Human resource information systems (HRIS), what are they and why do you need them?

by Danique Geskus | Nov 8, 2023

Find out all about Human Resource Information Systems (HRIS) in this blog. What is an HRIS and why do you need it? HRIS, also known as Human Resource Information Software, is a powerful software application that allows HR professionals to manage and automate various HR processes and tasks. From workforce information and recruitment to payroll and more, an HRIS provides an integrated database for data-driven decisions. Discover the meaning of HRIS, the benefits of an HRIS, how Learned differentiates itself as a Talent Management solution, and how to successfully implement an HRIS to make your HR processes more efficient and effective.


What does HRIS stand for?

HRIS stands for Human Resource Information Systems (or Human Resource Information Software). It is a software application or system used by human resources (HR) professionals to manage and automate various HR processes and tasks. An HRIS is used to manage employee information, recruitment, onboarding, payroll, and other HR-related functions. It provides a central and integrated database that stores all relevant employee HR data, which helps streamline HR processes and make data-driven decisions.


What are the benefits of an HRIS?

A Human Resource Information Systems (HRIS) offers numerous benefits to an organization and the HR department. Some of the key benefits include:

1. Centralization of data: An HRIS integrates all HR-related data into one central database. This makes it easy to manage and access employee information, performance data, salary data and other HR-related data.

2. Efficiency and automation: HRIS automates repetitive HR tasks, such as recruitment and selection, onboarding, payroll, and performance reviews. This reduces manual work and improves the efficiency of HR processes.

3. Self-service functionality: An HRIS can provide self-service functionality to employees, allowing them to update their personal information, request vacation time and access HR information without the intervention of HR staff.

4. Reporting and analysis: The data in the HRIS allows HR professionals to easily generate reports and analysis. This helps in making data-driven decisions, identifying trends and evaluating the effectiveness of HR initiatives.

5. Compliance and security: An HRIS can help ensure compliance with labor laws and privacy regulations. It provides a secure environment for storing and managing sensitive HR data.

6. Improved communication: An HRIS can improve communication between HR and employees, as well as communication between teams and departments within the organization.

7. Talent management: HRIS helps identify, develop and retain talent within the organization through job planning, succession planning and career development.

8. Cost savings: Although implementation costs may be high initially, a properly implemented HRIS can ultimately save costs by increasing the efficiency of HR processes and reducing administrative burdens.

In short, an HRIS provides advanced functionality and tools that can help the HR department be more productive, strategic and effective in managing human resources within the organization.


Is Learned an HRIS system?

No, Learned is not an HRIS system. Learned is a Talent management solution. Learned does collaborate and integrate with the well-known HRIS systems in the market. Thus, we make it easy for companies to get started with performance management and, for example, setting up engagement surveys. Link Learned with your HRIS and your employees are automatically loaded into Learned.


How do you implement an HRIS?

Implementing a Human Resource Information Systems (HRIS) is a process that requires careful planning, stakeholder involvement and timely implementation. Here are the steps you can follow to successfully implement an HRIS in your organization:


Step 1: Needs analysis

– Evaluate the needs of your organization and HR department. Identify the specific HR processes that can be improved or automated using an HRIS.

– Involve key stakeholders, such as HR staff, IT staff and executives, to get a complete picture of requirements and expectations.


Step 2: Selecting the right HRIS.

– Research different HRIS options on the market and compare them based on functionality, scalability, ease of use, price and customer support.

– Choose an HRIS that best fits your organization’s needs and size.


Step 3: Planning and preparation

– Establish a project team responsible for implementing the HRIS. Make sure this team includes representatives from HR, IT and other relevant departments.

– Create a detailed implementation plan with clear goals, milestones and deadlines. Make sure all stakeholders are aware of the plan and their roles in the process.


Step 4: Data preparation and migration

– Ensure that existing HR data is thoroughly checked and cleaned before migrating to the new HRIS.

– Work with the HRIS provider to successfully transfer data to the new system.


Step 5: Training and testing

– Train HR staff and other users of the HRIS to ensure they are familiar with the new system and its functionalities.

– Perform extensive testing to verify that the HRIS is functioning correctly and meeting the needs of the organization.


Step 6: Implementation and integration

– Conduct the HRIS implementation step-by-step according to the established implementation plan.

– Ensure seamless integration of the HRIS with other relevant systems within the organization, such as payroll and human resource management.


Step 7: Monitoring and evaluation

– Continue to monitor HRIS performance after implementation. Collect feedback from users and identify any problems or areas for improvement.

– Adjust the HRIS as needed to meet changing needs or improve efficiency.


Step 8: Post-implementation support and training

– Provide ongoing support and training to employees after implementation to ensure they can use the HRIS effectively.

– Stay open to feedback and suggestions from users to continuously improve the HRIS.


By following these steps carefully and investing sufficient time and resources, you can successfully implement an HRIS in your organization, which can lead to more efficient HR processes and an improved employee experience.

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