HRIS definition: what is an HR information system?

Today, you can’t fail to have heard of the Human Resources Information System or HRIS. Although the term has been widely democratized, the principle behind this solution remains relatively unknown. What exactly is HRIS? How does this system transform human resources management? What concrete benefits does it bring to HR teams and the organization as a whole? Let’s take a look at this fundamental concept for the digital transformation of the HR function.

HRIS definition

The most comprehensive definition of HRIS is a set of HRIS tools and software that centralize and automate the management of a company’s HR processes. This human resources information system covers all areas related to the HR function, from administrative management to talent development.

In concrete terms, the HRIS enables you to manage all the major functions involved in this activity, such as administration, training, payroll management, recruitment, talent management and employee career development. It provides an efficient response to training requests, leave management and the various administrative tasks traditionally handled by the HR department.

Thanks to its centralized HR database, the HRIS also makes it possible to draw up precise, responsive dashboards, facilitating decision-making. General management, thanks to social controlling, is always very keen on this type of indicator, offering optimal monitoring of the company’s overall productivity.

To fully understand the scope of these systems, take a look at our detailed article on thebenefits of a human resources information system.

The evolution of HRIS: a must-have solution

The first companies to implement HRIS software were in the new technologies sector. Subsequently, the largest companies (by number of employees) followed suit. This means that SMEs are the most poorly equipped, with only one in five currently having an operational HRIS coveringall HR modules.

In many cases, it is radical changes that have prompted companies to modify their HR processes. Examples include the transition to the year 2000 and the euro, the implementation of the 35-hour working week, and the growing need for telecommuting and international collaboration. And today, the drive to digitalize processes and improve theemployee experience is prompting companies to transform their HRIS.

The implementation of a modern HRIS responds to several contemporary challenges:

• Automation of repetitive administrativetasks
• HR data security and compliance
• Improving the employee experience
• Optimizing recruitment and integration processes
• Skills development and career management
• Produce HR reports and analyses for management

Today’s HRIS solutions are generally offered in SaaS (Software as a Service) mode, enabling secure Internet access and regular updates without the need for extensive technical intervention.

What are the benefits for your company?

By virtue of its technical and operational characteristics, an HRIS is bound to lead to a real simplification of the tasks reserved for the HR function. This means that HR staff will have more time to devote to the most complex, high value-added tasks, to the benefit of all.

A change should also be felt on the employee side. In fact, workflow makes it possible to give more responsibility to each employee. This mode of operation guarantees the reliability of each piece of information and the completion of the tasks requested.

Finally, the implementation of this solution is accompanied by an even greater sense of empowerment among all employees. Not only do they play an active role in administrative management (when requesting training or time off, for example), but they also have the technical means to showcase their qualities… and thus, for the best of them, to progress more rapidly.

To find out more about the many advantages and to understand in detail why you should implement an HRIS in your company, we invite you to consult our dedicated article which explores all the concrete benefits of this approach.

The essential features of a modern HRIS

A complete human resources information system generally includes the following modules:

1. Administrative management and payroll

This fundamental module enables you to manage employee administrative files, automate payroll management and track absences and leave. It also guarantees regulatory compliance of HR processes.

2. Talent management

Talent management encompasses recruitment, integration, training, assessment and skills development. This module enables you to track employee career paths and identify potential.

3. Recruitment and talent acquisition

The recruitment module facilitates the publication of vacancies, the sorting of applications, the scheduling of interviews and the integration of new employees. These featuresoptimize the recruitment process and enhance the candidate experience.

4. Training and skills development

This module manages training requests, monitors training courses and evaluates their effectiveness. It contributes to employee skills development and employability.

5. Reporting and analysis

Reporting functions generate dashboards and key indicators for steering the HR function. These analyses facilitate decision-making and process optimization.

6. Employee self-service

The employee portal enables employees to access their personal information, consult their pay slips, request time off or submit training requests. This autonomy enhances the employee experience and relieves HR teams of routine administrative tasks.

Conclusion: HRIS, the cornerstone of digital HR transformation

HRIS is much more than just a technical tool: it’s a real lever for transforming the HR function. By centralizing HR data, automating processes and improving theemployee experience, HRIS enables human resources to refocus on their strategic mission of supporting human capital.

At a time when companies are facing major challenges in attracting and retaining talent, implementing a high-performance HRIS is an undeniable competitive advantage. Organizations that know how to leverage these HRIS solutions to optimize their HR processes and enhance the value of their human capital will be best positioned to succeed in their digital transformation.

At SQORUS, our experts can help you define your HRIS strategy, select the right solutions for your needs, and manage the change required for their adoption. Contact us to discuss your projects and find out how we can help you transform your HR function.