Best HRIS software | Human Resource Information System in 2016

What is HRIS Software?

A HRIS Software, also know as Human Resource Information System is the integration of information technology into human resources with the help of HR software for small and medium size of businesses, allowing electronic operations of HR activities and processes. An information system that provides means of acquiring, storing, analyzing and distributing information to forge a centralized view of the data that an HRM or HCM requires.

 HRIS Model

HRIS software | Human Resource Information Software

  1. Input Subsystems : This includes all types of data entry processes which involve keyboard and mouse input. Input subsystems can also include software that transforms input data into the required format for storage.

  2. Human Resources Research Subsystems : This subsystem conducts studies that provide data on the firm's human resource related activities. It is an introspective view taken by HR of its own operations and the input data can come from both inside and outside the firm. For example, the system evaluates and suggests candidates for upcoming positions and lists various traits and qualities required for said position. 

  3. Human Resources Intelligence Subsystem : This subsystem is tasked with the responsibility of keeping updated on environmental activities that directly or indirectly influence human resource activities. This can include activities of Government tasks , labor unions, suppliers, local and financial communities and even competitors. 

As the world becomes more and more commercialized, it is important for all companies to become more streamlined and organized in their approach. Currently, HRIS is limited to multinationals and large businesses. However, in the future, medium and small businesses need to begin adopting a professional approach toward HR management. With the help of online software and applications, the process has been simplified thus making it possible for these organizations to expand.

Benefits Of Online HRIS System In An Organization

The benefits of online HRIS are many but one of the main reasons why organizations prefer HRIS is that it enhances strategic decision making and enables organizations to work faster towards their targets. HRIS software allows organizations to keep employee information organized and accessible whenever required. It is also beneficial during recruitment and training of prospective employees. Compensation management is also a key responsibility of HRIS software as keeping track of each employee performance and remuneration falls onto the HR department.

It is often said that an organization’s greatest asset is its employees. Without employees, the organization cannot function and so the management of employees key aspect of any organization. Just as financial capital is essential to any organization, human capital is an equally important leg on which an organization stands. It is the job of the Human Resources Department to ensure that employees are properly managed and all their grievances are resolved in a timely manner. However, as the economies of scale continue to reach new heights, so does the need for more professional approach and management of employees. Thus, HR is expected to constantly innovate and upgrade to newer methods of management.

In today's, technology obsessed world, where even the most menial task has been revolutionized, the field of HR has countless opportunities for invention. As a Human Capital Management Solution, Human Resources Information System (HRIS) is the intersection of HR systems with information technology. HRIS provides a means of acquiring, storing, analyzing and distributing information to various stakeholders. This can also be done through online HRIS systems that are a boon to organizations with a large employee workforce management.

What Are The Features Of HRIS Software?

HRIS software comes with an extensive list of features that reduces the workload on HR teams and executives and increasing efficiency. Some of the key features are listed below:

  1. Employee data management : General information, for example, photo, tax information, medical information; employee benefits like insurance, media claims can be recorded and managed effortlessly.

  2. Boost Efficiency While Recruiting : These systems are highly detailed, and they are designed to speed up the efforts of HR in a number of ways. HRIS assists with the recruitment process by totally simplifying the efforts associated with collecting resumes, reviewing candidate information and more.

  3. Employee Attendance and Shift Management? : HRIS helps to create schedules and fit employees into them, they also enable employees and also managers to request/change shifts as required. With employee management data attendance and over timing can also be tracked ensuring better execution of labour laws.

  4. Applicants Management : Tasks like recording application records and contact information, applicant status management, applicant interview setup can be easily done. Employee application form and record audit form can be created and archived in the best document management system for SMB's Businesses.

  5. Employee Training data Management: All training programs can be listed with training class information description and registration information along with employees’ training records.

  6. HR Documents Management : A database of employees and applicants can be managed with the help of filters and be sorting options like name or document types. Documents and document data can be readily converted to PDF or EXCEL for printing purposes or for porting to other software platforms.

  7. HR Manager Reminder : This feature is of paramount importance since it offers time-efficiency by saving a tremendous number of hours. It informs about the innumerable daily tasks and current ongoing issues while displaying one’s action status.

  8. Develop your workforce : HRIS companies can easily handle their workforce with two key components, the payrolland HR. With HRIS module's maximum productivity of the workforce can be harnessed including talents, skills and varied experiences of all the staff.

  9. What Features / Modules do People look for in HRIS Software

HRIS software | Human Resource Information Software


Open Source HRIS Software For Small Businesses

While small businesses might not have the required budget for a dedicated HR team, they can definitely resort to free and open source HRIS software that allows them to optimize their tasks. This software is easily available on the web and can be downloaded. Most of this software use a suite of cloud-based apps that allow users to keep a track of employees, payroll, recruitment and training processes. They allow flexibilities which let the user mix and match according to their requirements. Some of the software can be downloaded across multiple devices as well as HR mobile apps software. Certain applications are tailor-made for organizations based in particular countries.

For example, HR track is a Canada-based company which is structured around Canadian organizations. It mimics the organizational structure and processes particular to Canada and is a popular software amongst Canadian organizations.

You can choose from a variety of software such as Web Human Resource, Zoho PeopleCollaBrillSleek,Zenefits and much more. Open Source HRIS systems have been assisting various organizations since a while now and have really made the lives of many HR managers simpler. 

There are several online softwares available in market. A few popular options are:

  1. Zenefits : As one of the most popular HRIS software’s, Zenefits offers a clean and easy to use software that will fulfill all your HRIS needs. Zenefits' core system is completely free and includes benefits administration, employee self-service, and onboarding and off boarding, payroll, PTO and vacation tracking. 

  2. CollaBrill : This tool, tailor made for Indian companies is free of charge up to 19 users. With minimal setup and installation, CollaBrill is easy to use software featuring a dashboard that allows you to review your team and HR needs.

  3. Zoho People : As an established brand in the field of HRIS, you can be assured of quality software from Zoho People. Five employee logins and ten employee profiles are free of cost under this software. With a polished and professional interface, Zoho People includes time tracking, leave management, and employee information and self-service.

  4. Orange HRM Open Source : another free HRIS system that offers a wealth of modules to suit the needs of your business. This widely-used system is feature-rich, intuitive and provides an essential HR management platform along with free documentation and access to a broad community of users.

What Type Of A Buyer You Are?

With so many HRIS software already available in the market choosing the correct option might seem a bit difficult. Needs differ within people and businesses, spending extra capital for unwanted features is a waste of resources in this competitive market. What might work out for an MNC might not work for a start-up. So here are a few consideration factors for an HRIS software before buying:

  1. Ease of Use : An intuitive HIRS will help one to have a better ROEI than a complicated one. It provides a greater advantage of HIRS functionality and empowers more people in the organization with easy storing, accessing and analyzing capabilities. An HRIS should be chosen based on the sophistication level of an average user.

  2. Ability to Grow in Functionality : HIRS software that allows to buy just the functionality of current need and provides future purchase of additional functionality might be considered. By starting with standard HRMS functions, one can learn to use the system and discover improvement needs for the coming years.

  3. Third-Party Add-On Applications : While purchasing additional functionality (sometimes called “add-on applications” or “modules”), tools may be built by the HRIS vendor or by third-party developers. They often provide specialized features for an HR function such as performance evaluation recruiting, or succession planning. Make sure to know who will be responsible for support of any add-on —a third-party or the HRMS vendor.

  4. Timeliness : An HRMS will be valuable to an organization as long as it is kept current in terms of compliance laws, new record keeping requirement and form changes. Every HRMS vendor will offer software updates to keep an organization in compliance with the latest changes in workforce laws. Opt for HRIS software that releases frequent updates in an efficient manner and is ready to provide unscheduled updates if important changes are taking place.

Final tips for buying HRIS Software

  1. Trial : Demonstrations must be asked for before purchase for figuring out the needed functionality. For, example all HR software selecting possess a holiday management element yet lacks a payroll processing feature.

  2. Finalize Budget : A quick research shows all the analytics and helps an organization needs to reach their budget goals.The size of business and feature requirements, price are key elements of his research.

  3. Bug Hunting : Every piece of software on the planet with the most talented designers, developers, and engineers backing them up, come with bugs. Enquire about bug-fixing software methodologies and available patches before the purchase.

  4. A detailed spreadsheet on features : It is paramount to have a detailed HR software requirements list which would be analyzed during the evaluation process. List the requirements along with various vendors to choose from with a price, time, implementation and purchase options comparison. This reduces the struggle to hunt down the right product.

How To Choose HRIS Software

With the plethora of software available, it might be a daunting task for an HR manager to select the most suitable software for his requirements. An HRIS software will depend on a number of factors such as a size of anorganization, a central purpose of the software, internal processes of the organization and so on. It can also depend on what the manager requirements are. For example, does the manager want benefit focuses results, recruitment focused results, performance focused results or talent focused results. There are several options available in each of these categories. Therefore, it is imperative that the HR manager should list down his requirements and conduct adetailed study into each of the options available to him. Below is a guide to help you make the best decision: 

  1. The first step in this process is to identify his requirements. Only when objectives are clear, then can the manager make the right decision. 

  2. Next, the manager will have to take a call on what results he is looking for. For example, does the manager want benefit focuses results, recruitment focused results, performance focused results or talent focused results. There are several options available in each of these categories.

  3. Since there are several options available, a detailed study should be conducted before selecting the best suitable option.

  4. Since many software allow a free trial period, you can test a few options before finalizing one particular software.

  5. After this, you can proceed with the software of your choice.

Factors that affect purchase decision

HRIS software | Human Resource Information Software

HRMS Buying Trend



Summary Of HRIS System

With increasingly pervasive technology, lower hardware and software costs along with a greater need for better HR systems, HR teams need to be aware of what information systems can do. On a technical ground, it provides database technology (storing and retrieving data along with the incorporation of relational databases) and network technology (distribution of information through “client or server” systems while managing the Intranet and World Wide Web). This means routine procedures, jobs, a division of labor, information, power and influent and many more complicated processes that make up the system are embedded in the organization. Organizational factors make a massive difference. Untrained or resistant users i.e. those who are incompatible with structure, culture, routines etc. can kill a system which can be avoided with HRIS software.