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    Best HRIS Systems Decoded: 5 Factors to Enable Hawk-Eye View

    November 29, 2023

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    HRIS systems are state-of-the-art solutions that have become indispensable for modern businesses. They offer streamlined processes, enhance data accuracy and security, and empower employees with self-service options. In this article, we'll explore the benefits of HRIS systems in detail, discuss key features to look for when choosing a system, and highlight some of the top HRIS systems on the market today.

    In the ever-evolving world of business, staying ahead of the curve is no longer just a luxury – it's a necessity. And when it comes to managing your most valuable asset – your employees – there's one tool that can revolutionize how you handle everything from recruitment to payroll: HRIS systems.

    What exactly is an HRIS system? Well, think of it as the ultimate powerhouse for all things human resources. From streamlining processes to enhancing data accuracy and security, these state-of-the-art solutions have become indispensable for modern businesses.

    But why are HRIS systems so important? The answer lies in their ability to simplify complex tasks, improve decision-making with advanced analytics, and offer employees self-service options that empower them like never before.

    Benefits of HRIS Systems

    Human resource information systems offer numerous benefits that can greatly enhance the efficiency and effectiveness of HR processes for modern organizations. They lead to:

    1. More streamlined and frictionless HR processes

    With the help of an HRIS system, you can simplify and automate various tasks, saving time and effort. You can leverage HRIS to:

    a) Automate employee data management

    Managing employee data can be a time-consuming task for HR departments. From maintaining personal information to tracking employment history, it can feel like a never-ending cycle of paperwork. But with the help of HRIS systems, this process can be automated and streamlined.

    With an HRIS system in place, all employee information is stored in one centralized database. The system automatically updates and organizes employee data, ensuring accuracy and saving valuable time. And, with role-based access control features, only authorized personnel have access to sensitive information, providing an added layer of security.

    b) Simplify payroll and benefits administration

    Managing payroll and benefits can be a complex task for HR professionals. With an HRIS, you can automate payroll calculations, tax deductions, and direct deposits. It also allows employees to access their pay information online wherever required.

    But that's not all – HRIS systems also streamline benefits administration. You can easily track employee enrollment, manage different benefit plans, and generate reports on costs and coverage.

    c) Improve recruitment and onboarding processes

    The system allows you to automate job postings, applicant tracking, and resume screening. This means less time spent on manual tasks and more focus on evaluating qualified candidates. Moreover, HRIS systems provide tools for conducting interviews and assessments electronically or through video conferencing, simplifying the recruitment process even further.

    Once a candidate is hired, onboarding becomes seamless with an HRIS system. You can easily generate offer letters and contracts digitally, eliminating paper-based workflows. The system also enables new employees to complete necessary paperwork online before their start date.

    Learn More: How to Implement HRIS Successfully: The Complete Checklist

    2. Enhanced data accuracy and security

    HRIS gives you the confidence of knowing that your HR data is accurate, reliable, and protected at all times. This is because it can help:

    a) Centralize employee data storage

    All employee information and records are stored in one central location, eliminating the need for manual documentation. This not only saves time but also ensures data consistency and accuracy. With just a few clicks, HR teams can retrieve the required information whenever necessary. This streamlined approach improves productivity within the HR department while also enhancing communication between different teams by delivering accurate and up-to-date information.

    b) Enforce role-based access control

    One important aspect of HRIS systems is the ability to enforce role-based access control. This means that different users within the organization will have varying levels of access to the system based on their roles and responsibilities.

    By implementing role-based access control, organizations can ensure that employees only have access to the data and functionalities that are relevant to their job functions. This feature helps maintain data privacy and security by limiting unauthorized access. It also promotes efficiency by preventing employees from wasting time searching for irrelevant information or making changes they aren't authorized to make.

    c) Guarantee data encryption and backups

    When it comes to handling sensitive employee data, ensuring its security is of utmost importance. With HRIS systems, you can guarantee data encryption and backups. This means that all the information stored in the system is encrypted, making it extremely difficult for unauthorized individuals to access or decipher it. Additionally, regular backups to the cloud are performed to prevent any loss of data due to technical issues or accidents.

    3. Smarter decision-making and comprehensive analytics

    You can harness the potential of improved decision-making and analytics with an HRIS system. It will allow you to:

    a) Get real-time access to HR data and analytics

    Real-time access to data is crucial – with a robust HRIS system, you can easily retrieve important information about your employees and make informed decisions on the go.

    This means you can instantly view the latest employee records, track attendance, monitor performance, and analyze trends. You can stay up-to-date with your workforce requirements, addressing any issues promptly.

    b) Generate reports and insights

    One of the key benefits HRIS systems offer is the ability to generate detailed reports and gain deep insights into your workforce.

    These reports offer a comprehensive view of your organization's HR metrics and allow you to identify trends and patterns. By analyzing this data, you can make strategic decisions related to resource allocation, talent management, and succession planning.

    c) Identify trends and patterns for strategic planning

    By using the historical and real-time HR analytics provided by an HRIS system, you can spot emerging patterns in employee performance, turnover rates, skill gaps, and more. Armed with this information, you'll be able to streamline training programs, succession planning efforts, and even talent acquisition strategies.

    Learn More: Development of HRIS: Streamlining Human Resource Management

    Key Features of HRIS Systems

    HRIS systems come equipped with a range of features that make managing HR processes simpler and more effective. These include:

    1. Employee self-service portals

    Self-service portals allow employees to access and manage their personal information and benefits all in one place. Not only that, but these portals also enable employees to request time off and manage their schedules effortlessly. When evaluating human resource information systems for your organization, look for the following self-service capabilities:

    a) Personal information and benefits access

    Employees can easily access all their important data; whether they need to update contact details, view pay slips, or check on the status of benefits enrollment, it's all there at one’s fingertips. What’s more, you no longer have to worry about sensitive information falling into the wrong hands or errors in data entry.

    b) Self-service time off requests and schedule management

    Employee self-service portals allow employees to request time off and manage their schedules with ease. They can submit their time-off requests, specify the dates and reasons for their absence, and even check if it has been approved.

    Furthermore, managing schedules becomes much simpler with an HRIS system. Employees can view their assigned shifts or work hours right on the platform without having to rely on physical schedule boards or constant communication with managers. They can easily swap shifts with co-workers if needed, request changes in availability, or even indicate preferred working times for better work-life balance.

    c) Self-updating of skills and certifications

    With HRIS systems, employees have easy access to update their qualifications, training programs attended, and any new certificates obtained. This feature not only empowers individuals to take charge of their career development but also helps organizations ensure that they have an up-to-date record of employee skills.

    Having a centralized platform for skill updates enables employers to identify any gaps or areas where additional training may be required. This information allows HR teams to design targeted training programs that address specific skill needs within the organization.

    Learn More: The Need for HRIS: A Comprehensive Guide To Transforming Employee Experience for HR Leaders

    2. Time and attendance tracking

    Time and attendance tracking is a crucial aspect of HRIS systems that simplifies the process of monitoring employee work hours. When it comes to time and attendance features, the HRIS platforms you choose should have:

    a) Clock-in/out functionality

    With clock-in/out functionality, employees can easily log in at the start of their shift and log out when they finish work. The system automatically tracks their working hours, including breaks and overtime if applicable. This makes it easier for managers to monitor employee attendance and ensure compliance with labor regulations. It also simplifies payroll processing as all the necessary data is already available in the system.

    b) Leave management and absence tracking

    Employees can easily request time off through self-service portals, eliminating the need for paperwork and manual processes. The system automatically tracks leave balances, calculates accruals, and ensures compliance with company policies.

    Absence tracking is also simplified with an HRIS system. Managers have real-time visibility into employee absences, allowing them to plan workloads accordingly and ensure smooth operations.

    c) Overtime calculations and compliance

    With the right HRIS system, companies can accurately track and calculate overtime hours worked, taking into account factors like shift differentials or double time rates. This not only saves time but also reduces the risk of errors in manual calculations.

    Additionally, HRIS systems can automate the process of monitoring and enforcing compliance with overtime regulations as determined by governing bodies. By setting up rules within the system, organizations can easily identify instances where employees exceed the maximum allowable working hours or fail to take required rest periods. This ensures that companies avoid hefty penalties and guarantee a healthy work-life balance.

    3. Performance management and appraisal

    Performance management and appraisals are central to the success of HR teams and the business as a whole. A powerful HRIS can work as a virtual performance review tool by providing you with the following features:

    a) Goals and objectives setting

    Employees can easily define their objectives and key results (OKRs) and track their progress throughout the year. Managers can review and provide feedback, making the whole process streamlined and transparent.

    In addition to simplifying the goal-setting process, HRIS systems also offer features like automated reminders and notifications. This ensures that everyone stays on track with their targets and deadlines. With real-time access to performance data, managers can monitor individual progress or identify areas where additional support is needed.

    b) Performance review tools

    Performance reviews play a crucial role in assessing employee performance and providing valuable feedback. HRIS systems provide managers and employees with the data they need to discuss goals and objectives, evaluate progress, and set new targets.

    HRIS platforms offer convenient digital channels to conduct regular performance reviews. As a result, companies can foster employee growth, improve communication, and ultimately drive organizational success.

    c) Training and development need identification

    By analyzing employee performance data, these systems can pinpoint areas where additional training or development opportunities are needed. This helps organizations create customized learning plans for their employees, ensuring they acquire the skills necessary to excel in their roles.

    Furthermore, HRIS systems enable HR teams to track the progress and effectiveness of these training initiatives through performance metrics and feedback mechanisms. This allows organizations to continuously evaluate if the training provided is meeting its objectives.

    Learn More: A Complete Guide to Getting Started with an HRIS: Requirements Checklist

    Factors to Consider When Choosing HRIS Systems

    When it comes to choosing the right HRIS system for your business, there are several important factors to consider. The five top priorities that belong on your checklist are:

    1. Scalability and customization options

    Scalability and customization options are crucial factors to consider when choosing an HRIS system. You want a system that can grow with your business, accommodating increased employee numbers and evolving needs. Scalability ensures that your HR processes remain efficient even as your organization expands.

    Customization is equally important because it allows you to tailor the HRIS system to meet your specific requirements. From configuring workflows to creating custom fields, having the ability to personalize the system ensures it aligns perfectly with your unique business processes.

    2. Integration capabilities with other systems

    Integration capabilities with other systems are a crucial factor to consider when choosing an HRIS system. It should seamlessly integrate with your existing software, such as payroll or recruitment tools. This ensures that data flows smoothly between different systems and eliminates the need for manual data entry or duplication of records.

    With robust integration, you can consolidate all your HR processes into one unified platform, making it easier to manage and analyze employee data while increasing overall efficiency.

    Whether it's syncing employee data with your accounting software or integrating performance management tools with learning management systems, the ability of an HRIS system to connect with other systems is key to optimizing your HR operations and ensuring seamless pan-enterprise data management.

    3. User-friendliness and ease of implementation

    When it comes to choosing an HRIS system, user-friendliness and ease of implementation are two crucial factors to consider. After all, you want a system that is intuitive and easy for your team to navigate. With a user-friendly HRIS, your team can quickly adapt and start maximizing its benefits without significant disruptions or frustrations.

    Easy implementation is essential for a smooth transition from your existing HR processes to the new system. A good HRIS should have clear instructions and support available during the setup process, ensuring that everything is up and running smoothly in no time.

    4. Cost and return on investment

    When thinking about implementing an HRIS system, one important factor to take into account is the cost and return on investment. While there may be upfront costs associated with purchasing and setting up the system, it's crucial to assess the long-term benefits it brings.

    By automating various HR processes, such as employee data management and payroll administration, companies can save time and reduce errors. This efficiency translates into cost savings for businesses in terms of reduced manual labor hours and improved accuracy. You can also lower the total cost of ownership (TCO) of an HRIS system by choosing cloud-based software instead of on-premise installations.

    5. Vendor reputation and customer support

    It's important to take into account the reputation of the vendor and their level of customer support. After all, you want to make sure that you're partnering with a reliable and responsive institution.

    A reputable vendor will have positive reviews and testimonials from other clients who have used their HRIS system. This can give you confidence in their ability to deliver quality software and services.

    Additionally, a vendor with a good reputation in Asia is more likely to provide excellent customer support when you need assistance or encounter any issues. So before making a decision, conduct research on their market reputation and find out what kind of customer support they offer.

    Learn More: Everything You Need to Know about a Global HRIS

    Top HRIS Systems in the Market

    When it comes to choosing the right HRIS system for your business, there are several options available in the market. Let's take a look at some of the top HRIS systems that have gained popularity among businesses:

    1. Darwinbox

    Darwinbox is one of the leading HRIS systems in the market today. It offers a wide range of features and functionalities that can help streamline your HR processes, including artificial intelligence (AI). With its user-friendly interface and customizable options, Darwinbox makes it easy for businesses to manage employee data, track attendance, and conduct performance appraisals.

    Plus, its integration capabilities with other systems ensure seamless data flow across different departments. Whether you have a small startup or a large enterprise, Darwinbox has the scalability to meet your needs. And with their excellent customer support, you know that they are there to assist you every step of the way.

    2. Workday

    Workday offers a comprehensive range of features for modern HR teams, including a robust HRIS. With its user-friendly interface and customizable options, Workday makes it easy for organizations to streamline their HR processes. From managing employee data and payroll to handling recruitment and onboarding, Workday simplifies the entire HR workflow.

    3. SAP SuccessFactors

    SAP SuccessFactors is a leading suite of HR management solutions. Its user-friendly interface and plethora of features allow businesses to streamline their HR processes effectively. From employee data management to performance appraisals, SAP SuccessFactors covers all aspects of human resource management.

    Learn More: Workday vs. SAP SuccessFactors vs. Darwinbox: The Great HR Tech Face-off


    So there you have it! HRIS platforms offer numerous benefits for streamlining HR processes, enhancing data accuracy and security, improving decision-making and analytics, and much more. Remember, implementing an effective HRIS system can revolutionize how your organization manages its human resources – from employee data management to payroll administration – resulting in increased efficiency,

    Get started with human resource information systems (HRIS) with a Darwinbox demo.

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