Human Resources Information System (HRIS)

INTRODUCTION:

A human resource information system (HRIS) is an information system or

managed service that provides a single, centralized view of the data that a human
resource management (HRM) or human capital management (HCM) group requires for
completing human resource (HR) processes. Such processes include recruiting, applicant-
administration, employee self service and perhaps even accounting functions. A
very bas ic H RIS is compos ed of a databas e and a databas e managem ent
s ys tem. More complex systems include tools for human resource analytics.
The Human Resource Information System (HRIS) is a software or online solution for
the data entry, data tracking, and data information needs of the Human Resources,
payroll, management, and accounting functions within a business. Normally packaged
as a database, hundreds of companies sell some form of HRIS and every HRIS
has different capabilities. Pick your HRIS carefully based on the capabilities you need in
your company.
Benefits of HRIS? 

 Increases Efficiency 

With the right HRIS in place, the efficiency of your workforce increases by folds. With all
repetitive tasks gone to automation, it takes redundancy off the plate. This gives your
employees time to focus on things that matter. 

 Hire Superstars 

A meaningful hiring process will happen in your organization once you use the right
ATS. The mundane tasks of hiring like preparing reports and maintaining a database go off
the table enabling your recruiting team to concentrate on the different candidates they process
leading to the hiring of genuine superstars. 

 No more Errors 
Face it, even the best employer of your organization might slip something and make a
mistake, he/she is only human. With a system in place, the chances of making errors or
having lags in a work done are reduced vastly. This allows for more robust data that you can
count on.

 Healthy Retrospection 

Looking back at all the performances, time-off trends, hiring patterns,  measuring them using
different metrics, generating reports, and analytics that gives a bird's-eye view with in-depth
information helps identify mistakes, best patterns to use, and gives scope for rectification and
improvement. 

 Improves Employee-employer Relationship

Human Resource Information System enables you to maintain a system that is transparent
about all the information concerning employees like Time-off patterns, performance, goals,
referral statuses, etc., leaving no room for skepticism among your employees, this builds
trust, loyalty improving the Employee- Employer Relationship. 

 Accurate Decision- making

All information is in one place for the collaborators with permissions to access, be it for
hiring, employee details, or time-off trends, a Human Resources Information System makes
accurate decision-making possible. 

 Cost- Saving

HRIS means no more storing information manually or across multiple software, not only does
this increase the efficiency of usage of information, it reduces the cost spent on different
software and the resources used to maintain them. 

 Easy Accessibility and Collaboration 

Everything on a cloud system means anyone can access it from anywhere from any device, it
also makes collaborating across regions, funcations, and geographies possible.
  Improved Employee Ownership

Most HRIS allow employees to edit their information, update and be proactive on the system
giving the employee a sense of ownership and responsibility, it also reduces the back-and-
forth talks between the employee and the HR. 

 Easy Maintenance 

An HRIS allows you to update, correct, or delete information in simple clicks decreasing the
time spent on maintaining the system. Gone are the days when you would rely on Excel. With
HRIS you get an intuitive interface that makes data management easy.

HRIS functions

 organizational management, such as positions and departments;

 employee and manager self-services;

 absence and leave management;

 benefits administration;

 workflows;

 recruiting and applicant tracking;

 training tracking as opposed to a learning management system (LMS) and organizational

development; and

 reporting and basic analytics.

An HRIS provides a comprehensive set of functionalities to serve most HR needs. Without

this, unsecured or paper-based documents or spreadsheets are required to store data. Manual
data entry can cause errors, and manual cross-checking of documents and spreadsheets can be
time-consuming and sometimes confusing, especially with a lack of standardization on how
data is captured and stored.

Even when a specific system is purchased to cover a process such as benefits administration
it may mean manually entering employee data changes to keep the system up to date. If
multiple systems are used, data re-entry may be required for each system, or users may need
to export data from one system, change it and then import it into another system.
 The importance of HRIS
An HRIS can play a critical role in enabling compliance -- for example, to store regulatory
data for a country, such as U.S. equal employment opportunity information or U.K. Working
Time opt-out -- and can offer a way to gain insight into the workforce. Both are important
and, in some industries, are interwoven. In addition, downstream integration of systems that
require employee data, such as payroll or LMS, and the efficiency created by having
integrated applications mean an HRIS can serve a critical role, since data entry in multiple
systems can lead to costly errors or reduced employee engagement.

HRIS analysts
In general, HRIS analysts ensure efficient organization and presentation of information
concerning all features of HR functions within a company. Some specific benefits HRIS
analysts provide include the following:

 customer service for both the employee and management users of the HRIS;

 advice based on analysis of HRIS processes and outcomes from someone who specializes
in the program and its performance;

 data entry for the large amounts of employee information that's gathered;

 assurance that employee information and data is kept confidential and secure; and

 increased accuracy due to the analyst's editing and confirming of data before it's reported.

In 2 .Overview of the benefits of HRIS

HRIS offers a wide range of benefits for businesses of all sizes and industries, including:

1. Increased Efficiency:
 HRIS automates many HR processes such as payroll, benefits, and recruitment,
reducing the workload of HR staff and eliminating the need for manual data entry. This
allows HR staff to focus on more strategic tasks, such as employee development and
retention.
2. Improved Data Accuracy:
By automating HR processes, HRIS reduces the risk of errors and inconsistencies in
employee data, improving the overall accuracy of employee information.
3. Better Decision Making:
HRIS provides managers with real-time data and analytics, allowing them to make
data-driven decisions about their workforce. This can help managers to identify trends,
improve employee performance and make better use of their resources.
4. Enhanced Employee Self-Service:
HRIS often comes with employee self-service portals, which allow employees to access
their personal data, request time off, and view pay stubs, among other tasks. This can
improve employee satisfaction and reduce the workload of HR staff.
5. Better compliance:
HRIS allows businesses to keep track of employee data and compliance with laws and
regulations related to HR, such as equal employment opportunity and wage and hour laws,
which can help to avoid costly legal issues.
6. Improved Recruitment:
HRIS can help businesses to manage the recruitment process more efficiently, including
posting job openings, tracking applicants, and managing candidate communications.
7. Cost Savings:
By automating HR processes, HRIS can help businesses to reduce labor costs and
improve overall operational efficiency.

Overall, HRIS can help businesses to improve the efficiency and effectiveness of their HR
processes, while also providing managers with the data and insights they need to make better
decisions about their workforce.
 C2 .Key Features of HRIS

1. Employee Data Management:

This feature allows businesses to store and manage employee information such as personal
data, job details, and pay information in a centralized database. This includes information
such as name, address, contact information, employment history, and qualifications.

2. Payroll and Benefits Administration:

This feature automates the calculation of pay and deductions, as well as the management of
benefits information. This includes features such as automatic paycheck calculation, direct
deposit, and employee self-service portals for updating personal information and managing
benefits.
3. Recruiting and Onboarding:
This feature allows businesses to manage the recruiting and hiring process, including job
postings, candidate tracking, and onboarding. This includes features such as job posting and
candidate tracking, electronic signature, and the ability to track job applicants from the initial
application through to hiring and onboarding.
4. Performance Management:
This feature allows businesses to evaluate employee performance and track employee
development. This includes features such as performance evaluation forms, goal tracking, and
employee development plans.
5. Time and Attendance Management:
This feature allows businesses to track employee time and attendance, including time off
requests, approvals, and tracking of paid time off.
6. Advanced analytics and Reporting:
This feature allows businesses to access real-time data and analytics, including data on
employee turnover, recruitment, and performance. This can be used to identify trends and
make data-driven decisions.
7. Self-service portals:
Self-service portals allow employees to access their personal data, request time off, and view
pay stubs, among other tasks. This can improve employee satisfaction and reduce the
workload of HR staff.
8. Mobile and remote access:
This feature allows employees and managers to access HR data and perform tasks remotely
via mobile devices, which can improve efficiency and flexibility.
9. Compliance and security features:
This feature allows businesses to keep track of employee data and compliance with laws and
regulations related to HR, such as equal employment opportunity and wage and hour laws,
which can help to avoid costly legal issues.

Implementation and Integration

Implementation of an HRIS typically involves the following steps:

 Selection of a system that meets the organization's specific needs

 Configuring the system to match the organization's processes and policies
 Data migration, which involves transferring employee information from existing
systems to the new HRIS
 Training employees on how to use the new system
 Ongoing support and maintenance to ensure the system continues to function
correctly.

Integration in the context of HRIS typically involves connecting the HR system with other
systems that the organization uses to manage its operations, such as:

 Payroll systems to ensure that employee information is accurate and up to date

 Time tracking systems to accurately record employee hours
 Benefits management systems to manage employee benefits
 Applicant tracking systems to streamline recruitment processes

Integration of these systems helps to automate the HR process and ensure that data is shared
in real-time, resulting in accurate and efficient HR management.
Advanced HRIS functionalities

Some examples of advanced HRIS functionalities include:

1. Self-service portals: Allow employees to access and update their own personal
information, view their pay stubs, and request time off.
2. Reporting and analytics: Provide managers and HR professionals with real-time
access to data and insights that can help them make informed decisions.
3. Performance management: Provide tools to track and evaluate employee performance,
such as goal setting, appraisal, and feedback.
4. Learning management: Enable organizations to manage employee training and
development programs, such as tracking employee progress, course evaluations, and
compliance with training requirements.
5. Talent management: Provide tools to help organizations identify and nurture high-
potential employees and manage succession planning.
6. Succession planning: Helps organizations plan for the future by identifying potential
replacements for key roles, tracking the development of high-potential employees,
and creating career development plans.
7. Employee engagement: Provide tools for measuring employee engagement and
satisfaction, as well as for managing employee communications and feedback.
8. Recruiting and Onboarding: Help organizations manage the recruiting process from
posting job openings to onboarding new hires.
9. Time and Attendance: Allows organizations to track employee attendance and time
worked, including overtime, absences, and vacation time.
10. Benefits Administration: Help organizations manage employee benefits and keep
track of enrollment and employee choices.

These advanced functionalities are designed to make HR processes more efficient, effective,
and strategic.
Case Studies or Examples

(HRIS) to improve their HR processes:

1. Walmart: Walmart implemented an HRIS system that integrated with their existing
systems and streamlined HR processes. The system provided self-service portals for
employees, allowing them to access and update their own personal information and
request time off. This helped the company to reduce administrative costs and increase
efficiency.
2. Nestle: Nestle implemented an HRIS system that allowed them to automate and
streamline their HR processes. The system also provided self-service portals for
employees and managers, allowing them to access and update employee information,
track performance, and manage payroll and benefits. The system also helped the
company to improve data accuracy and compliance with legal requirements.
3. Cisco: Cisco implemented an HRIS system that integrated with their existing systems
and streamlined HR processes. The system provided self-service portals for
employees, allowing them to access and update their own personal information and
request time off. This helped the company to reduce administrative costs and increase
efficiency.
4. PwC: PwC implemented an HRIS system that integrated with their existing systems
and streamlined HR processes. The system provided self-service portals for
employees, allowing them to access and update their own personal information, view
their pay stubs, and request time off. The system also provided real-time reporting and
analytics, which helped the company to make informed decisions and improve the
overall efficiency of their HR processes.
5. Boeing: Boeing implemented an HRIS system that integrated with their existing
systems and streamlined HR processes. The system provided self-service portals for
employees, allowing them to access and update their own personal information and
request time off. The system also provided real-time reporting and analytics, which
helped the company to make informed decisions and improve the overall efficiency of
their HR processes.
Defrent types of hr softwares

Some common types of HR software include:

1. Human Resource Information Systems (HRIS): These systems are used to manage
and track employee information, such as payroll, benefits, and personal information.
2. Talent Management Software: This type of software is used to manage the
recruitment, onboarding, and performance evaluation of employees.
3. Time and Attendance Software: This type of software is used to track and manage
employee attendance, scheduling, and time off requests.
4. Learning Management Systems (LMS): This type of software is used to manage
employee training and development programs.
5. Payroll Software: This type of software is used to manage employee payroll and tax
compliance.

Some examples of HR software include:

 ADP Workforce Now

 SAP SuccessFactors
 Oracle HCM Cloud
 Workday Human Capital Management
 UltiPro
 iCIMS Talent Platform
 BambooHR
 Zenefits
 Namely HR
 SumTotal Systems

This is not a comprehensive list and there are many more software available in the market.
It's important to research and compare different options to find the best fit for your
organization's needs.