In addition to fostering a more robust onboarding experience, an HRIS system ensures employee and manager transparency. It lets both parties view compensation and benefits options, including perks like volunteering days and private healthcare.
A well-chosen HRIS solution can also future-proof HR teams. It gives them time to focus on more strategic functions, such as performance and career development.
Streamlined Data Entry
HR departments deal with a mountain of paperwork and information. The volume increases with larger employee bases, increased turnover, and changes to company policies or compensation structures. The information must be managed, tracked, and updated to ensure compliance. This requires time and a lot of bandwidth, which can take time to keep up with.
A robust HRIS automates many processes and streamlines data entry. This reduces the workload for the HR team and allows managers to access timely, accurate information. The HRIS should also integrate with other business systems to eliminate the need for duplicate information entry. A cloud-based system is ideal because it offers easy scalability and greater financial flexibility, enabling companies to increase or decrease functionality.
The best HRIS solutions centralize HR data, making it easier for teams to use data and analytics for talent management and workforce optimization. The solution should be linked to the finance function, as well, to ensure visibility into labor costs. It should be possible to track training, licenses, and certifications and provide a seamless experience for employees across multiple platforms.
When selecting an HRIS solution, thorough research is essential to choose the best fit for the organization’s needs. Look for a vendor with a proven track record and reputation, read customer reviews, and request product demonstrations and trial periods to gain insight into the system’s functionality and usability.
Automated Reporting
Rather than keeping employee data printed on reams of paper and scattered throughout the office in folders, filing cabinets, and safes, HR professionals can use an HRIS to store everything in one central digital vault. This makes it easy to retrieve information when needed. Whether you need to pull up performance metrics for a specific manager or schedule an employee’s next appraisal cycle, this type of access is just a few clicks away.
In addition to making it easier for HR teams to find and access employee data, an HRIS can also automate many processes that would be impossible or time-consuming to complete manually. This enables HR to save more time on administrative tasks and focus on people strategies contributing to the company’s bottom line.
Moreover, many HRIS solutions offer built-in compliance features that reduce the risk of noncompliance and legal action. These systems can monitor and provide alerts for essential labor laws, simplify document management, streamline reporting, and eliminate the need for manual reconciliation between different systems.
Introducing a new HRIS system can require organizational change and user resistance, which can be minimized by using effective communication and training to ensure employees have a smooth and positive experience with the software. If the new system requires a significant migration of existing employee data, consider working with the vendor or a third-party data migration specialist to facilitate a seamless transition.
Integrations with Other Systems
HR professionals spend much time on manual tasks such as data entry and filing paperwork. This is labor-intensive and prone to errors, which eats into overall productivity. Automating these tasks with an HRIS saves valuable time and reduces costly mistakes. It allows HR teams to focus on more strategic initiatives and employee engagement, which improves overall productivity.
An HRIS is also an effective way to keep employee information secure. In the past, sensitive information like medical records and salary details were stored on laptops and other unsecured systems, creating risks of unauthorized access and breach. Today’s integrated systems use advanced security protocols to minimize this risk and help safeguard employee information.
Many HRIS systems also provide a centralized platform for employees to communicate with managers and vice versa. This is especially useful for a distributed workforce and facilitates employee participation in company-wide initiatives.
Organizations can choose to integrate their HRIS with tools that support other functions in addition to HR, such as accounting and project management software. They can also choose to use a best-of-breed (BoB) solution with one tool for each function or an integrated system with a single technology provider that supports the entire HR ecosystem. The key to successful integrations is to start with a thorough impact assessment and implement a comprehensive communications, education, and training plan for all stakeholders.
Mobile Access
HRIS is an excellent way to centralize data and make it accessible across the organization. It makes it easy for HR teams to track key metrics such as employee turnover, cost per hire, and other financial data. Access to all of this information in real-time makes it possible to quickly evaluate data and make sound business decisions based on current trends.
The best HRIS systems are designed to manage today’s needs while projecting ahead to the future and finding a vendor who can understand and address both aspects of the solution.
Regarding hiring, the exemplary system should streamline the process from start to finish. It should be able to send out emails, track candidates, keep management updated on the status, and automatically connect new hires with their managers.
Another crucial aspect is reducing the likelihood of errors. Humans are prone to error, especially when performing repetitive tasks. You can eliminate many of the most common HR mistakes by automating data entry and administrative processes.
An HRIS is a powerful tool to help any business improve its efficiency and productivity. When selecting an HRIS, it is essential to conduct due diligence and thoroughly examine the vendor’s claims before signing a contract. It is also a good idea to have an experienced contracts attorney review the terms and conditions of any agreements.
