Let’s face it. Managing HR operations can be incredibly exhausting without the right software. As an HR staff member, you’re busy with activities like sourcing, screening, interviewing, and onboarding. With the variety of tasks the typical HR professional has to deal with, maintaining efficiency can be challenging. As a result, many teams turn to HRIS software to streamline their HR processes.
This software is making a significant impact on large and small businesses everywhere. So, if you’re looking for a way to lighten your load, this guide will cover the key factors you should consider to determine if it is right for your company.
What is HRIS software?
It's hard to imagine an HR department without some form of human resource information system in place. Because, at a fundamental level, HRIS just refers to how human resources professionals manage the data entry, tracking, and information related to HR operations.
But HRIS software provides a means to standardize those processes and activities, so it is easier to track, manage, and enter that data. It may also enable users to automate certain HR functions.
A robust HRIS solution enables you to:
- Keep track of your employees’ data and demographic details
- Gather and access information specific to your employees’ roles, including who they report to and their responsibilities
- Monitor and keep track of your employees’ vacation requests
- Monitor your applicants and candidates, and keep track of their applications
- Put together various reports for HR purposes, and
- Manage top talent
Larger companies may use an existing software solution or work with a software company to develop a custom solution. That said, HRIS software doesn't have to be complicated. For example, a smaller team could get some of the functionality available through a more powerful HRIS software with Google Sheets and Forms or a no-code platform like Glide.
What are the advantages of using HRIS software?
There is a range of advantages of HRIS software. Not only can you stay organized more efficiently and avoid the need to monitor all of your organization’s HR processes with separate software, you’ll also reap the following benefits.
It saves money
The Impact of Human Resource Information System (HRIS) on Organizational Effectiveness, a study investigating the areas most impacted by implementing HRIS software, found that HRIS users and non-users found cost savings to be the greatest benefit.
It helps comply with legal requirements
Your organization will need to comply with wage laws, and using HRIS software is the ideal way to do so. You’ll achieve this by using time-tracking software, which typically comes with your HRIS, and will ensure that you’re always aware of any overtime worked by your company’s employees and any breaks they may have taken during the day.
It saves time
HRIS users surveyed by The Impact of Human Resource Information System (HRIS) on Organizational Effectiveness reported spending less time on:
- Data entry
- Processing paperwork
- Internal communication
- Making staff decisions
Using HRIS software will help you save time for various reasons. The software will help you automate certain tasks such as tracking balances and making payroll calculations more accurately and reliably. So, as soon as you have configured it, your HRIS software will help you perform tasks faster.
It increases efficiency
By keeping all employee data in the same place, HRIS software makes carrying out tasks more convenient than the manual alternative. There’s nothing worse than having to access a thousand different files to get the data you require, and HRIS software can help you avoid this. In other words, they are handy and smart systems that make your work easier.
It enhances the candidate experience
One of your goals as an HR staff member is to source applicants and ensure you deliver a top-notch candidate experience. HRIS software can help you create your job adverts without leaving out any key details and build a better candidate experience from the very beginning.
They’ll enable you to automate your communication as well, so you’ll never forget to respond to your candidates or leave them waiting for key information about the role, the results of their interview, or skills test results.
It helps with talent onboarding and retention
Once you’ve made the perfect hire, how will you ensure the onboarding and retention process goes smoothly? Using your HRIS is the best way to tackle this. Not only will you be able to track details related to your employee’s onboarding process, but you’ll also be able to use the data you’ve gathered to give your employees the right training opportunities. This leads to career growth opportunities as well.
Is HRIS software right for your company?
According to a survey, HRIS software solutions are typically used by organizations that have 100 or more employees. To be specific, 80% of HRIS users have 100 or more employees.
In contrast, they are used less by businesses that have fewer employees. For example, 8% of HRIS users have fewer than 50 employees.
Even so, depending on your HR team and available resources, an HRIS may make sense even if you're a smaller company. Here are some research findings to consider as you evaluate your need for an HRIS and whether or not this is a realistic solution for your company:
- On average, it takes about four months to choose an HRIS. But companies with less than 50 employees decide in about three months. (Software Path, 2020 HRIS Software Report)
- On average, HRIS software costs about $125/mo per user. (Software Path, 2020 HRIS Software Report)
- Organizations implementing HRIS software can reduce HR headcount by up to 25 percent due to increased efficiency. (SHRM, Transforming HR Through Technology)
Would your company benefit from HRIS software?
Businesses with 50 employees or more are strong candidates for an HRIS software solution. However, to make the final call, you will need to estimate the cost savings and efficiencies realized through the software and determine whether it will offset the time and money spent to purchase an HRIS solution, implement the software, and train staff on its use.
For smaller companies, the investment may still be worth it if, for example:
- growth is a priority
- a cloud-based solution works with HR's budget
- compliance is an issue
How do you use HRIS software?
HRIS software is typically accessible from your company’s server. However, you’ll need to install the required software onto a hard drive to use it this way.
HRIS software can also be hosted on cloud servers. This alternative option is becoming increasingly popular with smaller employers because it puts powerful HRIS software solutions in reach.
Streamline your HR operations with a human resources information software
Though the myriad of responsibilities you may have as an HR staff member might sometimes be overwhelming, remember that you have a great option to help you tackle your tasks and monitor company data effectively. HRIS software lets you:
- Conveniently track your employees’ time
- Avoid piles and piles of paperwork, and
- Enhance the candidate experience with timely, automated communication
To keep your candidates up to date, your current employees happy, and make your job easier, consider investing in HRIS software to streamline your HR operations.