Human Resource Information System (HRIS)

Definition of HRIS

HRIS stands for Human Resource Information System. It is a centralized system or tool designed to facilitate numerous HR tasks. From core HR operations to sensitive employee data, an HRIS also brings together all the company’s employee data so that HR teams can use day-to-day procedures.

Key Features of HRIS

An HRIS consists of several key features, some of which are as follows:

1. Employee Data Management

One of the reasons why organizations use HRIS software is due to its versatility in collecting, organizing, and managing employee data. Regardless of the technicalities it presents, HRIS systems reduce the bulk paperwork needed. Aside from data management, HRIS in HR operations greatly improves the searchability and accessibility of employee databases stored on an on-premises or cloud-based solution.

2. Payroll Processing

Are you tired of going through seams of paperwork and manually calculating payroll for each employee? HRIS systems do this flawlessly! The HRIS is used to enter all essential employee data and contractual information, and it automates the payroll process. The company integrates all data, including time and attendance data, to disperse salaries, compensations, and wages to its employees at the end of each month.

3. Employee Self Service (ESS)

HRIS meaning extends more than just a data storage and management system. Employee Self-Service (ESS) allows the workforce to find their data. Additionally, employees can view their leave balance and gain access to payslips and other human resource information without needing a chain of approvals from management. Plus, employees can request changes in any information or benefit. Another major versatility of an ESS is the ability to log in via various channels, such as a mobile phone, laptop, or tablet.

4. Making Payroll Easier

If a company follows a traditional payroll system, then it is highly likely that all the calculations and data are maintained in ledgers. HRIS helps organizations go paperless! Employees who want to view their previous salary slips can easily gain access without requiring approvals or requests from their HR department. An HRIS integrates data such as pay scale, attendance records, time data, employee benefits, and tax slabs during the payroll process. 

5. Efficient Onboarding Process

HRIS systems have greatly reduced the total time consumed during the onboarding process. All the important documents, such as policies, offer letters, contracts, checklists, video guides, and assisting resources, have already been uploaded to the system. The system also helps automate tasks such as notifying new hires regarding orientation schedules and communicating promptly with HR about the onboarding progress.

6. Attendance Tracking

When using the HRIS software, attendance tracking is easy since there is also a record of the precise time an employee has checked in and out to work every day. Moreover, this scenario is especially for employers who have employees working in shifts or who manually complete their time cards. In modern systems, the employee will only have to insert an ID card, fingerprint, or retina scan to open the door to the office. The employee takes these actions to feed data into the HRIS, which logs their arrival time and then feeds this into other functions, including payroll.

7. Absence and Holiday Tracking

Self-service tools link information stored in the HR database, such as tracking employee absences and holidays, to ensure employees can easily take advantage of their leaves. They offer a transparent level of visibility for management’s general holiday requests. This assists the managers in having control over their subordinates, preventing a situation where most of the staff is away. An HRIS may also inform staff/employees about holiday entitlements and the remaining quota they can avail of.

8. Benefits Administration

HRIS solutions assist the HR team in managing the benefits programs, including pension, insurance, and medical. With such a function in place, the HR department can make the benefits available to employees flexible so that they can view the benefits for which they are qualified. Employees can also sign up for benefits online instead of through traditional paperwork. 

9. Performance management

A human resource information system assists an organization in monitoring performance at every level. You may take down goals you have set for the employees in the system and see how effectively the goals are met. This makes it easier to review staff performance, provide relevant comments to the staff members, and fix an employee’s performance according to their pay structure and remuneration. It also assists the Human Resources department in determining outstanding performers and developing a succession plan.

Frequently Asked Questions

What does HRIS mean?

HRIS stands for human resource information system, which can assist companies in handling technology-supported main HR processes (payroll, employee benefits, and time tracking, for instance).

What is the function of HRIS?

A Human Resource Management System enables organizations to organize, administer, and automate all the records and documents connected with Human Resource policies and processes.

What are the three types of HRIS?

HRIS systems can be divided into three types, and they are:

• Operational
• Tactical
• Strategic