Do We Need An HRIS?

Success in the human resources profession requires fast and easy access to information — and that requires an automated HR information management system. Too many times companies think they are too small of an organization to justify an HRIS.

To this, I must say that a company is never too small to automate processes. If a company develops sound processes early on, they are poised for growth and may potentially be able to avoid or prolong hiring additional resources in the future.

Selecting an HRIS is a major decision. Getting approval for such a system is often difficult as well.

To start, HR managers should assess and outline how activities are currently being performed within the organization, and, in particular, within the HR department.

An HRIS generally should provide the capability to more effectively plan, control, and manage HR costs; achieve improved efficiency and quality in HR decision making; and improve employee and managerial productivity and effectiveness.

When conducting an analysis, I suggest looking at looking at the business challenges that you are trying to solve FIRST as opposed to the features and functions of a particular software application.

The following questions are designed to assist HR professionals in putting together the facts, the figures, and the business case to convince senior management that the expenditure for an HRIS makes sense.

• What information are people requesting?
• How do you, line managers, the chief executive officer, and the chief financial officer obtain needed personnel information?
• How long does it take you to respond to a new request for information?
• What HR management needs are not being addressed and handled properly?
• How effective is your support to the budgeting and planning processes?
• Where do you stand in complying with COBRA, ERISA, FLSA, OSHA, and other statutes and regulations?
• What tasks are you being asked to do today? How well are you performing these tasks?
• What programs, services, and management support must you provide to help your organization meet its goals?
• What are the major tasks that you intend to accomplish and the results you plan to achieve in order to have a successful HR operation?

Answering these questions will provide you a solid foundation for evaluation of various HRIS products on the market. Because there are so many HRIS providers including in-house, outsourced, hosted, non-hosted, hybrids of these etc., it may make sense to look for an additional resource outside the company to help with your evaluation.