A human resource information system (HRIS) is a software solution that helps small and medium sized enterprises manage their people, internal procedures and policies effectively. It combines a number of processes and systems to strengthen and optimise the HR function of an organisation.
An HRIS can offer a few or many capabilities, depending on the clients it serves. Large organisations may need an HRIS that integrates payroll, performance feedback and development, recruiting/applicant tracking system and self-service. Smaller businesses with fifty or fewer employees can automate administrative HR tasks with self-service, time-off management, time tracking, and onboarding. The goal of implementing an HRIS is to streamline the HR function while complying with federal and company regulations and keeping employees happy.
Some human resource information systems include an employee database, payroll function, benefits administration, recruitment, as well as leave and attendance management. Let’s briefly take a look at each:
An HRIS for small and medium sized businesses may integrate employee data, attendance and time off management, onboarding and document sharing. kiwiHR, for instance, enables companies to go completely paperless with digital personnel files, an integrated document management system, onboarding checklists and employees’ time off and attendance management.
Digital employee records are especially beneficial for businesses with a small employee headcount. That is because the impact that a single person has on a small company is bigger than they may have on a larger company.
Large organisations can afford HR teams to collect, maintain employee records, and ensure they are complying with data privacy policies and other regulations. For smaller companies, an HRIS can handle HR administration and allow business owners or teams to focus on strategic tasks. Even small or medium-sized companies with only one HR manager can greatly benefit from using an HRIS for employee records. By doing so, they can focus on tasks that require more in-person interactions, such as applicant interviews and new employee onboarding.
HR personnel in larger companies can also benefit from a human resource information system. During recruitment or onboarding, staff can rely on an HRIS to complete repetitive tasks and save time thanks to employee self-service.
Incorrect or erroneous data is a common HR concern. HR staff shouldn’t waste time figuring out which data error led to mistakes in time off records or timesheets. What is a good way to deal with errors? One way is to enable employees to edit their own information in a self-service portal and maintain digital personnel files updated. Another is to set policies via HRIS such as work schedules or time off policies. Data validation rules can warn users if a time entry overlaps with another one or their holiday request is invalid due to insufficient leave balance.
Some human resource information systems may help businesses automatically create time off and attendance overview companywide. Other HRIS go a step further by providing company calendars displaying current and planned absences to keep everyone in the company updated.
By doing so, not only are they providing a clear visualisation on how time off or working hours are being used, but they also remove the burden of looking for bits of information across different tools. Additionally, it helps managers to make data-driven decisions for leave planning.
Centralising data in a single system also decreases the chances of internal and external data breaches thanks to role permissions, which brings us to the next point.
An HRIS may allow you to depict your corporate structure in seconds, by adding employees and assigning them to teams, positions, locations, and access permissions. For example, team managers can view and edit information related to direct reports while team members can see their own data and coworkers’ public data. Some HRIS may even help to organise important documents by providing an integrated document system where you can share documents and other relevant information with everyone in the company.
More and more, SMEs are wearing their green credentials by investing in sustainable office solutions. An HRIS brings companies a step closer to sustainability: it saves paper and the cumbersome, time-intensive task of maintaining paper records while also cutting postage, printer and ink costs. Additionally, it gets rid of the clutter that can often accumulate in a paper-dependent workspace. With an HRIS, you will no longer have to sift through documents. You'll also rest assured that employee data is stored securely in digital files.
Security and compliance are main concerns for business owners. Compliance alone keeps business owners awake, considering 78% of them say that keeping up with HR compliance and laws is very challenging.
When choosing an HRIS, you should make sure its employee database is compliant with the European General Data Protection Regulation (GDPR).
Streamlining your HR admin should be easy, but not at the cost of security. Due to the numerous amount of sensitive data stored in an HRIS, it is important to make sure it follows security industry standards. During an HRIS purchase, you could ask vendors for their security guidelines to help you determine if you're making the right decision.
In addition to considering security and compliance as essential requirements, you could also add user-friendliness to your checklist. Unfortunately, the majority of HRIS available in the market are not user-friendly. The disadvantages of working with a complicated HRIS are many, including figuring out things on your own. Some vendors stand out from the competition by offering an online demo. Make sure you make a wise choice!
An HRIS offers freedom from Excel spreadsheets! Avoid the tedious job of entering data in spreadsheets and setting formulas. kiwiHR is secure and easy to use HRIS and can be seamlessly accessed from all devices. Sign up for a 14 day free trial of kiwiHR today and experience the benefits of using HRIS for yourself!
Simplifying HR processes is easier said than done. Know how we get it done by starting your kiwiHR free trial!