the operational side of managing employees, both on a day-to-day basis and over longer periods.

Workforce management tools make sure companies are using their employees correctly to maximize productivity and build schedules that balance maximum coverage with minimum overtime. These tools can also forecast labor demands to prevent under- or overstaffing issues.

In addition, Workforce management tools track employee hours, leave, PTO, or sick days, providing precise data for paychecks and ensuring compliance with labor laws.

What is HRMS?

Human Resource Management Systems, or HRMS, are typically part of a larger HR software suite. Often, these systems are part of an overarching Human Capital Management (HCM) strategy, and some can even be referred to as HCM systems.

HRMS platforms typically contain the core data management capabilities of Human Resource Information Systems (HRIS), while adding more talent management features.

This includes dedicated payroll systems, benefits and compensation, automating employee onboarding, recruiting, and performance tracking.

Why Integrate Workforce Management Tools with HRMS Platforms?

Integrating workforce management tools with HRMS platforms allows for data to be automatically synchronized between the two platforms. This data communication lets companies: 

• Keep Data Consistent Across Systems: Integration keeps employee profiles and data consistent, updated, and accurate across both WFM and HRMS systems. 
• Ensure Payroll Accuracy: Your HRMS ensures accurate payroll by processing based on your employees' WFM time and attendance logs. 
• Stay Compliant: By communicating employee event logs and system access, you can make sure you’re continually staying compliant with regulatory laws and ready for an audit.

Challenges in Integrating Workforce Management Tools with HRMS Platforms

To reap the rewards of a WFM to HRMS integration, you need to make sure to choose the right integration option. Here are three of the biggest factors to consider when picking an integration:

Customization and Flexibility

Different companies will need different features from their WFM and HRMS platforms.

Healthcare organizations place a strong emphasis on compliance; hotels and resorts would need to work with seasonal workers coming and going, and construction firms have to handle large numbers of contractors.

Similarly, the integration between WFM and HRMS systems should be flexible enough to ensure your business’s specific automation objectives can be easily met.

Scalability

A good integration should be able to move and grow as your company grows. This is especially important for startups, founders, and companies with subsidiaries.

The last thing you will want to deal with after making a wave of new hires or acquiring a brand is having to rework or replace your WFM to HRMS integration.

And if your company has thousands of employees, your integration must be able to manage thousands of employee profiles effectively.

Development Cost & Time

Two questions almost every senior leadership will ask about a potential WFM to HRMS integration are:

• “How much will it cost?”
• “When will it go live?”

In this case, the “cost” of an integration refers to the resources needed to create it. This could be money you pay an in-house developer to build and maintain the integration, or it could be money you pay an outside vendor.

Ways to Integrate Workforce Management Tools with HRMS Platforms

Many companies offer All-in-one options with native integrations. This is the simplest option available because you are only working with one vendor, but these products may not have the full functionality of more specialized platforms.

Custom-built API integrations provide the most flexibility and offer complete customization options to fit your exact needs. However, your company needs skilled development resources and a longer timeframe to code, test, and manage these integrations.

For an option that’s more in the middle, consider SaaS tools like Hire2Retire or Workato.

These products offer pre-built connectors that make it easy to connect core systems and build automated workflows without intensive coding. The downside is that you need to pay another subscription fee to use these products.

Carefully consider your company’s size, business needs, and growth plan when weighing the pros and cons of each integration option.

There isn’t a right or wrong choice, but finding the best fit for your current and future goals makes it more likely that you’ll achieve them.

Read More: Automate employee onboarding