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HRIS software, what is it?

You can streamline your employee management processes by introducing a reliable, centralised Human Resources management package.

A Human Resources Information System (HRIS) is a widely used term in the business world. It denotes an all-embracing set of software features that simplify and streamline management of a workforce. It usually incorporates a range of features that encompass recruitment, payroll, staff administration, skills management, training, personnel appraisals and expenses forms.

HRIS software defined

A Human Resources Information System is a complete software package that centralises and simplifies the management of human resources within an organisation.

It is usually composed of a range of elements, each embracing a specific aspect of HR management. HRIS software can be used to supervise and administer all responsibilities within the HR portfolio including of onboarding, skills development, payroll, Time & Attendance, staff and talent management, appraisals and much more. It encompasses one or more sections or departments within the same establishment, contingent on the needs, resources and particular requirements of each organisation.

What are HRIS modules?

HRIS software has developed rapidly in recent years and is now both more powerful and ever more scalable. Scalability means that each organisation is able create their own “personalised” HRIS software package, tailored to their specific requirements and the degree of HR digitisation they have achieved.

An inclusive HRIS software solution usually includes a range of standard core modules:

  1. Management of:
  2. Monitoring of:
    • Certification
    • Vaccinations
    • HR and issues related to labour and employment
    • Training history
    • QWL (Quality of Work Life)
  3. Secure digital archiving of HR documents (digitalisation)
  4. HR Reporting (employee policy report, indicators, etc.)
  5. An HR or employee portal

It is therefore important to carefully research which modules are available and what they provide when choosing an HRIS software package. You should also ensure that these modules are fully integrated, so they can exchange HR data automatically between modules without the need for re-entering data.

What is the value of introducing an HR management software solution?

In today’s business world, Human Resources management is becoming more and more complicated. It’s much more than just maintaining personnel records and managing leave requests. The HR role has now acquired a strategic dimension that ranges from building the employer brand to retention of talent and ongoing management of skills and abilities.

The HR rationale therefore is to optimise the management of time-consuming administrative tasks, so that it can free up the time and resources required for managing and administering the strategic challenges that are confronting the business.

What are the benefits of HRIS software?

Using an HRIS solution and digitalising HR processes offers a number of benefits:

Automation, centralisation and standardisation of processes.

One of the main advantages of an HRIS software solution is that it streamlines and automates many of the most time-consuming and low-value tasks, including calculating annual leave entitlement data and payroll variables, and issuing alerts and reminders for managers to schedule medical appointments, etc.

All data is centralised so it can easily be updated automatically. There is no need to juggle different Excel© files because each module is fed the data directly from a single centralised database.

There is also a great opportunity to standardise all your HR processes when you install an HRIS solution. No longer will your employees feel frustrated by being managed differently from their colleagues working in other departments or entities.

HR software ensures full compliance and security of data

Digitising your HR processes, ensures the highest level of security for your HR data, and full compliance of your HR practices.

When HR data is entered manually in the system, human error can come into play, which then calls into question the reliability of your HR data. However, if you automate and centralise data, re-inputting data multiple times is not needed, so it essentially eliminates the risk of errors.

The HRIS system incorporates various employment legislation alerts. This means you will receive continual support on legal matters and staged requirements related to personnel management within your company. Kelio’s HRIS solution allows you to block certain data inputs which, for example, avoids scheduling working hours that are incompatible with current legislation. Kelio HRIS software can also generate and distribute automated alerts for mandatory medicals if required for employees.

You can manage your HR strategy using analysis and indicators with Kelio HRIS software

You have full access to a library of HR data within the HRIS software. In just a few clicks, you will be able to create HR dashboards with reliable and accurate indicators allowing you to manage and optimise your HR policies.

HRIt’s becoming increasingly important to businesses and organisations, to use HR management data to help you manage a range of issues including: remuneration policy, absenteeism, optimising internal resource planning, or managing job titles, talent and skills. You can then have a clear picture of the current situation so using the reliable indicators that are easily updated, you can generate an HR strategy that will be a positive driver to the future success and growth of your organisation.

Create a smoother and easier employee experience with an HR management solution

You can improve employee experience with HRIS software by:

  • Streamlining HR procedures using validation if needed (workflows)
  • Devolving HR decisions to local managers
  • Enhancing employee responsibility. In addition to updating their employee information, or carrying out administrative processes such as requesting training, leave, account transfers, etc. all employees are able to check their leave balances autonomously
  • An HR portal that’s user-friendly, easy for everyone to interact and utilise

Administrative HR management is now made simpler for all your staff when you install HRIS software. It means they can focus their energies on value-added work. Well-being at work is improved, which not only enhances the organisation’s “employer brand”, but also assists talent retention.

“Employer brand” enhancement

Some HRIS modules are a real benefit when it comes to promoting your employer brand. For example, software modules that are developed for recruitment (ATS), really improve the candidate experience during the ‘onboarding’ process. They incorporate features such as an exciting and engaging presentation of your organisation, applications submitted via video, and setting up automated responses. These ensure every candidate feels valued, and nobody gets forgotten.

So what are the possible advantages of installing HRIS software?

As it is a collaborative tool, HRIS software offers a whole host of benefits, depending on the status and entitlements of the user. Some of the benefits that HRIS software can provide at each employee grade include:

Employees:

  • Using the HR Portal, each employee can view their personal HR information (leave balances, time accounts, payslips, etc.) and update their data in real time
  • Administrative HR processes such as leave requests, transferring accounts, or changing their remote working day can be carried out autonomously
  • They have direct access to certain internal information (e.g. organisation chart) using their dedicated HR portal

Managers:

  • Immediate notification of employee requirements such as leave requests, timesheets, and remote working requests which can then be validated digitally
  • Your team’s work programmes can be viewed in real time
  • Alerts for any anomalies or notifications of tasks to be carried out (such as unforeseen absences, reminders about healthcare appointments, or important deadlines, like an expiring contract) can be generated
  • Complex schedules can be planned more easily

HR Administrators:

  • Secure and up-to-date HR information can be accessed from the central database. Cloud-based HRIS solutions allow this information to be accessed remotely. You can also access Important reports that assist you to drive, guide and manage HR strategy
  • Any critical anomalies, such as irregular clocking inputs, schedule over-runs, etc. generate immediate alerts or notifications
  • Some managerial tasks can be devolved
  • Payroll variables can be reliably exported in just a few clicks
  • Legal and contractual obligations are supported via automatic updates and alerts

Which organisations are suited to HR management solutions?

HRIS solutions can be configured to suit a very wide range of organisations, including private companies, public bodies and associations.

Their scalability means all sizes of organisations, from SMEs to large multinational corporations can benefit from HRIS software solutions.

Companies which have complex collective agreements or are subject to operational arrangements (such as seasonal schedules, night shifts or very long working hours) would particularly benefit from the installation of HRIS software, whatever the size of the workforce.

What is the right HRIS software solution for you?

Do you need a full, comprehensive HRIS package, or a personalised or tailored solution? Would you prefer an SaaS (Cloud) system or HRIS software that is installed on your own servers? Would the system be deployed fully from the start, or module-by-module as it is required?

It’s very important to plan and think through the different options when choosing and implementing an HRIS solution. It’s also essential that an HRIS solution meets both your requirements and expectations. If you follow these 3 steps, it will help you define your particular needs:

1: Review your current internal HR processes

Begin by preparing a report that assesses all the HR management processes you currently have in place. While a painstaking process, it’s crucial for a satisfactory end result.

Establish the processes currently in place for each major focus area in your organisation (recruitment, administrative staff management, leave management, etc.):

  • What event or who triggers each HR procedure?
  • Who oversees the supervision, undertaking or approval of the task?
  • How long does each process take?
  • How will the information be accessed?
  • And so on...

2: Prepare a set of HRIS specifications

Using the initial analysis, define your specific expectations. It may be helpful to create taskforces and commission them to draft out the specifications required for your future HRIS system.

One option for this phase could be:

  • Generate a comprehensive list of every HR process. Analyse them based on the topic, regularity, significance, or any other criteria that is relevant to your organisation.
  • Detail the specific characteristics undertaken for each process, underlining the strengths and weaknesses of each process, and their legal and/or organisational limitations.
  • Prepare a list of expectations and improvements you require from an HRIS solution. It may be beneficial to involve all employees in this stage. This will not only build engagement but will allow you to be aware of specific improvements that only hands-on employees can recommend.
  • Grade your expectations depending on whether each function is essential, important, or optional. By prioritising, it ensures you remain focused on your organisation’s essential requirements, and not become blinded by features that look awesome, but should probably be classed as nice additions rather than essential.

3: Invite tenders to HRIS providers

When you have established your specifications, you can then identify the key features that are critical to the effectiveness of your HRIS solution.

Then make a preliminary selection from among the many specialist companies in this field. Initially, we recommend that you invite quotes and/or demonstrations from four or five service providers.

In addition to the HRIS functionality and features that you’re looking for, assess the suppliers according to other important criteria, including duration of service in the marketplace, customer reviews, financial strength, how many clients have installed their software etc.

You can then refine your initial selection, and maybe even choose your provider. If not, then focus on the critical details, but also check the effectiveness of their Customer Service:

  • How easy can the teams be contacted?
  • Does the contract include updates, monitoring of issues related to legal obligations, HR and labour and employment?
  • Is support at the installation and implementation stage provided?
  • If the software is not immediately available what are the options?
  • Where does the system store the data? Is the storage facility secure?

While the functionality and features of the HRIS are crucial, Customer Service is as important, if not more so.

How should an HRIS solution be introduced in your organisation?

Effective deployment of an HRIS software solution not only takes time but requires preparation. It’s much more than just installing an HR portal and expecting instant transformations.

Before becoming operational, you have to plan for the migration and integration of a whole range of HR data, including employee files, time and vacation or leave accounts, payroll data, etc.

For an effective installation, it’s a good idea to establish two teams:

  • The first should consist of HR and IT administrators who will be totally committed to establishing and implementing the HRIS solution, aided by the help of the software publisher’s consultants
  • The second team should comprise of staff who have volunteered to test the software prior to finally going live. You can then collect their feedback after using the system letting you not only to determine what works effectively but also identify any aspects that need improvement

Simultaneously with configurating the system, it’s critical to fully test the software and assess the acceptability to verify that the results obtained correspond to the expected results.

For more than 35 years, Kelio’s teams have employed tried and tested implementation procedures, utilising the experience they have accumulated in serving thousands of customers.

Does it take long to implement an HRIS solution?

The intricacies of your organisation, together with the volume of historical data to be reintegrated, and the range of software modules to be installed determines the time required to fully set up an HRIS solution.

While a simple clocking terminal can be installed and set up in under an hour, installing schemes for major corporations can span several years. However, an average project can usually be up and running in 3 to 6 months.

How do you get people to buy into the introduction of HR management software?

HRIS or Time & Attendance management software is remarkable being the only software that all the staff within an organisation use on a daily basis.

However, when it comes to switching HR software, it may be challenging for some employees even if the change is beneficial.

There are several actions that can be instigated to help support this change:

  • Early internal announcements that clearly justify the change and explain the benefits that the whole workforce will gain from it. This should embrace the greater self-sufficiency (monitoring balances, requesting leave, etc.), increased transparency (such as how and why their attendance is registered), greater fairness (equal treatment, irrespective of department), etc.
  • It’s important for HR administrators and key users of the HR solution (planners, operational managers, etc.) to be provided with effective training
  • Introduce programmes to support employees who will use the system. This could include creation of a User Guide to help them become familiar with the software, assign staff as representatives and become ambassadors to their colleagues, etc.

What about rolling out an HRIS to multiple sites or countries?

Kelio’s HRIS software has been translated into 17 languages, and each language edition has screens that are identical in appearance. This means the software can be implemented in different countries, and at separate sites, but still ensure HR practices are fully harmonised across a geographically diverse group.

What is the real value of HRIS software?

When estimating the ROI (return on investment) of an HRIS software solution, it depends principally on the organisation’s starting point in terms of HR digitalisation. Other factors, such as whether the current processes are all paper-based or are some HR processes already digitalised, can determine the real added-value.

It’s very difficult to calculate a financial equivalent for each benefit that an HRIS provides. For example how do you assess the financial gain of modernising the company’s image, or avoiding miscalculations in payroll?

No matter how large or small the organisation, the most frequently documented benefits are the time and cost savings achieved in managing the day-to-day administrative HR tasks.

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