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How to Use HRIS Software Effectively

More businesses are embracing the use of technology for streamlining operations. However, many people think it somewhat impacts job availability negatively, but these innovations are only saving time, resources and streamlining workflows.

The nature of jobs is evolving into a more creative role, significantly after COVID influenced how businesses and staff can relate with each other in terms of data management. Managers now use automated systems and employees can now be managed even remotely.

Modern HRIS software, for instance, has revitalised the bogged-down HR department. It has streamlined processes and real-time data can now be analysed efficiently to make informed decisions.

What Does HRIS Mean?

How to Use HRIS Software Effectively

HRIS (Human Resources Information System) is software that aids business HR to streamline processes, making operations seamless. For example, an employee database can localise data, which is analysed by HR to improve business operations.

Moreover, HRIS allows HR to efficiently monitor employee data to enhance workflow, payroll, applicant tracking, bookkeeping, and review performance. The best part is that you can customise the HRM system to suit your business objectives.

How Has HRIS Evolved?

The HR system has been significantly changing and transitioning over the years. Nevertheless, this system has been around for decades now but has been evolving technologically, especially from understanding business growth and what businesses need to improve.

HRIS was merely a system for data storage in the recent past before companies thought of ways to migrate from paper management to digital analysis. Businesses used paper and spreadsheets to maintain and organise data, but management digitisation changed the HR department and is proving to be of immense value.

Today, HR systems do more than storing records. Other responsibilities include handling monotonous tasks, such as speeding up the data analysis and providing data updates.

How HRIS Benefits Businesses

HR systems ensure that employees in your organisation obtain the necessary documents and certifications before commencing work. With HR software, you can also check off required training, including OSHA certifications and sexual harassment training.

Performance tracking. You can now track employee performance to measure their abilities and how they can improve to assist the company. As part of regular appraisals, SMART goals could be set up over a set period and then you can track the progress and see if these targets have been met or not.

Share the Responsibility. When you let your employees access specific data, you would be sharing responsibilities. For example, employees can be able to edit their information in a self-service portal, reducing the workload of discovering data errors and making corrections.

You can also enable policies like work schedules or time off policies. Meanwhile, when a holiday request, for example, is invalid or time entry overlaps with another one, data validation rules can notify users.

Put an End to Paperwork. Paperwork increases time and management costs as the business must purchase paper, ink and postage for making records.

HRIS Features that Can Impact Your Management

These HR features can turn your workplace management standard around:

Payroll Management System. When you employ a modern HR system with a payroll management system, payroll processing can become seamless with integrated payroll and attendance management.

HRIS tools will generate reports to show the correct number of working hours and days of your employees. Moreover, you can store relevant documents such as investment declarations, payslips and reimbursements bills in a single platform with other documents.

Logging Formal Disciplinary Action. Modern HR tools allow you to track disciplinary actions taken against employees, especially when building a case to terminate employment. Typically, HRIS software stores every disciplinary action that was taken against an employee to generate reports that prove contract termination faster or show that the termination is not indiscriminate.

Employee Self Service. Human resource management systems allow your employees to track, manage and update their information. Your employees can access a self-service portal that lets them edit or add to personal information, mark their attendance and apply for time off from their account. This privilege also reduces the burden on HR.

Professional Training Tracker. Modern human resource management tools allow you to upload training materials directly to employees’ portals. You will also receive notifications when employees complete their training.

ATS and Onboarding Management. A reliable HRIS software can improve your recruiting and onboarding processes. You may be able to integrate with recruiting websites, allowing you to post job roles in one click, depending on your software.

Modern tools also allow you to send personalised emails using templates, screen candidates and simplify the onboarding process, such that new employees can become productive immediately instead of delaying completing paperwork.

What to Look for When Investing in HRIS Software

When investing in HR tools, consider compliance and security. Proper compliance systems can keep your business from attracting fines, especially since jurisdictional laws can be challenging. Also, make sure that the employee database of your HRIS tool is compliant with the European General Data Protection Regulation (GDPR).

A reliable HR tool should be able to streamline the HR administration, but must not be at the expense of database security. HR tools store a high amount of sensitive data, so it is important to follow security industry standards. Make sure your HR software vendor provides resources for ensuring robust security that helps you to make informed decisions. You should be able to contact the support 24/7 without delays, and perhaps, have an account manager.

Can HR Software Replace HR Managers?

Most people believe that HR software can replace managers. However, HR software requires managers to function. The reason for the HR tool is to facilitate business activities, such that managers get automated help in HR administration.

HR simply automates specific responsibilities that would typically cost time and, perhaps, money. It makes human resource management more manageable and ensures data accuracy with minimal or no room for error.

In essence, the HR tool functions to eliminate repetitive and specific administrative tasks. It does not replace managers. Rather, it aids management, allowing HR teams to focus on other important responsibilities to increase productivity.