The A-Z Guide to HRIS: Human Resource Information System

• Kissflow

The smartest and most competitive organizations have quickly grasped the fact that HR software can help them to turbo charge the effectiveness of their HR function. This allows them to unleash a stream of benefits across the business.

In this article, we will explore exactly how an HR Information System (HRIS) can add measurable value to your human resources (HR) team and give you some great tips to get you started on your journey of implementing such a system.

What is an HRIS and how can it add value to my HR function?

An HRIS is a type of HR software on a digital platform that supports organizations in the coordination and management of the key tasks and processes relating to human resource management. It helps the HR team to undertake employee-related activities, adding automation to otherwise often time-consuming and labor-intensive processes, with lots of paperwork and manual record-keeping.

For example, an HRIS could add speed and efficiency to the recruitment process by using automation to filter and screen candidates who apply online. This would save the HR team precious man hours spent manually reading and shortlisting applications. It could also potentially improve the quality and consistency of the screening process.

Additionally, HR software can automatically create contracts, salary, or hours change letters and performance review documents. It uses pre-populated data held within the system. Not only can such automation save lots of time, but it can also improve the quality and accuracy.

What types of HRIS should I invest in?​

HR software market has moved fast over recent years, and there are now a multitude of HRIS providers offering a range of functions. It is important to get familiar with some of the main differentiating features of what is available so that you can be sure to choose the right solution for your business needs.

The biggest choice is between an HRIS hosted on the cloud or one that is installed as software directly onto your company’s servers. Both options have good points, though working with a cloud-based solution is a superior way to manage HR data reliably, securely, and in an easily accessible way, all for lower set up costs than a server-based system.

What do I need to consider before implementing an HRIS?

It is really worth taking the time to plan out your implementation period before investing in an HRIS. You should consider a variety of factors.

First, timing is everything if you want a hassle free and successful launch. It is probably best to avoid implementing an HRIS in times of planned change within your business, such as during new product launches or redundancy exercises. It is important to ensure that all employees, particularly those in the HR team who will be responsible for managing the system, have the opportunity to become sufficiently familiar with the system before it goes live.

From a management perspective, the leadership team will need to be part of any communication and troubleshooting involved in the implementation period. Therefore, good planning is essential.

Second, it is key to make sure that the conditions are right for HRIS implementation. Here are some crucial questions that your organization should ask itself at the outset:

  • What is your budget in terms of both ongoing costs and implementation/set-up costs?
  • What are the key features and functionalities that an HRIS must have to fix problems or improve efficiencies across your HR team?
  • Can the HR system grow with your business if necessary, offering you extra bolt-on features and scalable functions?

Step-by-step guide to implementing your HRIS

Taking the plunge and investing in an HRIS can sometimes be a daunting prospect. Although the benefits that it can offer your business are clear to see, the actual implementation period and everything that it involves can be overwhelming.

However, as is often the case, once broken down into steps, it is easy to appreciate just how straightforward the process can be! Here are some of the main areas to consider:

Map out your existing HR processes

Clearly define each process that is carried out within your HR function. This will save significant time when it comes to designing automated workflows that will be used within your HRIS. In addition, it is a great opportunity to spot areas of duplication or inefficiency within your current processes and eliminate or refine them at an early stage.

Carry out a robust needs analysis

The next important step is to review your existing HR processes and decide which areas merit the most investment or focus. You will need to choose an HRIS that can provide measurable solutions to address the parts of the HR function in which you are seeking improvements.

Road test potential HRIS suppliers

Shop around to find the HR software provider that is most suited to your organization’s unique needs. The Kissflow HR Cloud is a highly customizable and flexible HR software with a range of workflows to automate the most common HR processes. It offers new customers a free trial so that you can see how the tool can work for your business in practice, before you commit.

Schedule data transfer and training

The practicalities of implementation are vital. They should go as smoothly and effectively as possible, causing a minimum of disruption to the business. Preparation is the key. Take time to schedule dummy data transfers, dual system running, and issue resolution periods to make sure that inevitable teething problems don’t mean the whole HR department grinds to a halt. Training is a critical part of this too. Ensuring that users of the HRIS can operate it competently is vital for a successful implementation.

The top HRIS tools that you will use every day​

Different HRIS offer a varying range of features and funcitonaities and it’s vital that you assess each option carefully to ensure that it suits the needs of your organization. Here is a summary of the top three HR information systems:

1. BambooHR

Created specifically for SMBs, BambooHR offers a wide-range of HR services that a growing business needs to operate properly. It comes with a recruitment tracker, time-off manager, timesheet widget, onboarding and training module, and employee self-service portal.

2. Kissflow HR Cloud

Kissflow HR Cloud is a flexible HR cloud designed to support all unique HR needs of mid-market enterprises. It can be customized to cater the overarching hierarchical need of enterprises while eliminating data silos and reducing redundancy.
What’s more, its configurable rule engine empowers organizations by offering multiple levels of control and access restrictions to enforce regulations and minimize any chance of risk. With Kissflow HR Cloud, businesses can optimize every HR process from talent acquisition and employee onboarding to performance management, time tracking, and offboarding.

3. Namely

Namely is a user-friendly HRIS that helps businesses manage all their everyday HR tasks in a unified platform. Its popular modules include payroll, benefits administration, talent management, timesheet tracking, and ESS.

How implementing an HRIS can benefit your company​

Before taking the plunge and investing in HRIS, you need to be clear on how it can positively impact the operations of your HR function. There are so many benefits to using HR software, but you’ll identify more with some than others, depending on the set up and style of your business and the particular areas of HR in which you are seeking process improvements.

Less manual administration

An HRIS can automate the majority of time-consuming and complicated administrative tasks performed by the HR team. This frees time to add real value to your business in other ways such as performance coaching or succession planning.

Improvements in data accuracy

Automated workflows lead to fewer errors as there is less human intervention and a higher degree of consistency. This means less time spent correcting issues and dealing with problems, as well as more reliable data integrity.

Gain insights into the data of your HR function

You can quickly and easily run and analyze reports to get specific data about different areas of your business, from employee turnover to recruitment lead time and much more.

Reduction in HR headcount costs

As an HRIS allows you to automate many of the repetitive, manual tasks the HR team has to carry out daily, you are likely to require fewer man hours in this area. This will help reduce your employee costs in this department.

Stay ahead of the game by realizing the benefits of a robust HRIS tool

Investing in an HRIS can offer your business so many benefits and is a vital component of a successful and value-adding HR function. The Kissflow HR Cloud is a highly flexible and customizable HR system with a range of features designed to streamline and automate the many manual tasks of a busy HR team. Try out Kissflow’s HR Cloud with a free demo and see the positive benefits that it can bring to your business.