Does your organization utilize a human resources information system (HRIS)?
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An HRIS is any system that allows the HR department to maintain employee and organizational information in one comprehensive place. Typically this is either in the form of in-house or online software that is accessed by individuals across the organization. It usually takes the form of an elaborate database.
What Types of Information are Typically Maintained in a Comprehensive HRIS?
How comprehensive an HRIS is depends on how much the organization wants to integrate other separate systems. Here are some of the most common inclusions:
- Employee data, including important information such as address, phone number, social security, and taxation information.
- Employee benefit enrollment data, including changes and history.
- Payroll information, including pay level, pay history, and level within the organization’s pay grade or tier structure.
- Other employee information, such as full employment history with the organization.
- Organizational hierarchy.
- Digital versions of policies and policy acknowledgements, including full employee handbooks. (These systems can also be a means to disseminate information to employees about policies.)
- Emergency information, including safety protocols and procedures for employee reference.
- Data on applicants and other recruiting information, including job descriptions.
- Employee attendance records.
- Employee vacation day accruals and paid time off (PTO) tracking.
- Other regulatory information, such as Occupational Safety and Health Administration compliance information.
HRISs can also be combined with the organization’s existing performance management system or with a learning management system. When that happens, the HRIS would also include things like:
- Employee career goals and performance goals;
- Employee performance reviews;
- Disciplinary actions taken in the past;
- Performance improvement plans, if applicable;
- Training details, including training already taken and a list of required training (to track compliance);
- Succession planning details for the organization; and
- Skills inventory for individuals and for the organization as a whole.
Regardless of how comprehensive the HRIS is, almost all include reporting capabilities at the individual and at the aggregate level. Some also include the ability to conduct employee surveys and compile employee suggestions.
Benefits of Implementing an HRIS
When implemented properly, an HRIS can have many benefits for the organization, including:
- Reducing time spent on administrative and miscellaneous reporting tasks. This reduction comes from the fact that individuals can now get their own reports and information.
- Allowing employees to participate in keeping their records up-to-date, thus improving accuracy of records.
- Serving as a one-stop location for relevant employee information.
- Keeping administrative costs down after implementation.
- Providing information to allow analysis of the workplace as a whole.
- Helping to facilitate things like leave requests and other PTO administration.
- Speeding the updates to employee files like W-4 forms or other important records.
- Freeing up time for the HR team to be involved in more strategic decisions.
- Reducing the need for paper files.
- Making it easier and faster to access information and to store, archive, and delete files as needed.
What has been your experience with implementing a comprehensive HRIS in your workplace? Did you opt to include all related systems, such as performance management and learning management systems? What would you do differently?
*This article does not constitute legal advice. Always consult legal counsel with specific questions.
About Bridget Miller:
Bridget Miller is a business consultant with a specialized MBA in International Economics and Management, which provides a unique perspective on business challenges. She’s been working in the corporate world for over 15 years, with experience across multiple diverse departments including HR, sales, marketing, IT, commercial development, and training.