Conflicting Record Versions
One file may be updated while another still holds old information. HR needs to know which record to use to avoid working with outdated details.
Employee Data Management Application
Manage employee records for HR and payroll with Sigma HRIS or Forte HRIS, supported by implementation guidance and responsive assistance. Help HR work with current employee and assignment information without repeatedly reconciling files.
Manage Employee Records without Constantly Reconciling Files
Names, employment status, job titles and work locations are part of HR's daily work. As your workforce grows, these records need to stay organised and easy to find so administration can run smoothly.
Problems often arise when updates are scattered across spreadsheets, documents and messages. HR has to find the latest file, compare records and confirm which information is correct. This can take valuable time, especially before payroll.
Repeated Data Entry
Entering the same information again and searching for documents takes time that HR could spend supporting employees and completing other work.
Payroll Preparation
Before calculating pay, check that employee records are correct. Changes in job title, employment status or location need review when they affect payroll.
Employee Data Management: Spreadsheets vs. HRIS
Spreadsheets can work well for smaller datasets. When the same records support attendance, administration and payroll, keeping every file consistent becomes a task of its own. This is often when a more organised process becomes useful.
Managing Separate Files
Spreadsheets make simple recordkeeping straightforward. As more people use them, the team needs version control and a clear way to keep track of changes.
Managing Records in an HRIS
An HRIS makes employee records part of everyday HR processes. Permissions determine who can view and update information according to their responsibilities.
Configure Records and Access around Your HR Team
Employee data management should make HR work easier. We help you decide what to record, who can change it and when it is needed for payroll. The configuration follows the way your team works.
Employee Records for HR Administration and Payroll
Sigma HRIS and Forte HRIS help companies manage employee records for HR and payroll. Attendance and employment information support the HR services employees need.
HR Administration
Well organised records help HR prepare documents and handle administration without entering the same information repeatedly.
Attendance
Employee identifiers and assignments help HR link attendance records to the correct employee and work location.
Payroll
Attendance records and earnings components support payroll preparation in line with company policies.
Employee Self Service
Through ESS, employees can check their attendance and use HR services within their assigned permissions.
Sigma HRIS and Forte HRIS are continuously updated, including ESS and mobile applications, to keep them easy to use. Both products also incorporate AI powered technology as part of their ongoing development.
Employee Records Your HR Team Needs to Manage
Managing employee records involves more than entering names. HR also needs to check completeness and update information when circumstances change. Start with the records used for administration, employee services and payroll.
Employee Numbers and Job Details
Employee numbers, job titles and departments help HR identify each employee's role. Consistent formats make records easier to review, especially when they come from several files.
Employment Information
Job title, department, employment status and location describe an employee's current assignment. Update these details when changes occur so HR is not relying on old information.
Payroll Supporting Data
Agree on the records and update deadlines before processing payroll. This gives HR and the payroll team a consistent basis for their work.
Assign Responsibility for Updating Employee Records
When an employee moves to another branch, for example, HR needs to update the work location and inform teams that use the record. Clear ownership ensures the change goes beyond a message or conversation.
Users do not all need the same access. Employees may only need to view their attendance, while HR manages the records. Permissions should reflect your company's division of responsibilities.
Organised Employee Records Make Everyday HR Work Easier
HR uses employee records almost every day. Checking a job title, handling a branch transfer and preparing payroll all depend on accurate, current information. Problems arise when HR, managers and payroll use different records. The team must then compare files or ask for confirmation before proceeding. An employee data management application helps organise this process, making information easier to find, review and use by authorised colleagues.
As your workforce grows, more changes need recording. Employees move departments, receive promotions, change bank accounts or join another branch. When updates stay in messages, other teams may miss them. Spreadsheets can still serve specific purposes, but everyone needs to know which file is current and who maintains it. Improving recordkeeping therefore means defining how changes are received, checked and passed on, as well as where records are stored.
Begin with the information your company already uses. Check for duplicate entries, missing details and inconsistent job titles. Then decide who updates each record and who confirms the change. HR might update an assignment after receiving approval from the responsible manager. This makes responsibilities clear without adding unnecessary steps. As employee and branch numbers increase, the same process helps maintain organised records and avoids reliance on a single person.
Review Employee Record Changes Before Calculating Pay
Suppose an employee transfers to another branch next month. HR needs to confirm the new location, manager, effective date and any changes to earnings. Payroll then uses the information that applies to that pay period. Distinguishing the approval date from the effective date prevents changes from being applied too early or too late. Bring this type of example to a demonstration to explore the workflow your company needs, rather than only reviewing a list of fields.
To assess the value of a system, look at the tasks taking the most time today. Does HR frequently search for change documents, reconcile employee lists or answer questions about conflicting records? Bring a few examples to the consultation. Our team can demonstrate relevant workflows so you can assess how the application helps everyday work. The aim is accessible information and an update process everyone involved understands, rather than simply moving existing files into a new interface.
Sigma HRIS offers on premises and private cloud options, while Forte HRIS is cloud based. Both serve small businesses through large enterprises, with the choice guided by operational needs and IT policies. Sigma Solusi Informatika helps map requirements, prepare data and configure the application around agreed processes. Our support team remains available after launch. Tell us which processes you want to improve so the demonstration can focus on your HR team's needs, from employee records to administration and payroll.
Choose the Application That Fits Your Business
Both Sigma HRIS and Forte HRIS support small businesses and large enterprises. The choice depends on your IT policies and preferred way of managing the application, as well as workforce size.
Sigma HRIS suits companies that want to use their own servers or a private cloud in line with their IT policies.
We help configure records, HR processes and payroll so the application supports the way your company works.
Learn More
Forte HRIS is a cloud based option for managing employee records and everyday HR work.
Our team helps you choose modules and understand how to use them for your company's needs.
Learn MoreOngoing HRIS, ESS and Mobile Development for Everyday Work
Sigma Solusi Informatika has developed HR and payroll systems for more than 10 years. Sigma HRIS and Forte HRIS are used across industries to support HR, IT, Finance and employee services.
Some customers have used our systems for more than 10 years. Throughout that time, we have continued updating our products and supporting users as their business needs change.
Less Administrative Work for HR
Organised records make information easier to find and administration easier to prepare. Less time comparing files leaves HR more time to support employees.
Easier Access for Employees
ESS and mobile applications help employees access HR services independently. They can view information and submit requests according to company permissions.
HRIS Implementation and Support for Your Team
Our experienced team can complete business process mapping in just a few hours. We review your records, policies and responsibilities to configure the application appropriately from the start.
If you use spreadsheets or another system, bring your current records. We help check formats and completeness before migration so the information is ready to use.
Define Your Employee Data Requirements
Tell us which records HR uses daily and how they support payroll. We help configure the application accordingly.
Prepare Records and Configure the Application
We guide data preparation, migration and configuration. Reviewing requirements early helps reduce rework caused by unsuitable settings.
Responsive Support
After launch, our support team and project manager remain available to answer questions and help resolve user issues.
Employee Data Management FAQs
What information should we prepare before using the application?
Start with the records your HR team already uses, including employee names, employee numbers, employment status, job titles, departments and locations. Our team helps check their completeness before migration.
How can we keep employee records up to date?
Assign responsibility for updating records and reviewing changes. Set access permissions according to each user's role. A clear process helps the team maintain accurate, current information.
What is an employee data management application?
An employee data management application helps HR record, update and use employee information in everyday work. Within an HRIS, these records also support attendance, payroll and Employee Self Service.
Can Sigma HRIS and Forte HRIS manage employee records?
Yes. Both support employee records as part of HRIS and payroll management. Our team helps identify the information you need, configure access permissions and align the application with your HR processes.
How do Sigma HRIS and Forte HRIS differ?
Sigma HRIS supports on premises and private cloud deployment. Forte HRIS is cloud based. Both serve small businesses through large enterprises. The right choice depends on your IT policies and operational needs.
Can employees check their attendance through ESS?
Employee Self Service in Sigma HRIS and Forte HRIS lets employees check attendance information and access HR services independently. Available information and requests follow the access permissions set by your company.
What if we still use spreadsheets?
Show us the records and workflows you use today. Our team helps map requirements, prepare and migrate data, configure the application and guide users. Our experienced team can complete business process mapping in just a few hours.
Ready to Simplify Employee Data Management
Tell us about the challenges your HR team faces. We will review your needs, demonstrate relevant workflows and explain the Sigma HRIS and Forte HRIS options.