As software development continues to bring efficiency to a variety of business industries, it is easy to forget the impact that software can have on the individual operations within a business. For those who work in human resources, HRIS implementation integrates HR activities and information technology to present a department that is organized and effective. The use of human resource information systems helps check accuracy with data entry, tracks need for training or certification, and monitors payroll and accounting. For those who want to move into an HR career, the following overview of HRIS will be helpful.
The Semantics of the System vs. Software.
Like the variations in the pronunciation of tomato vs. tomahto or the spelling questions of grey vs. gray, the software that the human resource professional uses isn’t one-size-fits-all. The HRIS is the most common application in a business, but there are slight differences between operation an HRIS software or using an HRIS system. The basic functions of what each does are generally the same.
What Does HR Software Do?
The software helps those working in humans resources keep people-related data organized and under control. This information includes:
- Demographic information like gender, birth date, contact numbers, or address
- Job assignment information like department, manager, pay scale, and benefits packages.
- Leave requests and remaining vacation balances
When this information is kept in one location, it makes record keeping more accurate and allows reports to be generated that track business decisions, future employee needs, or benefit trends that the company may experience.
Benefits of Using an HRIS
- Organization
When your system is digitized, you don’t have to worry about papercuts combing through file after file for a single number or piece of information. Even with the best filing system, paperwork can be time-consuming to deal with and it can quickly become disorganized. Even using a spreadsheet for different parts of information can get confusing and tedious. An online system tracks everything in one place and within seconds.
- Compliance
There can be changes in the record-keeping requirements for companies, and HRIS vendors will update their products to keep their clients in compliance. This takes a lot of the pressure off of HR administrators to try and keep up with regulatory concerns in addition to managing employee functions.
- Efficiency
Human resource tasks can be tedious and consume a lot of time. Data entry and report running, analyzing, consolidating data, and interpreting results can take the bulk of a shift, but an HRIS can do it at the push of a button. You can approve time-off requests in an instant or let an employee know how much time they have left to use. You can set up policies one time and allow the system to do the rest.
- Strategy
When the team within human resources doesn’t have to spend their time managing paperwork or files, they are able to spend more time on initiatives that will improve their company’s outcomes. Creating strategies, the improve employee morale, increase productivity, and encouraging loyalty from the employees is a better way to spend time than pouring over boring documents.
- Employee Experience
The HR department is generally responsible for recruiting the right talent for the company, and it’s HR that often conducts the initial introduction and training to the business culture and employee position. When the application and onboarding process goes smoothly, new employees develop a favorable perception of their new employer. Using an HRIS system with mobile app access helps employees keep track of their time off, their schedule, and even their pay or benefits. A favorable perception of the work environment can lead to improved employee morale and corporate culture.
An HR department that runs smoothly and effectively is a crowning jewel for any business. The right system can help any company work smarter and not harder.
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