Human resource information systems help organizations use an integrated set of HR modules to automate the multi-faceted complexities of HR processes. HRIS has gained a considerable amount of traction among businesses of all sizes for their centralized approach to managing HR management needs.
It collects, stores, manages, and interprets employee-related data from various business units to eliminate data duplication and provide a single source of truth. An HRIS is an ideal solution for automation, streamlining, and optimization of HR processes. Yet, with an array of HRIS options available, each seemingly tailored with various features, selecting the right HRIS is hard.
However, only a few of these HR software features are even marginally useful. Most of them are mere marketing tactics. Here is a list of nine must-have core functionalities that businesses can look for in a potential HRIS software solution.
9 Must-Have Core Functionalities in a Human Resource Information System
1. Centralized storage:
With an automated database that collects, stores, and displays up-to-date, consistent information about the personnel, policies, and procedures in an organization, HR leaders can finally break up with spreadsheets and paper files. A centralized database that is seamlessly integrated with other HR modules will ensure great accessibility to all end-users.
Storing all confidential employee information in a centralized cloud-based HRIS Software will eliminate redundancy and promote data integrity. Any updates or changes made to the master database will reflect immediately across all modules, saving a considerable amount of time and effort the human resources department put into matching and duplicating all records manually.
When do you need centralized storage?
While businesses of all sizes can enjoy the benefits of this feature it is a must have for medium businesses and enterprises. While SMBs can glide by without this feature, it can improve their operational efficiency and set them on the right path towards success.
2. Recruitment management:
Attracting, hiring, and retaining the right talent quickly and efficiently is the cornerstone of an organization’s success. Successful recruitment relies solely on building long-term relationships with potential and current employees. The ideal applicant tracking system can not only streamline traditional recruitment functions but also simplify for talent relationship management.
An automated recruitment process integrates seamlessly with the inbuilt reporting module to analyze trends and patterns in recruitment. It also seamlessly integrates with job-portals, internal websites, and employment-service providers to make hiring chaos-free.
The right time to implement this feature:
Businesses that are looking for ways to reduce their recruitment costs and accelerate their recruitment efforts can streamline their recruitment process and align it better with their overall corporate strategy using the right applicant tracking system.
3. Employee onboarding:
An user-friendly employee onboarding process will set up new hires for immediate success and ensure that they start off on the right foot. With an automated onboarding process employers can:
- Minimize the chaos made by paperwork
- Shorten the employee onboarding lifecycle
- Reduce manual interventions and human errors
- Offer a consistent experience to all new hires
- Facilitate a transparent onboarding process
What’s more, with an automated onboarding process, HR managers don’t have to chase after new hires and managers to complete the onboarding documentation. The system will send automatic notifications to the people who cause a delay in the workflow and ensure that it keeps flowing as smoothly as possible.
Who needs an automated onboarding process?
Startups that are having trouble with their onboarding checklists and forms can eliminate manual dependency in their onboarding process with automation. Even, mid-sized companies that use online forms and workflow tools can simplify their approval process and make it more streamlined, transparent, and engaging.
4. Talent management
Employees are the most valuable resources in any organization. However, the process of talent management, i.e, attracting, recruiting, engaging, developing, and retaining employees is a complicated process. Also, employee turnover cost is expensive. An HRIS with an exclusive talent management system will help the organization take better care of their employees.
An ideal talent management module will help employees get through every phase of their employment, from recruitment through training, development, and retention. Best of all, it will allow employers to get a single view of their talent profile across the organization and align their talent management efforts with overarching corporate objectives.
When should you look for a talent management module?
Organizations that have a hard time spotting talent gaps and predicting performance shortfalls can use a robust talent management module to refine their talent management strategies, improve decision making, and plan ahead for future talent needs.
5. Performance management:
A performance management module tracks the performance of employees consistently and measurably. It allows the company to ensure that employees and departments across the organization are working effectively towards achieving the business’ strategic goals. Successful businesses gain an advantage from having employees better aligned with corporate goals.
It enables line managers and HR teams to spend less time on the manual administration of performance appraisals and instead focus on more value-adding parts of the process, such as coaching, supporting, and training employees.
However, a performance management module will not only standardize employee performance review but also align team and individual goals with corporate goals. Businesses can make their appraisal process bias-free, tie employee performance with compensation, and establish a performance-oriented compensation system.
Right person to implement performance management modules:
SMBs and mid-sized companies that use online forms and paperwork to manage their performance management process and enterprises that use standalone systems for appraisals need to find an HRIS that comes with a robust performance management module.
6. Employee Self-Service
SMBs often find it hard to keep their employee-related data updated. Employee Self-Service (ESS) is an effective way to manage this problem. Giving employees access to view and manage their personal information (profile, time off, benefits, or payroll) can reduce the time HR staff spend on mundane clerical tasks.
Employees don’t have to engage in a mail chase to retrieve their leave balance or payslips. With a self-service portal, every HR process from employee onboarding to reporting will become more efficient. If the HRIS has multi-channel accessibility, employees can view, edit, and retrieve all work-related information right from their mobile phones.
When should you deploy a self-service employee portal?
Organizations that are outgrowing the startup size and thinking about expanding the HR team to combat the increasing workload can rely on HRIS tools that come with a self-service portal to reduce the workload of HR and empower their employees to manage their own profile.
7. Time and Absence Management
Managing employee timesheets, schedules, and tracking attendance manually involves an immense amount of HR labor. Keeping up with leave request emails and tracking employee absence while sketching out a schedule to manage the changing workload is a huge ordeal. On top of that, exporting all attendance data to the payroll system is time-consuming and tedious.
An HRIS will solve the problems associated with leave and time management with a comprehensive set of features such as:
- Auto-capture and submit timesheet entries
- Workforce scheduling
- Leave management
- Drill-down and drill-through analytics
- Integrations with payroll, accounting, etc.
If not handled properly, timesheets and vacation requests have the potential to stir up a lot of trouble. Mishandled time-off requests can leave a bad impression on the quality of life in the organization, and reduce employee satisfaction. So, streamlining the timesheet management and time-off process with an HRIS can control the manual errors and prevent possible disasters.
Who needs an inbuilt time management module?
Organizations where employees still rely on HR managers to manage attendance reports and create authorizations for leave and time-off need to invest in an HRIS that comes with a self-service enabled, time management module.
8. Training management:
A training management module can enable organizations to offer blended training experience to their staff to improve engagement, job satisfaction, and retention. It enables businesses to identify employee skills gaps to structure, tailor, and deliver training programs that are in sync with individual training needs.
Businesses can also use the training management module to assess, track, and measure the impact of employee training programs to ensure effectiveness. It accelerates employee performance, decreases performance gaps, and stimulates employee collaboration to create a high-performing workforce that is engaged and motivated to deliver their best efforts.
When do you need a training management module?
Mid-market companies which are looking for ways to ensure a convenient and easy training delivery can use these modules to improve employee performance and increase the ROI of their training programs.
9. Workforce analytics:
Visual-rich reporting modules provide real-time insights into an organization’s workforce. Businesses can use their existing employee data to identify employee trends, retrieve actionable insights, and make informed decisions to get more out of their human capital.
It can help businesses do everything from predicting future talent needs to performing human cost accounting analysis. An HRIS tool that comes with pre-defined reports can help businesses create a collaborative environment that thrives on action and make a seamless connection between insights, activities, and results.
When should you look for a workforce analytics module?
Businesses that are looking to drive strategic HR initiatives for skill set management, career development, and succession planning need a visualization tool to ensure sustainable performance.
Choosing the right HRIS can be easy
People who have kept track of the evolution of HR Software might have noticed that these all-in-one HRIS, HCM, and HR Management tools of this age, are just a cluster of elements that were once distributed as standalone products.
While it might seem smart to invest in individual modules rather than purchasing an all-in-one Human Resource Information System, it is counterproductive if you have to keep jumping between multiple interfaces to manage HR processes. In such cases, it would be wise to go for a readymade HR Cloud.
Stop hesitating and start your search for the ideal HRIS on the right foot!
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