HRIS software: A comprehensive guide

An HRIS is a comprehensive system that integrates information and communication technologies to enhance human resources management processes in a more personalized way. The implementation of HRIS software helps streamline HR department operations and empowers employees to manage their own HR processes. The ultimate objective is to optimize the time spent on necessary HR tasks, allowing users to focus on higher-value tasks for the company. Discover everything you need to know about HRIS software with Lemon Learning.

The basics of HRIS

An HRIS refers to software or a suite of software that facilitates the day-to-day proactive management of a company’s HR tasks. HR software can store and process data relating to the activity of each employee in the company in real-time. HRIS software makes it possible to automate, simplify, harmonize, and monitor all or part of the human resources management processes in companies. A well-configured and regularly updated human resources management information system helps to greatly limit the risk of human error in the management of the processes concerned.

A well-organized HRIS tracks every human resources management operation and facilitates quick identification of responsibilities when needed. This enhances employees’ work experience while ensuring compliance with legal obligations stipulated in the Labor Code. A successful HRIS can boost a company’s human resources productivity and competitiveness. The HR department is able to spend less time on administrative paperwork, while employees can access their career information in real-time.

The main features of an HRIS

HRIS software offers a wide range of possibilities, from managing internal employee mobility to scheduling training programs and handling administrative tasks.

Administrative management of employees

HRIS software offers employees a clear and intuitive interface to centralize their administrative information. Users can easily find all data related to the signing, modification, or termination of employment contracts within the company. Additionally, an HRIS simplifies the management of absences (such as paid leave, reduced working time, sick leave, etc.) for each employee. The software also aids the HR department in fulfilling administrative and legal obligations concerning collective agreements, the Labor Code, or industry regulations.

Talent management

HR management software empowers companies to track employee careers from the moment of recruitment until retirement. The solution facilitates the collection and selection of job applications, enabling personalized filtering to identify the most promising profiles. The software streamlines the scheduling and follow-up of job interviews, and annual assessment reports, and plays a pivotal role in developing and managing succession plans. It is also able to strategically plan the growth and evolution of key positions within the company over time.

Payroll and benefits management

HRIS can save you time by dematerializing the preparation of payslips, wage payments and social security declarations. The software can also handle compensation for health-related absences and maternity-related stoppages, as well as managing employee benefits and company health insurance formalities.

Analysis and reporting

HR software can also be used to analyze the performance of company assets, through the production of dashboards, graphs, and key performance indicators (KPIs). This helps managers of specialized departments better manage staff for increased productivity.

Different types of HRIS

Depending on your business needs, you can choose from different configurations to implement your human resource management software. The options include:

  • Integrated HRIS: This centralizes all functionalities and organizes HR data management within a single tool.
  • Modular HRIS: It allows you to select, customize, and connect various software modules with their respective databases.
  • Cloud-based HRIS: Involves hosting software data in a SaaS model on online storage, accessible through subscription anytime.
  • On-premises HRIS: Provides the option to store solution data on physical servers located on-site for local maintenance.
  • Open-source HRIS: Software with publicly accessible source code, allowing customization by each company.
  • Proprietary HRIS: A solution where the company exclusively holds the user license, and data hosting is limited to the company’s private infrastructure.

To find your ideal HRIS solution, seek guidance from certified experts in human resources information systems for reliable advice.

HRIS project

Factors to consider when selecting an HRIS

To identify the ideal solution for optimizing HR processes, you need to analyze your company’s needs. This requires auditing existing HR management processes and tools, as well as surveying the employees involved. The functionalities of the new software will then effectively improve the organization and productivity of human resources. To avoid slowing down your company’s business and overall information system, you need to ensure that the chosen solution is compatible with the software already in use.

This approach facilitates and accelerates integration with existing systems. The HR software publisher must guarantee the scalability of its solution to meet changing user needs and legal obligations. The HRIS software publisher must also offer high-performance, responsive support for the rapid resolution of any technical difficulties encountered during software operation.

5 steps to set up your HRIS

To ensure the success of your HRIS project, follow these 5 essential steps and empower a competent internal team to lead the way.

Business process analysis

The HR director, CIO, members of the management committee and employee unions should all be consulted. This gives you the opportunity to identify the strengths and weaknesses of your company’s HR management system. An analysis of business processes helps to define the scope of the project and to draw up specifications. Depending on the areas for improvement selected, these specifications indicate the actions to be taken, the project budget and the objectives for adopting the HRIS. The characteristics of the ideal software solutions are also specified.

Supplier selection and contract negotiation

The leadership team should reach out to multiple HR software publishers for quotes based on the project specifications. They should thoroughly analyze the reputation, quality of the offerings, and the supplier’s experience in the field. By negotiating with different suppliers, they should aim to secure a contract for purchasing software solutions that best align with their business needs while ensuring cost-effectiveness.

User training and HRIS deployment

Ensure that the HRIS software is properly configured and carries out the necessary tests in the work environment to improve handling. Once the compliance tests have been successfully passed, move on to the production and operation of the solution.

User training is necessary so that each employee can derive the maximum benefit from the daily use of the HRIS software. For successful and fast learning, you can integrate Lemon Learning modules into the software interface. This allows direct display of interactive guides and contextual tutorials in the solution.

Internal communication

The goal is to raise awareness among all stakeholders about the benefits of digitizing HR processes. Encourage employees to actively support and participate in the project. The HRIS team regularly gathers user feedback and addresses any questions to minimize resistance to change.

Monitor and evaluate your HRIS effectiveness with Lemon Learning

With Lemon Learning, you have the opportunity to analyze the performance of your HRIS software and optimize its usage. Utilizing performance indicators is crucial as it allows you to measure the real impact of HRIS adoption on individual productivity, facilitating gradual adjustments to optimize HR management within your company.

Opting for a high-quality HRIS software offers numerous advantages for your company. It significantly simplifies the work of your HR team by streamlining their processes. To ensure a successful implementation, clearly define your specific HR needs and tailor the HRIS software to suit your business requirements.

Tags: HRIS

Sarah C

Sarah oversees all things inbound marketing, exploring the many business uses and topics surrounding digital adoption. Her previous experiences include B2C and product marketing in the social listening space, uncovering emerging industry trends.