Introduction HRIS

A Human Resources Information System or simply HRIS, is a software solution that is used to collect, manage, store, and process an organization’s employee information. Essentially, HR teams use an HRIS to work more efficiently and make more data-driven decisions about thier workforce.

HRIS provides a centralized repository of employee master data that the human resource management (HRM) team needs to complete core HR tasks. In most cases, an HR information system includes the basic features needed for end-to-end HR management. Data accuracy is of paramount importance when it comes to decision-making and effectively managing human resources.

Accurate HR data forms the bedrock of fostering employee engagement, improving productivity, and ensuring compliance with legal and regulatory requirements. However, the complexity of HR data management could pose significant challenges for the HR team, especially in the face of growing workforces and dynamic regulatory environments. Accurate data in human resources (HR) is important because it can help HR professionals make informed decisions, improve efficiency, and increase employee satisfaction.

Benefits of HRIS

HRIS software breathes new life into HR processes and procedures. Managing the basic employee information in Excel becomes cumbersome as simple procedures such as approving employee time off need to be standardized. While the benefits vary depending on the system an organisation opts for or the modules it chooses, the following are key benefits of HRIS software:

  • Expedites Tasks - An HRIS enables the HR department to spend less time on clerical tasks, helps ensure the accuracy of employee data and can make it easier for employees to manage their information.
  • Improved Record Keeping - An HRIS is a record-keeping system that keeps track of changes to anything related to employees. As such, the HRIS can be seen as the single source of truth regarding personnel data.
  • Security and Privacy - An HRIS also helps secure employee data and keep information private. When using Excel sheets or

  • Spreadsheets, information can easily be accessed by people who aren't authorized. Data security and privacy are important factors when handling sensitive personal information.
  • Reduces Paperwork - Having a centralized repository for employee data removes the need for storing paper files, which can be easily damaged, as well as the need to search through large paper-based employee files to find information.
  • Compliance - Some employee data is collected and stored for compliance reasons. For instance, materials for the identification of employees in case of theft, fraud, or other misbehaviors, first contact information in case of emergency, citizens identification information for the tax office, and retirement details for mandatory pension benefits. Data must be stored safely and securely, in line with Data Protection Regulation.