Understanding Behavioral Changes in Employee Engagement: Strategies for a More Engaged Workforce

 

HRIS (human resource information system)

 

 

What is HRIS?

A human resource information system (HRIS) is software that provides a centralized repository of employee master data that the human resource management (HRM) group needs for completing core human resource (core HR) processes. An HRIS can help HR and organizations become more efficient through the use of technology.

An HRIS stores, processes and manages employee data, such as names, addresses, national IDs or Social Security numbers, visa or work permit information, and information about dependents. It typically also provides HR functions such as recruiting, applicant tracking, time and attendance management, performance appraisals and benefits administration. It may also offer employee self-service functions, and perhaps even accounting functions.

In some ways, an HRIS can be considered a smart database of employee information. The interaction of the data, the processes that can be performed and the reporting capabilities make the data stored in the system more accessible and usable.

HRIS benefits

HRIS software can breathe new life into a company's HR processes and procedures. While the benefits may vary depending on the system a company opts for or the modules they choose, the following are the key benefits of HRIS software:

· Expedites tasks. An HRIS enables the HR department to spend less time on clerical tasks, helps ensure the accuracy of employee data and can make it easier for employees to manage their information.

· Reduces paperwork. Having a centralized repository for employee data removes the need for  storing paper files, which can be easily damaged, as well as the need to search through large paper-based employee files to find information.

· Simplifies predictive analysis and visualizations. Depending on the type of HRIS software, it may generate various reports, provide ad hoc reporting capabilities and offer HR analytics on important metrics such as headcount and turnover. Modern HRIS software also offers visualization capabilities for employee data, such as automatically rendered organizational charts or nine-box grids.

· Empowers employees. Employees can directly access and make changes to their personal information without the need to contact HR.  

· Improves productivity. When an HRIS offers employee or manager self-service, the process for making employee master data or organizational changes becomes more efficient and uses less time than paper-based requests. Approval workflows enable changes to be approved or rejected, with the necessary individuals automatically notified. An HRIS might also offer mobile capabilities that extend self-service and provide additional flexibility for remote workers.

· Maintains compliance. HR tasks are highly regulated and there's little to no margin for error. Many HRIS programs have monitoring capabilities and are designed with specific compliance regulations in mind. This encourages organizations to stay compliant and avoid legal issues, penalties and financial losses.

· Offers security and privacy. An HRIS also helps secure employee data and keep information private. When using paper forms or spreadsheets, information can easily be accessed by people who may not have the authority to access it. An HRIS can secure information so that it can only be accessed by authorized individuals. Data security and privacy are important factors when handling sensitive personal information, especially in countries such as Germany and France, where works councils have a strong role in protecting employee data. With the exception of a lock and key, protecting paper records can be extremely difficult

Types of HRIS software

A variety of HRIS software is available and aimed at different types of customers, ranging from small and medium-sized businesses (SMBs) all the way up to large enterprises. Usually, the difference is in the range and depth of features for each process area.

While most HRIS software covers a large portion of the processes described above, many HRISes aimed at midmarket enterprises have less depth of functionality in each feature than those aimed at large enterprises.

In this way, the HRIS market is similar to the automobile market. All automobiles will get a driver from A to B, but major differences exist in the quality and amenities offered.

HRIS functions

As an HR tool, an HRIS usually features modules to handle the following tasks:

· master data management (MDM);

· organizational management, such as positions and departments;

· employee and manager self-services;

· absence and leave management;

· benefits administration;

· workflows;

· performance appraisals;

· recruiting and applicant tracking;

· compensation management;

· 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.

In some instances, payroll can be part of an HRIS. However, many vendors either don't have payroll as part of their HRIS offering or -- as with Oracle, Workday and SAP SuccessFactors -- they sell payroll as a separate system that integrates with their HRIS.