To make a human resource department more effective and efficient new technologies such as an employee management software are now being introduced on a regular basis so make things much simpler and more modernized. One of the latest human resource technologies is the introduction of a Human Resources Information System (HRIS); this integrated system is designed to help provide information used in HR decision making such as administration, payroll, recruiting, training, and performance analysis.

An employee management software or an Human Resource Information System (HRIS) merges human resource management with information technology to not only simplify the decision making process, but also aid in complex negotiations that fall under the human resource umbrella. The basic advantage of a Human Resource Information System (HRIS) is to not only computerize employee records and databases but to maintain an up to date account of the decisions that have been made or that need to be made as part of a human resource management plan.

The need for HR automation

Running a company is much more complicated than it used to be, in many significant ways. Demands on the time and effort of company executives are higher than ever before, yet employee needs are higher as well.

Modern technology is available to meet these new needs. One main form of this technological assistance is the Human Resources Information System, or HRIS. This handy software application helps the harried employer take care of a host of human resources functions using just one handy tool. Rather than tracking employee attendance in one database program and employee performance reviews in another word processing program, an employer can use HRIS to consolidate all of that data into one convenient employee profile system.

Using HRIS, an employer can configure payroll and benefits systems, create and manage training systems, and even track performance reviews. Applications run the gamut from simple time-and-attendance trackers to entire suites of tracking and data systems. Some of these applications are customizable, allowing employers to track such data as employees' personal histories, skills, and workplace preferences. This kind of electronic data tracking makes managing employees' needs much easier and enables employers to focus on other needs. In some cases, using HRIS can mean one less employee that an employer needs to hire.

Even if an employer does have a human resources director, HRIS can streamline the process of keeping track of employees' payroll, benefits, and review data. At the very least, an HRIS suite can help eliminate the need for human resources paperwork. And the larger the company, the higher the number of employees and the more HRIS is necessary.

What benefits are derived?

By the Organization

• Efficiency - Better planning – Better decision
• Cost saving / Budget controlling
• Transparency in dealings
• Clear line of vision
• Process driven - People independent
• Instant real time MIS generation
• One Employee Database
• Database updated in real time with every decision/action taken by employees specially helpful for multiple location Organization
• Freedom from paper work
• Human error free
• No referring back to HR manual time and again as the application is configured according to the guidelines provided, avoiding employee delays and confusion.
• Complete data security from internal and external intruders
• Employee Satisfaction
• Total control over employee movement and Talent Management
• Take pre – emptive measures based on facts in order to avoid tricky situations.

By Employees

• Self Service - Single working window
• Delegation of duty
• Boosts performance - Saves time
• Automatic event reminders and escalation mails
• Empowers employees to take informed decision
• 24/7 availability
• Role based access rights to reports/data
• Cut short the waiting time
• Boosts employee moral

What you should be looking for when evaluating:

• Features
• Ease of use
• Comparability
• Scalability
• Speed of application
• Application training and support
• Set up time / Implementation time line
• Pricing
• Hidden charges
• Return on Investment
• Ongoing application running cost
• Application life cycle
• AMC terms and condition
• Technology used
• Product Road-map

The cost of not having one:

For Organization

• Short line of vision
• Small in-house or outside developed automation tools not synchronized leading to repetition of work
• Low employee productivity
• Multiple databases prone to errors – no synchronization of data- especially in multi location Organization
• Almost complete non availability of real time reports
• Organization tends to be reactive rather than pro-active

For Employees

• Quality time spent more on Administrative activities rather than Strategic activities.
• Work Ques up in absence of a personnel
• Manual error prone paper activity continues
• No role clarity in absence of a mentor
• Employee unaware of company policies

Conclusion

A Human Resource Information System (HRIS) also has advantages in HR management because it curtails time and cost consuming activities leading to a more efficient HR department. This system reduces the long HR paper trail that is often found in most HR divisions of companies and leads to more productive and conducive department on the whole