HRIS systems, the latest buzzword in the HR world. For the uninitiated, HRIS is Human Resources Information Software. You hear HR managers singing its praises, listing its benefits, comparing different features, thankful for how much time it has saved them. HRIS have become so useful that they are now a rapidly growing market.
But, how do you know which is the best HRIS for you? When you’ve picked one, how do you get it up and running? And how do you make the most of it? Do you need an HRIS manager? We’ll answer these questions and more below.
HRIS Systems and Benefits
So what is HRIS? It is a software suite which an HR department can use to store and access all key information about employees. These systems are sometimes known as Human Resources Management System software or Human Capital Management.
This software acts as a database for all essential records and information on employees. As such, it can be incorporated into an office infrastructure or be cloud-based. The latter is becoming more prevalent nowadays as it allows employee self service. Workday HRIS is a key example of a human resources information system that uses the cloud. These types of systems give deeper insights into businesses and adapt more easily to change. What’s more, they also enable workers to complete HR processes as and when they choose, adding to the employee experience. This is only one of many benefits offered by HRIS in HR. Others include:
- Time management – In the past, processes were completed manually, pen to paper. With the advent of HRIS, they are done automatically, making task completion much more time-efficient.
- Accurate record keeping – No more missing records, lost in a labyrinth of filing cabinets. With HRIS, information is digital and up-to-date.
- Compliance with mandatory regulations – Some data is collected as a compliance measure. It can be required by the State or Federal law to store certain information. Having HRIS management software means you’re fully compliant, avoiding any fines.
- Core efficient decision-making – It brings a wealth of data to the table, making it much easier to see how decisions will affect the company.
- Data reporting and analytics – Opting for a system with these features can offer plans for succession and new ways to improve HR efficiency based on accurate information.
Human Resources Information System Considerations
There are currently many versions of this software available. A lot of the most popular HRIS systems offer similar, far-reaching benefits. To this end, here are some key things to consider when selecting the right HRIS human resources system for your business.
Growing with the business
If your company is growing, you will need an HRIS to keep up. Perhaps you only have ten employees at the moment. Yet, all being well, this number is likely to grow. You want a system in place that can handle the expansion and grow with you.
Compatibility and synchronization
Most companies already have programs that automate other processes, such as payroll systems and digital onboarding. Choosing an HRIS which integrates and synchronizes these systems will be more efficient.
Whilst the number of systems available are skyrocketing, they are still quite new. Therefore, it’s likely that the majority of your employees aren’t up-to-date with the operation of the system you choose. It’s a good idea to make sure that the system you choose comes with a comprehensive training package. Likewise, you’ll want some degree of warranty and software solutions for any unforeseen problems.
Implementing HRIS Software
Now we’ve covered some key considerations, let’s take a look at a way of implementing your system. Here are six steps to seamlessly implement HRIS into your company.
- Search – As mentioned previously, there are many HRIS programs to choose from. Contact all stakeholders and inquire into what they expect from a human resource software system. Then, when you have these requirements, compile a list of suitable systems for you.
- Planning and aligning – Plan how the system will work to meet your requirements. Maintain contact with the system provider and let them guide you here. You want your HRIS applications to align seamlessly with the other systems you have in place.
- Defining and designing – After deciding what software your HRIS system will align with, you can now begin designing and building its infrastructure.
- Configuring and testing – Next, it’s time for a test-run. Invite some staff who are going to be using the system to try it out. Listen carefully to their feedback and make changes where necessary.
- Training and communication – Creating a training program will provide staff with the tools necessary to use the software. Communicate exactly how it functions so staff feel confident and equipped to work with it.
- Deployment and sustainability – Now the system should be fully operational. However, there could be a few teething issues at first, which is why sustainability is important. Yet, if you have chosen wisely, the providers will be on hand to offer assistance.
Human Resources Management System Software Reports
In order to ensure the smooth running of your human resources information system, you might want to consider hiring an analyst. So, what exactly is an HRIS analyst? This key player will make sure the system functions correctly. They resolve technical problems and liaise with other departments in order to achieve smooth synergy. On top of this, the analyst can study the reports produced. Following this, they can make the system more user-friendly. What’s more, they can build further utility of the HRIS self service potential, discovering and implementing new HR policies reflected in the system.
This software has access to a lot of personal information. Not only employee information, but payroll and benefits, time and attendance, and more. If knowledge is power, then HRIS is powerful indeed. Using this data, it can create useful reports for the company. For example, it can produce reports regarding turn over rate of employees, absence and even performance. As a result, it allows for easier succession planning. Managers can see who is the best internal candidate for upcoming positions.
Beware, the ability to generate reports is not standard across all types of HRIS systems. Even if your system has reporting and analytics, it might take an extra layer to achieve HRIS integration. Even more of a reason to hire HRIS analytics personnel.
HRIS Platform Functionality
Companies often miss out on the true capability of human resources management system software. As such, many of the system’s key functions are not taken advantage of. Therefore, in order to help you harness its full potential, we’ve compiled an HRIS systems list of some of its main functions.
Vital company documents
The HRIS can be a reservoir of important documents, such as handbooks, guides and procedures, an employee may need.
Integrating your system with payroll to create HRIS payroll systems is highly rewarding for a company. This is because it ensures that paychecks are always updated and filled out with the correct information.
Applicant tracking and onboarding
A useful system enables HR professionals to hire and welcome a new recruit quickly and easily. With one click, the applicant’s details are incorporated into the system and the onboarding process begins. As a result, it improves the new employee’s experience.
Ideally, your system will handle benefits administration and allow the employees to see them too. Therefore, the process of creating, updating and managing benefits for workers will run much smoother.
A great HRIS allows the performance of employees and managers alike to be tracked and analyzed.
HRIS systems are changing the face of HR. An effective tool for any company, this software is the future of efficiency and cost-saving in HR management.
Written by Charlotte Stace