What is an HRIS?

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What is an HRIS? 

If you're a business looking to simplify your HR management, the term HRIS, or (Human Resource Information System), has likely popped up on your radar. But what does this acronym really mean?

In simple terms, An HRIS is an efficient way of keeping track of personnel records and managing daily processes without doing all the paperwork manually. Adopting an HRIS allows organizations to save time through streamlined data consolidation and automated systems while improving accuracy in high-level employee information - leading to valuable time savings and increased HR efficiency.

If you’re trying to decide which HRIS is the best, you may be focused on finding the cheapest solution or pinpointing the most feature-rich HRIS. 

However, the best criteria for determining which HRIS solution works for you depends on the size and complexity of the company's HR operations. 

It’s important to ask yourself what tasks can be automated and to identify “Why would my organization benefit from adopting an HRIS to streamline our administrative processes.” 

What are the benefits of an HRIS?

Time savings: For those wondering how to automate repetitive HR tasks, an HRIS can help eliminate double entries, track employee information, and generate reports. These features can save valuable time for HR administrators and allow them to focus on more strategic initiatives. 

Improved data accuracy: HRIS software helps eliminate manual data entry errors and ensures that all employee data is up-to-date and accurate.

Better decision-making: With access to accurate and timely HR data, managers can make more informed decisions from hiring to their last day at the company. 

Compliance with regulations: HRIS software can provide peace of mind, ensuring your business complies with all necessary legislation. With timely alerts and reminders about upcoming deadlines, an HRIS can help your team feel more equipped to navigate constantly changing legislation. 

Employee self-service: HRIS software can provide employees with self-service access to their HR information, such as their sensitive personal information, benefits enrolment data, and PTO balances. Giving employees access to how their information is stored not improves employee satisfaction internally but also helps to dramatically reduce the workload of HR administrators traditionally responsible for collecting and organizing that information with less dynamic tools. 

What modules should I look for in an HRIS? 

Employee records: The right HRIS will ensure all employee information is easily accessible from one centralized location. This promotes accuracy and efficiency for HR teams since all documents are correctly managed and updated in real-time, safeguarding against discrepancies or data inconsistencies.

Employee training: With an intuitive HRIS, administrators can take training to the next level. From quizzes to educational videos – you'll have the power to craft engaging programs and easily track completion.

Digital onboarding:  Digital onboarding has revolutionized the employee experience. By introducing features such as electronic forms and signatures, self-service portals, and automated workflows – businesses can significantly reduce the time and cost associated with onboarding while improving the accuracy of information.

Employee Engagement: An effective HRIS provides powerful tools for employee engagement, such as surveys and regular check-ins. These essential resources can foster an atmosphere of collaboration that increases productivity in the workplace.

Time off:  Employers can reduce the burden of requesting and tracking PTO with time off management tools. This simplified process saves managers and staff precious hours while equipping HR departments to make informed decisions through insightful reports on usage trends.

Performance Management: With a centralized platform for performance-related data, HR professionals and managers can optimize employee engagement and maximize performance. By tracking goals and facilitating evaluations & feedback cycles- accurate real-time insights can inform performance evaluations of each individual's contribution toward company objectives.

HR Reporting: HR reporting is crucial for providing valuable insights about employee performance and turnover rates to help HR professionals make informed decisions. It's an essential tool for driving better business outcomes and supporting organizational goals.

Recruiting: From creating job postings and screening applicants all the way down to generating offer letters, an effective HRIS can help you streamline hiring for optimal results.

Benefits Administration: With Benefits sync, organizations can find the perfect balance between financial savings and employee satisfaction. Employees will enjoy a smoother enrolment process with improved accuracy, while employers are presented invaluable opportunities for cost-cutting through automation of administrative processes that help free up valuable time spent on double entry.

Payroll Services: Streamline your payroll operations with a comprehensive HRIS system for improved efficiency, accuracy and security as you manage employee data conveniently in one place.

How do I adopt an HRIS successfully? 

Adopting an HRIS for your organization can feel like a significant undertaking, but there are several steps you can take to ensure a successful implementation. Here are some tips to ensure you choose the right solution that aligns best with your needs. 

Define your goals: Identify the specific objectives you want to achieve with an HRIS, such as improving employee engagement, reducing administrative burden, or enhancing data accuracy. Defining your goals upfront will help you stay focused and ensure your chosen system aligns with your needs. 

Take your time: Research and evaluate different HRIS solutions to find the one that best suits your needs. Consider factors such as the size of your organization, the features you need, and your budget. Look for a solution with a proven track record of successful implementations. 

Get on the same page with other key decision-makers: Involve key stakeholders in the decision-making process, including HR staff, IT personnel, or key leaders within your organization. 

Create a plan: Develop a strategic implementation plan that outlines the steps you need to take, the timeline for each phase, and the resources required for successful HRIS adoption. Ensuring you have the necessary budget, staff, and technology infrastructure is crucial.

Test the system: Conduct thorough testing to ensure it works as expected and meets your needs. Test various scenarios and workflows to identify and address potential issues before assigning the HRIS to staff. 

Go live: Roll out the software in a phased manner, starting with a small group of users before expanding to the entire organization. Monitor the system closely during the initial phase and be prepared to make adjustments or customizations as needed. If offered, work directly with your HRIS customer success team to ensure you’re making the most of your platform.

Evaluate and refine: After the system has been in place for a few months, evaluate its effectiveness and refine your processes as needed. Request feedback from users within your organization and address any issues to ensure ongoing success.

How to determine which HRIS solution is best for your organization: 

Automating your HR processes can make a massive difference for any business, but there is no one-size-fits-all solution. Consider an HRIS if you're using outdated spreadsheets to store employee data or multiple disjointed systems and tools. 

It is worth taking on the short-term challenge of levelling up your people management processes to ensure your organization flourishes. Proactively adopting an HRIS solution can give any HR team or small business owner lasting advantages while future-proofing their people operations. 

Looking for an HRIS? Collage HR is an award-winning platform that is tailored to meet the unique needs of small and mid-sized businesses. 

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