Overview of Human Resource Information System (HRIS) and implementation procedure

Use of HRIS in organizational design as a tool for facilitating HR strategic alignment.

Introduction

A Human Resources Information System (HRIS) is a computerized system that enables human resource managers to gather, organize, store, update and retrieve the information needed for managing employees. As with other technologies, the aim of HRIS is to increase the productivity of employees, in this case, to increase HR department efficiency. HRIS is a technology that has evolved over the last thirty years, moving from a simple data management system, to a management information system, to a real decision support system  (ORACLE, 2022).

Benefits of an HRIS

HRIS offers a number of clear benefits. This is why all types of businesses use this application to support their human resources initiatives. The HRIS is the ultimate responsibility for employee information. Range of personnel data can accessible in one plat form.

• Record-keeping
• An HRIS is a record-keeping system that keeps track of changes to anything related to employees. 

• Compliance
• For compliance-related purposes, some information is gathered and stored. This includes information on citizens' identification, first contact information in case of accidents, and material for the identification of employees in case of theft, fraud, or other misbehaviors. 

• Efficiency
• The accuracy is enhanced and time is saved by having all of this data in one location.

• HR strategy
• The HRIS allows for the tracking of the data required to improve company and HR strategy. There will be various kinds of information that must be monitored depending on the organization's priorities. 

• Self-Service HR
• Ability to provide managers and employees to handle their affairs by own.  

HRIS Function

There are various HRIS software and system types. All independent functionalities are a part of the system because an HRIS includes all HR-related functions. 

Figure 01: (Vulpen, 2022)

• Time & Attendance. Employee time and attendance information is collected by this module. These are especially important for shift workers who clock in and out of their shifts. Workers frequently use their fingerprints or cards that are synchronized with an HRIS to check in for work these days. This provides the precise arrival and departure times. Any tardiness problems are quickly identified.
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• Training. Learning and development is a key element when it comes to employee management. This module enables HR to keep track of the employees' training, credentials, and skills as well as a list of the courses the company offer its employees. Usually people refer to this module as an LMS, or learning management system.
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• Performance management. An important aspect of managing people is performance management. At least one times a year, the employee's peers or direct manager will generate a performance rating for them.
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• Succession planning. Another essential element of an HRIS is the development of a talent pipeline and the availability of replacements for crucial positions within the organization.
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• Employee self-service.  Organizations are focusing increasingly on having employees and their direct supervisors manage their own data. Requests like holidays can be asked for by the employee him/herself.
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• Reporting & Analytics. A much rarer module in HRIS systems is reporting and analytics. Modern systems enable the creation of automated HR reports on various topics like employee turnover, absence, performance, and more. Analytics involves the analysis of these insights for better-informed decision making.

Commonly available HRIS system.
The best-known HRIS systems include Workday, Oracle’s PeopleSoft, SAP’s Success Factors, Ultimate Software, Ceridian, and ADP.

HRIS implementation 
Software implementation can be divided into multiple stages.

1. Search. Find out what your various stakeholders need from an HRIS before  starting  installation. Need to  make a list of potential providers based on these requirements. Then ask these service suppliers to submit  proposals. then  selected an appropriate HRIS provider by the end of this phase.
2. Plan and align. In this phase, you choose an implementation partner, create a steering committee and an implementation team. The steering committee typically includes senior representatives from your organization's chosen HRIS provider, the HR manager, the internal project manager, and ideally a senior user. The primary duty of the implementation team is to carry out the ongoing tasks that result from the implementation.
3. Define and design. In this phase need to  outline the procedures and workflows and establish relevant  user groups. Establish the functional and technical criteria for the security of the  HRIS infrastructure and system. importantly  in  this phase you it may  need to build integration between your HRIS and other existing systems.
4. Configure and test. Need to  establish a basic testing team during this phase in order to evaluate  new HRIS and offer suggestions for enhancements. After that, it  need to design a user acceptability test where to  invite several people to give their  comments.
5. Train and communicate. A technical staff training program, a communication strategy, a frequently asked questions page, and other support materials must all be ready before the go-live moment.
6. Deploy and sustain. The HRIS can be formally launched once all the supporting procedures are in place. Keep in mind to continually gather feedback and to update the training materials to reflect the changing systems. Here, accurate and ongoing communication is essential.

Conclusion:

According to the concept , human resource information systems (HRIS) are computerized tools that HR managers can use to collect, organize, store, update, and retrieve the data they need to manage personnel. It outlines the numerous advantages and disadvantages of HRIS, as well as the procedures for doing so and the success criteria.

References:

Bischof, B., 2022. people managing people. [Online]
Available at: https://peoplemanagingpeople.com/articles/core-functions-hris-systems/
[Accessed 29 11 2022].

ORACLE, 2022. ORACLE. [Online]
Available at: https://www.oracle.com/human-capital-management/hrms/hris-hrms-hcm/
[Accessed 29 11 2022].

Vulpen, E. V., 2022. ALHR. [Online]
Available at: https://www.aihr.com/blog/human-resources-information-system-hris/#Benefits
[Accessed 29 11 2022].