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What Can be Expected When You Implement a New HRIS?

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Choosing the right Human Resource Information System (HRIS) is not a spontaneous decision. At first glance, all HRIS look the same. They all use cloud computing, mobility and other elements to create an overarching solution that meets the ever-evolving needs of HR management.

People who have followed the development of HR solutions may have noticed that these all-in-one HR information systems, HCM and HRMS software are just a collection of elements that were previously sold as standalone products. The Human Resource Management Information System, which is considered an "entry-level" product for HR management, has become an entry-level solution for SMEs. HRIS systems are also known as Human Resource Management Systems (HRMS).

What is a Human Resource Information System (HRIS)?

The Human Resource Information System (HRIS) manages the personnel policies, processes and employees in an organization. Its powerful functions work together to manage the multifaceted complexity of HR processes. Each HRIS has a number of so-called "essential functions" that are said to cover other important processes and services.

However, few of the HR software functions are even marginally useful to SMEs. Most of them are purely marketing tactics. It is therefore important to be careful when choosing an HRIS provider.

9 Must have core functionalities in an HR Information System

To find a pocket-friendly HRIS software solution that meets the needs of your business, look for a product with these nine essential core functionalities;

Centralized database:

With an automated database that collects, stores and displays up-to-date, consistent information about the people, policies and procedures in an organization, HR managers can finally put an end to spreadsheets and paper files.

The storage of all confidential employee information in a centralized, cloud-based HRIS software will be:
  • Promote data integrity
  • Reduction of process and data redundancy
  • Improve productivity
  • To improve the efficiency of HR staff, and
  • Cut costs

A centralized database, seamlessly integrated with other HR modules, will not only facilitate virtualization, but also provide easy access to all end users. Any updates or changes made to the master database are immediately reflected in all modules, saving the HR department a lot of time and effort in manually reconciling and duplicating all records.

Automation of recruitment:

This feature provides a complete applicant tracking system with a reporting engine to analyze recruitment trends and patterns. It also integrates seamlessly with job portals, internal websites and employment agencies to reduce the hiring chaos.

Training of employees:

With an employee self-service portal connected to a cloud-based database, the necessary bad paperwork is removed from the onboarding equation. Employees can complete the onboarding process in 15 minutes with scanned documents, automated workflow, pre-defined checklist and easy-to-use digital forms.

Talent management:

Employees are the most valuable resources in any company. However, the process of talent management - recruiting, hiring, retaining, developing and retaining employees - is a complicated one. The cost of employee turnover is also expensive. An HRIS with an exclusive talent management system will help the organization to better care for its employees.


Several SMEs already use a standalone system to manage their payroll. And nobody is eager to switch it over to HRIS. There may also be concerns whether the payroll module in an HRIS is efficient enough to handle the full range of services like a dedicated payroll system.

However, a Human Resource Information System or HRIS software can manage the payroll process with its wide range of functions end-to-end:
  • Automate the payroll process
  • Calculate taxes automatically
  • Legal compliance
  • Deliver automatic reminders
  • Extend employee self-service options

Furthermore, an HRIS can be seamlessly integrated with the accounting module and the attendance management system. This eliminates the need for manual reconciliation, thus reducing the scope for manual errors and the legal/financial compliance problems they cause.

Employee self-service:

SMEs often find it difficult to keep their employee-related data up to date. Employee Self-Service (ESS) is an effective means of overcoming this problem. By giving employees access to view and manage their personal data (profile, time off, benefits or payroll), the time spent by HR staff on day-to-day office work can be reduced.

By extending a self-service option, employee organizations can;
  • Empower employees
  • Reduction of clerical tasks
  • Shorter administrative times
  • Improve employee engagement
  • Less HR paperwork

Employees do not have to go through the mail to retrieve their holiday credit or pay slips. With a self-service portal, every HR process from employee entry to reporting becomes more efficient. When HRIS is accessible through multiple channels, employees can view, edit and retrieve all work-related information directly from their mobile phones.

Time and absence management:

The manual administration of employee time sheets, schedules and attendance tracking involves an immense amount of personnel. Keeping up with the emails containing vacation requests and tracking employee absences while creating a schedule to cope with the changing workload is an enormous ordeal. In addition, exporting all attendance data to the payroll system is time consuming and tedious.

An HRIS solves the problems associated with vacation and time management with a comprehensive set of features such as;
  • Automatic recording and transmission of time sheet entries
  • Personnel Scheduling
  • Holiday administration
  • Drill-down and drill-through analysis
  • Integrations with payroll, accounting, etc.

If they are not handled properly, time sheets and leave requests can cause a lot of trouble. Incorrectly handled leave requests can leave a bad impression on the quality of life in the organisation and reduce employee satisfaction. By streamlining the management of time sheets and leave requests with HRIS, manual errors can be controlled and potential disasters prevented.


A training module can enable organisations to offer their employees a mixed training experience to improve commitment, job satisfaction and retention. They can also plan, track and measure the impact of their training program to ensure its effectiveness.

Succession planning:

This specific module enables organisations to map the talent pipeline and rankings. Once key positions are identified, it would be easy to create employee-specific development plans.

Advantages of the Human Resource Management System:

The adaptation to a Human Resource Information System has many advantages. Here are some of the key benefits your HR department can enjoy when moving to an HRIS.

Tracking and report generation:

One of the main advantages of the Personnel Management Information System is that you can track every employee, ex-employee or even applicant in the system. You can use the HRIS reporting module to create some insightful reports.

Access from anywhere:

Cloud-based HRMS software can be accessed from anywhere. You can use the mobile-friendly features of most HRIS software to get your work done on the go. All the information you will ever need as an HR professional is in one place.

Reduce human error:

The HRIS system helps to ensure the accuracy of employee data. Since all processes are automated, human effort and errors associated with human intervention are significantly reduced.

Less paperwork:

HRs spend most of their time filing paperwork, as a sheer volume of paperwork lands on their desks. HR processes such as recruitment, vacation administration, performance management, payroll, onboarding, training - they all use a lot of paper templates that are constantly piling up. Human Resource Information Systems helps to automate these processes and make everything digital, reducing a significant amount of paperwork.


HRIS software usually has a collaboration module that helps HRs and employees talk to each other and work together successfully to get the job done faster.

Choosing the right Human Resource Information System / HRIS

People who have followed the development of HR software may have noticed that today's all-in-one HRIS, HCM and HR management tools are just a collection of elements that used to be sold as stand-alone products.

While it may seem wise to invest in individual modules instead of a comprehensive HR information system, it is counterproductive to constantly have to jump back and forth between several interfaces to manage HR processes. In such cases it would be wise to opt for a ready-made HR cloud.

The IceHrm HR software eliminates the cumbersome aspect of product implementation and maintenance that comes as a cloud system, on-premise system and open source system. Its multi-channel capability combined with seamless integration with other applications ensures complete visibility, fast data exchange and easy collaboration. Plus, the pay-as-you-use pricing model is perfect for businesses of all sizes.

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