Top reasons to use an HRIS in your company
The implementation of a Human Resources Information System (HRIS) has become a must for modern companies seeking to optimize their HR management. An HRIS automates and centralizes HR processes. This tool offers numerous advantages in terms of efficiency, productivity and collective performance. Below, you’ll discover why you should implement an HRIS in your company, and how to choose the solution best suited to your needs. It’s the starting point for the digital transformation of HR functions.
What is an HRIS ?
An HRIS, or Human Resources Information System, is HR management software designed to manage human resources processes. This type of solution integrates several modules, such as leave and absence management, expense report management and working time tracking. The use of an HRIS enables the human resources department to gain in efficiency by reducing manual and repetitive tasks, while improving the quality and reliability of HR data.
My Intranet HRIS software provides a single platform for managing the entire employee lifecycle, from arrival to departure. It facilitates the collection, storage and analysis of employee information, enabling better HR decision-making.
What’s more, modern HRIS software offers advanced analysis and planning functions, contributing to strategic human resources management.
All the benefits of digitalizing human resources
An HRIS improves your collective performance
Implementing an HRIS in your company will significantly improve your organization’s collective performance. By centralizing personnel information and automating processes, HRIS provides an accurate, up-to-date overview of your human resources.
This increased visibility helps managers and HR teams to make more informed and strategic decisions, contributing to the optimization of company performance as a whole.
The use of an HRIS solution facilitates collaboration between the company’s various departments. Managers have rapid access to relevant information concerning their teams. This improves communication and coordination.
Finally, the reporting and analysis functions offered by HRIS help identify trends, strengths and areas for improvement within the organization, thus fostering a culture of continuous improvement and performance.
Save time on administrative tasks
One of the main benefits of implementing an HRIS is the considerable time saved on administrative tasks. By automating a wide range of processes, such as leave management, time recording and expense management, HR software frees personnel administration teams and managers from time-consuming, repetitive tasks.
This saves time, enabling HR professionals to concentrate on higher value-added activities, such as talent development or devising innovative HR strategies.
The automation of HRIS processes reduces the risk of errors associated with manual data entry. Information is centralized and updated in real time. This ensures greater data reliability and fewer double entries. Automated workflows streamline validation processes and simplify administrative management, contributing to greater overall company productivity.
Reducing costs
Implementing an HRIS makes a significant contribution to reducing the costs associated with human resources management. By automating processes and centralizing data, the HR information system reduces the time spent on administrative tasks, which translates into lower labor costs. The digitization of HR processes considerably reduces the use of paper and the costs associated with the physical archiving of documents.
HRIS software provides better visibility of human resources costs. This enables more efficient management of the HR budget. Analysis and reporting functions help to identify the most important expense items and make informed decisions to optimize costs.
By improving time and activity management, HRIS contributes to better resource planning, reducing costs linked to overtime or the use of temporary staff.
Ensure better compliance with internal procedures and legislation
Deploying an HRIS ensures better compliance with internal procedures. It integrates the company’s own rules and processes, guaranteeing their systematic and uniform application.
Automated workflows ensure that each stage of an HR process is monitored and validated in accordance with established procedures, reducing the risk of errors or non-compliance.
HRIS offers enhanced traceability of HR management actions and decisions. Every modification, validation or request is recorded in the system, enabling better monitoring and greater transparency.
This traceability facilitates internal and external audits. It also contributes to the company’s compliance with current regulations. What’s more, centralizing HR data in a single system makes it easier to update procedures and rapidly apply new directives to all employees. That’s why implementing an HRIS is a real plus for your company’s human resources.
How to choose the right HRIS ?
You need to start by identifying your organization’s specific HR management requirements and comparing them with the functionalities offered by the various solutions available on the market. By taking into account the size of your company, your current HR processes and your long-term objectives, you can select an HRIS that will grow with your organization.
We recommend that you consider the HRIS software’s ease of use, both for HR teams and for department heads and employees. The intuitive, user-friendly interface of My Intranet HRIS will encourage the adoption of the system by all users.
We encourage you to request a demonstration and involve future users in the selection process. Finally, make sure that the HRIS you choose integrates easily with your other existing information systems, such as your ERP, accounting or payroll software, to ensure that your processes run as smoothly as possible.
How do you convince management to implement an HRIS ?
HRIS offers significant gains in efficiency and productivity for HR managers. The implementation of this system considerably optimizes human resources management and promotes your company’s digital transformation by integrating advanced technologies.
The key to HRIS lies in its ability to centralize and automate HR processes, greatly simplifying operations. It enables you to efficiently manage a wide range of tasks, from leave management to performance analysis. Implementing HRIS software facilitates strategic decision-making by providing accurate, real-time data.
It improves communication and collaboration within the company by making information easily accessible, reduces errors and costs by minimizing manual tasks, and increases employee satisfaction by creating a more transparent and responsive working environment.
The interface between HRIS and payroll software
Your HRIS consolidates all the important data relating to your employees. Some of this data is useful for payroll preparation :
- days of absence ;
- working hours ;
- variable pay elements.
My Intranet HRIS features an intelligent interface that enables data to be formatted for export to a large number of payroll software packages on the market. As a result, you save precious time each month in preparing pay slips. Exporting data eliminates the need for manual data entry and the associated risk of errors.
Steps for implementing an HRIS
The implementation of an HRIS in a company takes place in several distinct phases. The first step is to define the precise objectives of the HRIS project and set up a multi-disciplinary project team. This is part of the role of human resources.
Generally speaking, the following players are involved in the project :
- The HR function, which maps processes and manages the project
- The IT department, which can participate in the technical evaluation of the solution, even if in the case of an HR service in SaaS mode, the technical implementation is managed by the editor.
- Users, who will provide valuable feedback right from the initial deployment stage
Next, an in-depth analysis of existing HR procedures will help you identify areas for improvement and define the functional requirements of the future system. You can also draw up specifications. This analysis will enable us to customize the configuration of My Intranet HRIS to your needs. This parameterization and configuration phase is necessary to adapt our software to your company’s specific needs.
The migration of existing data to the new system is a critical stage in the project, requiring particular attention to guarantee the integrity and consistency of information.
A thorough test phase is then carried out to validate the proper functioning of the HRIS before deployment. Finally, user training and change management support ensure the successful adoption of the new tool.
A final, post-implementation follow-up phase is designed to gather feedback and make any necessary adjustments. Generally speaking, an HRIS project lasts several weeks, or even several months in the most complex cases.
How to assess the ROI of an HRIS implementation ?
Here’s how to evaluate the return on investment (ROI) of implementing a Human Resources Information System (HRIS) :
Define clear objectives
Before you even start assessing ROI, you need to define precise objectives for the HRIS implementation. These objectives will include improving the efficiency of HR processes, reducing costs, improving the employee experience, etc…
Measure costs
Calculate the budget associated with implementing and operating the HRIS :
- Software acquisition cost
- Implementation and configuration costs
- Staff training costs
- Maintenance and updating costs
- Infrastructure costs (servers, network, etc.)
Calculate quantitative gains
Measure HRIS savings, such as :
- Reduced time spent on administrative tasks
- Reduce errors and associated costs
- Improving the productivity of HR teams
Assessing qualitative gains
Some benefits are harder to quantify, but just as important :
- Improved employee satisfaction
- Better decision-making thanks to more accurate HR data
- Improved employer brand image
- Increased regulatory compliance
Using key performance indicators (KPIs)
Define specific KPIs to measure HRIS success, such as :
- System adoption rate by employees and managers
- Time saved on key HR processes
- Rate of compliance with procedures
