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Common HRIS Systems

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An HRIS, also known as Human Resources Information System or Human Resources Management System (HRMS), is actually an intersection of human resources and information technology through HR software. This allows HR activities and processes to take place electronically.

In other words, a Human Resources Management System can be seen as a means by which large and small companies can support through software a range of activities, including those related to human resources, accounting, management, and payroll. An HRIS enables a company to plan, manage and control its personnel costs more effectively without having to allocate too many resources to it.

In most cases, an HRIS will also increase the efficiency of personnel decisions. The quality of the decisions made should also improve and as a result, the productivity of employees and managers will increase and become more efficient.

What are the benefits of HRIS?

An organization’s human resources department is considered extremely critical for the entire organization. Its many functions support the organization, providing everything from skilled and talented workers to management training services, employee enrichment opportunities and more. Since labor is the biggest expense for most organizations, human resources help companies make the most of this important asset.

But to function optimally, human resources departments must have the right tools and resources. An HRIS can be deployed within the department to help employees and human resources managers improve their productivity and the results of their efforts.

Implementing an HRIS in an organization can bring many benefits, such as
  • Dispatch of recurring tasks through automation
  • Improved ability to reach large pools of candidates for new vacancies
  • The ability to quickly apply higher selection standards to a range of applications; and
  • Fast boarding possible thanks to mobile accessibility
  • Reducing the amount of paper and related materials and their storage — often results in savings
  • Easy dissemination of updated documents through company policies and procedures
  • Opportunity to increase employee engagement through self-service options
  • Streamlining open registration for services
  • Empowerment of employees to directly modify service information when changes occur
  • Improved collaboration within the company, even across multiple sites
  • Improve training skills through LMS integration and development monitoring capabilities
  • Optimization planning with a focus on compliance and immediate distribution to employees
  • Reduction of errors in payroll systems and employee information databases
  • Improved time and attendance tracking capabilities and accuracy
  • Reduce compliance issues with alerts and automatic reporting options
  • Ability to make more informed decisions in real-time through the use of analytics and integration of organizational data

Improving the productivity of human resources

While the HRIS functionality benefits the enterprise in many ways, one of the most important advantages of HRIS is the software’s ability to improve the productivity of human resources staff. These HR systems are very detailed and are designed to improve and accelerate the efforts of HR staff in various ways. For example, they can help with recruitment by making it easier to collect CVs, check candidate information, etc.

HRIS systems can also be used to improve productivity in the context of financial administration by processing payroll and benefits management. These and other related tasks may require many hours per week. However, the time and effort required to perform them can be significantly reduced if some of the tasks are automated by an HRIS system. Finally, tasks that may have required many hours of work can be completed very quickly and easily or sometimes even automatically using the software.

Reduce errors and maintain compliance

Many tasks in human resources management are highly regulated so that even a small mistake by a human resources employee can lead to considerable legal problems and even financial losses for the company. For example, if CVs are not reviewed fairly and equitably during the recruitment process, legal action may be taken. An HRIS can provide guidance on how to avoid such problems before they escalate.

When considering the benefits of an HRIS to your organization, the ability to reduce problems and other errors associated with human or other factors monitoring can be significant. Furthermore, the additional benefits of HRIS are linked to compliance issues. Some software is designed to check for compliance with certain rules and regulations, making it easier to ensure that your organization is complying with these laws and regulations. Ultimately, this can improve your organization’s reputation and help avoid sanctions.

Conducting analyses

Analysis and review of actions related to different aspects of the organization can help in making decisions and identifying patterns. For example, the human resources department is responsible for analyzing hiring costs and calculating the turnover rate in different departments. The results of these calculations can be used to make important business decisions and develop strategies to set the organization on a path to success.

The HRIS analysis tools allow HR department employees to quickly perform many relevant calculations. Employees can collect the required data in a short period of time and then analyze all the data in a concise and efficient manner. Some software programs are designed to produce professional measurement and analysis reports that can help HR staff identify problems at a glance.

Organizations can immediately enjoy many of the benefits of HRIS once the HR information system is implemented. There are several types of HRIS available for purchase, and each may offer different features and functions. Organizations should carefully review the different systems, vendors, and functionality available to find the program that best suits their needs and budget.

Solutions offered by HRIS systems

A number of solutions are available to a company using an HRIS. Some of these solutions relate to training, payroll, human resources, compliance, and recruitment. The majority of high-quality HRIS systems include flexible designs that integrate databases with a variety of available functions. Ideally, they also include the ability to generate reports and analyze information quickly and accurately to facilitate personnel management.

The efficiencies offered by HRIS systems allow an HR manager to reclaim many hours of his or her day instead of spending them on non-strategic day-to-day tasks necessary for the administrative side of HR management.

Similarly, an HRIS system allows employees to share information more easily and paperlessly by providing a single location for announcements, external web links, and corporate policies. This location is designed to be centralized and easily accessible from anywhere in the company, which also helps reduce redundancies within the organization.

For example, if employees are required to perform frequently repetitive tasks such as vacation requests, electronic payroll and changes to W-4 forms, these procedures can be automated and performed without supervision or human intervention. This reduces paperwork and, once a permit is granted, it can be applied more efficiently and in less time.

Human Resources and Payroll Factors

When a company invests in an affordable HRIS, it can suddenly take care of its employees by looking at two of the key elements: payroll and personnel management. In addition to these software solutions, companies also invest in HRIS modules that help them take full advantage of their employees’ productivity, including the diverse experiences, talents, and skills of all employees in the organization.

A number of popular modules are available for recruitment, such as CV and applicant management, attendance, e-mail notifications, employee self-service, organization charts, benefits management, succession planning, rapid reporting and tracking of employee training.

HRIS summary

Finally, it is important to choose the right HRIS. A company that takes the time to invest in an HRIS that matches its goals, objectives, tasks, and values is a company that invests in its future and its success. It will be necessary to tailor each HRIS to the individual needs of a company to ensure that the system remains flexible and relevant throughout the life of the company or institution. For more information on HRIS, please consult our extensive HRIS database.

What to look for

While many organizations are undertaking a comprehensive review of human resource management systems, we found that this can often be only half the story. We recommend that you conduct a two-step review of the appropriate products to determine the best solution for your organization. First, we recommend a detailed review of each feature to ensure that the product you choose provides the functionality you need. Second, and probably most importantly, we recommend that you investigate further to ensure that the product you choose integrates well with your organization’s people, processes and technology.


In reviewing various personnel management systems, we found that most of the most powerful systems have very similar basic characteristics. However, there are significant differences in the details of the products, including advanced features such as analytics, role-based security, matrix management, workflow, and integration. I recommend that you look for :

Human resources information management supporting different types of employees, temporary workers and people with other employment relationships

  • Employee and management self-service
  • Absence management — free time and planned holidays
  • Time and attendance — Documenting and tracking hours worked
  • Benefits management — monitoring and configuration of programs such as health care, pensions, and insurance
  • Payroll — including calculations for holidays/absences, hours worked, overtime, bonuses and commissions, contributions, deductions, and taxes
  • Personnel planning
  • Manage positions — reporting lines, job descriptions, organization charts, matrix management
  • Analysis of the workforce to forecast future requirements
  • Support for mobile devices
  • Suitable for your people, processes, and technologies

We believe that a system’s ability to adapt to your organization is likely to be the deciding factor in the choice of your human resources management system.

I recommend that you review the following checklist:
  • Does it offer configurable workflows, automation, and forms that match your existing processes?
  • Is your HRMS likely to be highly integrated with other systems — does it offer robust and flexible integration options?
  • Will it integrate with social commerce software and employee surveys?
  • How easy is it to use? Ease of use is so crucial! Be sure to look at the application from the manager and the employee’s perspective.
  • Does it meet your legal and regulatory requirements?
  • Does it offer role-based security?
  • Does it provide relevant reports that meet your needs?

If you’re looking for a Human Resource Management system, we suggest you IceHrm which is one of the best HRIS systems which has so many HR functions automated into one system.

IceHrm is a Human resource management system for small and medium-sized organizations. This HRM software centralizes employee data and allows only one authorized person to access it, providing a high level of security. The presence module monitors employee time based on information about insertion and perforation. It covers all the basic HRM needs of a company such as Time Management, Training, and Development, Attendance Management, Expense management, leave management, Recruitment management and handling employee information.

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