Throughout the years, technology has transformed how businesses operate and changed job design. Because of technology, businesses are able to save costs from manpower and going paperless. Incorporating information technology to business activities allows employees to accurately store information they could use to give the company an edge. Technology did not only enhance the connectivity of companies to its customers but also to its employees. Managing employees has been made easier thanks to HR systems. If your human resources functions are still paper-heavy and disconnected, then maybe it’s time for your company to adopt an HRIS or Human Resource Information System.
What is an HRIS and How Does it Help?
A human resource information system (HRIS) is a software which aids human resource professionals in managing employee data. HRIS allows HR activities, such as payroll, recruitment, workforce scheduling, etc., to be managed electronically. An HRIS simplifies HR functionalities so HR professionals will handle less administrative and non-strategic work. Aside from HR professionals, employees also benefit from the system since an HRIS can provide information to them regarding their payroll, benefits, company policies and other information relating to their employment. The main benefit of an HRIS is it allows companies to accomplish HR tasks without allocating too much manpower, resources and time.
The features of an HRIS can be customized according to what the company needs but here are features you can get from a human resource information system:
Recruitment and Hiring
Recruitment is one of the most important facets of HR however, it is also one of the most time-consuming HR activity. The traditional way of recruiting involves posting job applications, sorting through applicants, interviewing, sending out acceptance and rejection letters and updating the company’s employee database manually. With an HRIS, the recruitment and hiring process will be easier for HR managers. The system can easily place job postings in different websites and other platforms and even help in crafting job descriptions. When the company receives applications, the system can also automatically accept or reject candidates based on the criteria set by the company. Once an applicant is accepted, the system can effortlessly transfer applicant information.
When onboarding is done properly, new employees can easily understand their tasks and responsibilities. Onboarding procedures also help employees adapt to their new workplace environment. Moreover, new employees have to deal with piles of required paperwork and go through orientation materials. With an HRIS, new employees will not have to deal with too much paperwork since the HRIS uses scanned documents and digital forms. Aside from easier access to documents, HRIS also helps the business cut costs, specifically purchase materials such as papers, ink, paper clips, pens and other expenses.
Companies have to make their policies and procedures clear to employees to maintain order in the workplace. An HRIS is also capable of digitally storing company documents such as employee handbook, safety guidelines, disaster and emergency procedures and employment contracts. So if employees want to review company documents, they can easily access them in the HRIS.
Training employees is important in organizations because it enhances not only the skills of employees but also their engagement, satisfaction and retention. The training part of an HRIS can offer training, learning and personnel development modules for the employees to follow. It can also help analyze the skill gaps of the employees and recommend appropriate actions to address those gaps.
Monitoring employee attendance, schedules and time sheets manually requires a considerable amount of HR labor. It is also difficult to keep yourself updated with employee absences and leave requests and adjusting the work schedule. Aside from those, syncing the attendance records to the payroll system can be a tedious process. An HRIS can streamline all those functions; when an employee cannot report to work, the system can automatically update schedules to ensure that staffing levels are adequate. The system can also notify employees if their department lacks manpower or when there are changes in schedule. Instead of looking at physical attendance records, the HRIS can combine everything into one screen.
The payroll is a critical facet of HR; when improperly managed, this can cause dissatisfaction among employees and can cost the business a large amount. Having an electronic payroll system can be of great help when there are changes in pay, tracking employee hours and issuing cheques to the employees. The payroll feature in the HRIS also ensures that employee data is coordinated with payroll data; this reduces the risk of committing errors in payroll. HRIS can also integrate payroll information to the company’s finance and accounting systems.
Benefits and Rewards Management
Other than the payroll, the HRIS can also manage the benefits and rewards of employees. The system guides employees through enrollment, and making policies and procedures simplified. The benefits feature also makes it easier for employees to apply changes to benefits when they need to. Allowing employees to manage their benefits can also save labor hours and help employees understand the provisions of their own benefits.
Performance appraisals in paper form can be inconvenient to use and its effectivity is limited. Meanwhile, the HRIS consistently records progress in an employee’s performance. Instead of digging through paperwork, HR managers can access information on performance through the system and also fill out the appraisal forms for each employee. An HRIS can also provide managers an overview of an employee’s performance, specifically their strengths, skill gaps and accomplishments. Managers can use this information to determine what kind of training do they have to provide for their employees and to be able to give feedback to the employees.
Employee Self Service
The employee self-service is one of the most unique features of an HRIS. Unlike the traditional HR systems, employees have access to information related to their employment. They can view information on their payroll and benefits, edit their personal information and view schedules. The employee self-service feature also addresses communication gaps; employees can send messages to co-workers and HR professionals. With this feature, employees can be updated on their changes in pay, benefits and schedules. This can also avoid any conflict with employees since information is transparent and accurate.
Centralized Employee Database
This feature encompasses all the benefits of adopting an HRIS. The HRIS creates a centralized database and streamlines almost all the functions of the human resources department. Managers don’t have to dig through large cabinets containing employee records. In one screen, managers and employees can view all the information they need related to HR and they can easily use that information to address gaps in the workforce. Errors are greatly reduced since the data stored in the HRIS is consistent, up-to-date and accurate.
Maximizing the use of technology in businesses is crucial nowadays especially because we live in the digital and information age. Are most of the HR activities still done manually in your company? If yes, you can lessen the hassles of dealing with non-strategic HR tasks by getting a human resource information system.
If you are interested in getting an HRIS for your company, check out Springboard Philippines. Springboard is an HR technology company which offers a variety of HR services and solutions. Springboard can provide your company the tools you need in order to boost the performance of your business. To know more about Springboard Philippines, check out their website: www.springboard.com.ph