The HRMS Self-Service Kiosk is a virtual HR which allows employees to access HR services 24/7 through an interactive interface. These days the HRMS self-service kiosks are very popular in Dubai and all around the UAE. As the name suggests the HRMS or Human Resource Management Software/System is used by all types and sizes of businesses to monitor, manage and improve their employee’s performance and overall efficiency of each department. The self-service kiosk is an interactive touch screen kiosk which allow its users to perform certain functions through the kiosk without any need of the HR service staff. When combined, the HRMS and a self-service kiosk can open up a plethora of new innovative ideas and possibilities to achieve HR goals and to improve HR efficiency. Basically the HR department is always struggling with the daily enquiries and could have tons of manual work to do. Which is why the businesses seek ways to improve this scenario which help them to boost the performance of the HR department. Another major urge for implementing a HRMS self-service kiosk is the benefits it offers to the employees and the HR department.
Businesses and enterprises all around the world are installing HRMS self-service kiosks to facilitate their off-desk workforce. The biggest advantage of the HRMS self-service kiosk here in Dubai and all around the UAE is that it can enable easy access for the employees and workforce who is deployed away from the head-office or who are working at a remote location or work site, etc. This saves a lot of trouble for the businesses which involves handling a lot daily HR enquiries and managing for the off-campus workforce to visit the HR. The HRMS self-service kiosk is a very simple but very capable device. The HRMS self-service kiosk can offer a lot of functionalities and benefits for the business. There are two basic components of HRMS self-service kiosk, the software and the hardware:
HRMS self-service kiosk software
These days all modern HRMS or Human Resource Management Systems comes with an in-built module for interactive self-service kiosks as well. Here in Dubai, UAE business also prefer to have a customized self-service module as well. Some of the businesses who are running on older IT infrastructure may not have any default support for the HRMS self-service kiosk, for such scenarios an intermediary software is built to link the HR software with the HR self-service kiosk. Such solutions are also known as HR Kiosk or Employee Self Service Kiosk (ESS Kiosk) systems. The software itself is usually a server side application which runs on a server or in cloud. It provides employee interface and HR staff interface. The administration and management interfaces are also included for other system management purposes.
HRMS self-service kiosk server side application
The server side application is built on various platforms such as PHP, .NET, etc. Such applications are stores on a physical server or a cloud based solution. All the computing, logics and process execution is done on the server and the information are being updated on real-time bases on respective clients. The cloud based HRMS solutions are also popular in Dubai, UAE. Which has been hosted on a cloud and managed by the service provider, the enterprises and businesses use these portals to link to their data which can also be hosted on cloud. Such solutions are very cost-effective, but are very difficult and expensive to customize and personalized. So, since a few past years the businesses and enterprises in Dubai, UAE are adopting to customized HRMS self-service kiosk solutions.
The HRMS software application runs on a server which could either be connected to online or to a local network. All the HRMS self-service kiosk should be connected to the same network, either it is online or it is a local network. The programming is done on the server side application and all the dashboards and interfaces are linked to that server, the system take instructions from users and send them to the server, all the computing and logics are processed at the server. This is a very reliable method for such applications.
HRMS self-service kiosk employee interface
The HRMS self-service kiosk’s employee interface is where the employee interacts with the system and perform certain tasks. The employee interfaces are usually designed to be very simple and interactive. The employees log-in to their portal either by using their Emirates ID card or Job ID or their credentials. The system then authenticates the employee and grant them access to the designated services and data. Each business have different policies and work flows. According to the work flow the employees can access various services and perform various HR related tasks, such as updating their documents, applying for vocations or leaves, printing salary certificates and accessing any other HR service which is being offered from the system.
HRMS self-service kiosk HR staff dashboard
The HRMS self-service Kiosk’s HR staff dashboard is for the HR department, each employee can login to the system using their credential to perform management and administrative tasks. The HR staff can perform all regular tasks from their respective dashboards. The data access and authentication is done on the bases of the user, every user have their own access levels as per their job role and authority. The HR staff can use the HRMS self-service kiosk’s HR staff dashboard to update and upload employee data also, they can communicate with the employees as well. The HR staff can also configure employee surveys and feedbacks along with personalized messages and communications. The complaints can also be integrated within the system, mostly the latest HRMS self-service kiosk modules have in-built complaint module too. However, there are a lot many features and functionalities that can be integrated within the HRMS self-service kiosk software to improve the operational capabilities and efficiency of the HR department.
Administrative and management dashboard
The administrative and management dashboard is the master control for the entire HRMS self-service kiosk software system. It can provide highest levels of access for the head-office staff or the higher management. They can access any data through this dashboard, however this dashboard is majorly used to create and manage system users and the same is used to allocate different job roles with different level of access for different HRMS self-service kiosk system users. Majorly this dashboard is used to extract reports and system’s analytical data. Moreover the in-built data analytical engine can help producing valuable business intelligence which is very helpful in taking managerial decisions and policy making. The administrative and management dashboard also allow the higher management to configure the system to manage and control different processes and work flows. All the information are linked with each other and a centralized information center is formed which get real-time updates from all touch points. Which also enables the head-office to do remote management as well.
HRMS self-service kiosk system integration
Another very common trend in Dubai and all around the UAE is to have system integration to integrate various systems together. The HRMS self-service kiosk software can easily get integrated with other enterprise solutions and system using secure web services or APIs technique. This is a very popular technique to integrate various IT solutions together. This allows the businesses to maintain a centralized information center linked with various stand-alone enterprise solutions and systems. Each system can read or write or can perform both functions on this centralized database. The systems can be integrated in a way that once system’s output is fetched to another and displayed there. One system can also provide administrative controls through these APIs and the businesses and organizations prefer these types of integrations to keep only a single interface for their employees and management and provide the control and data of all the systems in a unified interface so the employees and the management don’t have to use several different systems for different purposes. The integration also help innovating new more efficient and productive business processes.
HRMS self-service kiosk hardware
The HRMS self-service kiosk hardware consists of some basic components and some other components which can be added as per the situation or need. As the employee interface is used to perform certain tasks and to get access to the HR services so there are some basic hardware components that are mandatory. However there are so many other peripherals and hardware accessories which can also be added to further support additional functionalities or to make the processes more convenient and fast. Basically the HRMS self-service kiosk hardware is classified in three major sub-sections, the display, the computer and the peripherals:
HRMS self-service kiosk screen/display
The display is the most important hardware component of the HRMS self-service kiosk. Usually there is 15 Inch or 19 Inch display is used but the 32 Inch display is also popular. The regular screen is not appropriate so industrial grade TFT LCDs are used, as they will have to run 24/7 and higher brightness is also required. The display has a separate touch screen which is layered over it. There are different types of the touch screen technologies available, but mostly a capacitive touch screen is used.
HRMS self-service kiosk computer
There are two major platforms that are used as a computer for the interactive touch screen HRMS self-service kiosk which are Windows OS and Android OS. For windows standard Core i3/5/7 configurations are available with up to 32 GB of RAM and 512 GB of SSD storage. As usually the HRMS self-service kiosk acts like a client, so heavy duty hardware is not necessary. A normal 4GB or 8GB RAM with 128GB SSD works perfectly fine. As for the Android, compact Android PCs/motherboards are used. Normally the updated Android OS with Octa/Quad Core Processor, 2GB or 4GB RAM and 32 GB or 16GB storage is used. Here in Dubai and all across the UAE the Windows OS based kiosks are more common.
HRMS self-service kiosk peripherals
As for the HR services the HRMS self-service kiosk should have some peripherals which are not mandatory but are required for the regular HR process. Mostly Emirates ID Card reader/scanner is available, it is also used for the sign-in and user authentication process. Apart from that some companies use RFID based Job IDs so a RFID scanner can also be included. The standard printer and scanner are used to take prints and scan documents. Some businesses also use passport scanner too. This will allow the employee to easily upload and scan all their updated/renewed documents through the kiosk. Moreover some businesses also integrate other hardware such as facial recognition, fingerprint scanner, IRIS scanner, Intercom, VOIP and such accessories to offer more services to their employees.
Features and functionalities of HRMS self-service kiosk
The HRMS self-service kiosk is capable of offering almost all types of HR services through its interactive interface. In order to achieve the ultimate employee experience and to utilize the kiosk at its full potential various hardware and software components are added along with the benefits of system integration and automation the employee experience can be improved significantly. Here some of the features and functionalities HRMS self-service kiosk offers:
- Digitalize HR Services
- Offer 24/7 Instant HR Services
- Improved Employee Experience
- Employees can access HR services without any help form the staff
- Employee can access various HR services such as
- Updating Documents (Latest EID, Passport, Tenancy Contracts, etc.)
- Online Forms and Applications
- Leave Requests
- Vocations/Annual Leaves, Loans, etc.
- Time Clock, Schedules, Attendance, etc.
- Benefits & Overtime Calculators
- Employee Feedbacks
- Complaint Portal
- Online HR Appointment Booking
- News, Updates and Press Releases
- Other Digital HR Services
These are just some very commonly used features and functionalities of the HRMS self-service kiosk. There are so many other features that can also be added by customization and system integration.
Benefits of HRMS self-service kiosk
The HRMS self-service kiosk have several benefits some of them have immediate impact and some have long term impact on the business growth and overall efficiency of the HR department. Not only here in Dubai, UAE but all around the world the HR department is considered to be most busiest department with tons of daily paper work and manual tasks. However with the help of a HRMS self-service kiosk the HR department can be modernized and their efficiency can be improved dramatically. One of the major problem that every HR department had is to handle the daily enquiries. These enquiries lead to a tedious manual paper work. Moreover the biggest expense at the HR department is the additional staff to handle daily enquires and the mailing, printing and filing. With the help of HRMS self-service kiosk, all the manual work can be digitalized, there will be no need of manual paper work, filing, printing and mailing, the work load of the HR staff will be reduced and the need of having additional staff at the HR will vanish.
This will also significantly improve the HR performance, with the HRMS self-service kiosk the major work will be done in an automated way, the services will be digital, this will provide the HR department more space to focus on their primary tasks which will help increasing the employee performance and achieving their goals. Another great advantage of the HRMS is that the HR department can improve employee happiness and satisfaction. Especially the employees who are working off-campus and had to come to the HR department could cause big issues. The supervisors and managers will have to arrange transport for them, then they will have to give them off hours or in some cases off-days to finish their work with the HR department. Which is also hectic for the employees.
With the HRMS self-service kiosk, the employee can easily get access to the HR services without any worry of planning and then arranging their visits to the HR. They can instantly get served rather than waiting for hours in long queues. The HRMS self-service kiosks can be placed at very convenient location, where the employee can access them whenever they want. There will be no wait time, no human staff, everything will be automated, and very quickly which will make the employees happy. If a business have happy and satisfied employees, their production or operational capabilities increased automatically, happy employees are more loyal to their business and hence put more efforts and do quality work. Which increase the overall quality of the products and services of a business. In long term such improvements lead to happy and satisfied customers and a good brand reputation also. Which will attract more customers. The HRMS self-service kiosk also help business to increase their operational capabilities, quality of work and profitability.
Conclusion
The HRMS self-service kiosk is a virtual HR. It offers HR services to the employees who work off-campus and also for the desk-less workforce. There are two major components of the HRMS self-service kiosk, the software and the hardware. The software consists of various dedicated portals and dashboard for the HR department staff, employees and the management. The software also include system integration which allow centralized information center, which enables the business to boost the performance of their HRMS system. The digitalization and automation results in highly improved employee experience and very less work load for the HR department. The HRMS self-service kiosks are a great tool that help business to reduce the HR expense and also boosts its performance. On the other hand it improves employee happiness and employee satisfaction by reducing their journey and minimizing their efforts to access the HR services. The digitalized services also eliminate the human errors and make various processes faster and more effective. If you need help to improve your HR department’s performance, reduce the expense and ensure higher employee happiness, feel free to reach us out through our Contact Us page or leave a comment in the comment box below and we will get in touch.
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