An advanced human resources information system (HRIS) supports critical business functions with better data, automated workflows, and integration capabilities. In this HRIS systems guide, we'll explore:
A human resources information system (HRIS) is a cloud HR software solution that helps organisations manage and automate their complete HR processes and responsibilities, such as storing records of employees’ personal details, job and pay information, as well as more complex processes such as performance management reviews, leave booking, and absence management.
Good HRIS systems should be scalable, supporting your organisation as it grows and its needs change. Their real-time reporting functionality also helps organisations to make strategic decisions based on actual data – not just a hunch.
HRIS software is one of the main types of HR systems along with the likes of HR management systems (HRMS), human capital management (HCM) systems, and, to a lesser extent, enterprise resource planning (ERP) systems.
HR professionals are the ‘super users’ of an organisation’s HRIS system; they are the people using the system all day, every day, to complete tasks that are essential for the business to run smoothly. These might include:
Line managers also stand to benefit from HRIS systems’ potential to simplify and streamline process, including:
Although they are unlikely to be daily users of an HRIS system, employees can still benefit from:
HR software is important for any organisation. Not only does it help HR teams, employees, and leaders achieve better efficiency in their employee management operations, but it also reduces costs associated with better decision-making, such as hiring the right people.
Here are six surprisingly useful ways that HRIS systems can make mundane tasks simple for everyone.
Did you know that organisations automate just 25-40% of their workflows, and miss 50% of all automation opportunities?
Manual data entry and inefficient processes are challenges for most organisations. When you integrate your HRIS system with other applications – such your payroll software – you’re reducing the amount of time your people need to spend on manual data entry, while also improving the accuracy and security of your people data.
Plus, you can use an HRIS system such as Ciphr HR to set up automatic notifications, making routine HR approvals easier (and more consistent). Linking your HRIS system with Microsoft Active Directory, for example, will automate the process of setting up new starters on your organisations’ IT network, and automatically deactivate their account when they leave.
Some HRIS systems (such as Ciphr HR) integrate with electronic signature technology, such as Adobe’s Acrobat Sign and DocuSign, enabling HR teams to issue documents such as contract letters for electronic signature. This is essential for a quick hiring and onboarding process – especially if your workforce works remotely some or all of the time. Plus, using electronic documents creates a more robust audit trail (there’ll be no more letters being lost in the post) and it’s cheaper and more environmentally friendly, too.
You can also use your HRIS system as a repository for important documents – such as organisational policies – that you can invite employees to view and digitally ‘accept’, creating an auditable history of who has agreed to which policy, and when. Because previous versions of the same document are overwritten and employees are alerted to the new version’s existence, there’s no confusion over which version is current. Plus, all the documents are easy to find in a single location – there’s no need to navigate to a separate intranet or trawl through a shared network drive.
Opting for integrated HR and payroll software brings myriad benefits for organisations (and their employees and HR and finance teams), by:
With half of employees saying that their organisation’s onboarding process could be improved, there’s huge potential for HRIS systems with in-built onboarding functionality to make a significant difference to new starters’ experiences. Onboarding software can improve the employee experience through:
Choosing an HRIS system that encompasses integrated HR and LMS software will help your organisation monitor the link between training activities and course completion and employee performance. You can use this information to understand what training interventions pay off (and which don’t), and uncover additional training needs. Single sign-on between your HR and learning platforms, as part of your HRIS system, also helps to improve the learning experience for your people and encourage them to engage more frequently, and more proactively, with learning activities.
Implementing an HRIS system that isn’t fit for purpose can be costly and frustrating. But choosing the best HRIS system for your organisation doesn’t have to be daunting. Spend time researching the full range of features and, remember, the best HRIS system is the one that most closely satisfies your current and future needs, and is within your budget.
A first-class HRIS system can streamline workflows and help you create a better employee experience; the six ways we’ve listed that it can help your organisation are just the tip of the iceberg. Find out if Ciphr’s HR software is right for your organisation by requesting your personalised HR software demo or downloading a brochure today.
All HRIS systems suppliers will have varied pricing structures, but typically these are based on four key factors:
HRIS software pricing varies widely, so be sure you’ve considered the cost and the value of each key factor before committing. Explore the finer details of HR software pricing.
Implementing HRIS systems can be a daunting process for any organisation. However, with the right guidance and support from your HRIS supplier, it can be a straightforward task. This checklist offers a brief insight into the steps you can expect during your implementation with Ciphr. For more in-depth information regarding Ciphr’s implementation process and support, take a look at this video: choosing and implementing a new HR system – what’s involved?
1. Pre-kick-off welcome meeting
Ciphr’s first stage of an HR system implementation is an informal welcome meeting introducing everyone involved in the project, including a dedicated project manager and an HRIS implementation consultant, and potentially domain specialists depending on the scope of your project.
The second stage of implementing HRIS software is the official kick-off, led by your Ciphr project manager. This includes a formal scope of the project based on your specific HRIS requirements and agreeing the best approach to get your new software up and running.
The third stage of HRIS implementation involves creating a customer hub; a centralised record of everything that’s important for implementation. This includes documents like your project plan, project status reports, Risk Action Issue Decision (RAID) logs, and consultancy reports.
Step four in the HRIS system implementation plan involves outlining exactly what your new HRIS software needs to look like, including how many users will be using the system, who your super users will be, and what integrations you need. This stage is about building a comprehensive map of how your current HR setup works, and mapping those requirements onto your new system.
Your new HRIS system really starts to take shape in stage five. Ciphr will configure your system to the blueprint we outlined and then import your data. During this stage, the project team will focus on your base configuration so your HR team can start using the system to administer your HR data. This phased approach allows you to start seeing the benefits of your new HRIS software as fast as possible, and future stages of implementation can happen concurrently.
For most organisations, it takes approximately eight to 10 weeks to reach this point.
This stage is different for every organisation because it depends on the HRIS software package you’ve bought and your implementation priorities. Typically, the configuration stage includes a roll-out of employee and manager self-service, then the HR analytics module. Payroll and payslips usually follow, then other functionality in the priority order we established during the kick-off.
During the approval stage, your project manager will start planning your transition towards business as usual. The approval stage typically involves some adjustment as we address any issues or questions that have come up during roll out. When you’re totally happy and confident, we’ll hand over your new HRIS software.
This is where you officially transition to business as usual, with a project closure meeting to round up the project and wish you good luck. You’ll be passed over to Ciphr’s customer care team, and your customer success account manager, too.
This final stage isn’t the final stage so much as the first stage of hopefully many successful years using your new HRIS software. Your dedicated customer success manager and the customer care team will be on-hand to continue helping you get the most from your Ciphr HRIS platform.
Although HRIS systems can be distinctly unglamorous, this technology the backbone of any successful organisation.
From automating time-consuming, repetitive tasks to improving the digital employee experience and eliminating room for human error, the right HRIS system will ultimately help your organisation unlock the power of your people.
If you’re looking for inspiration to make the case for investing in HRIS systems, speak to one of our experts today.
To discuss how Ciphr could help your organisation, call us now 01628 814242.
Or download a Ciphr brochure below to find out more: