How to Choose the Right HRIS?

An HRIS (Human Resources Information System) is a set of "software components" used to manage administrative, operational, and strategic processes of human resources (HR) in a company. Emerging in the 1970s with the first payroll management software, it now covers many HR functions such as recruitment, payroll, training, career management, and HR reporting. 

Its primary strength is optimizing HR management and offering numerous benefits to businesses.

Why Implement an HRIS?

To meet the new expectations of employees and new forms of work

Today, companies must allow employees to work remotely, manage daily administrative tasks via their personal account (leave management, expense reporting, etc.), access their complete files anytime and from any device (employment contracts, pay slips, etc.), track their training, manage their career (mobility, evaluations, etc.), and collaborate with colleagues working remotely.

Furthermore, younger generations want to find the same digital services at work as in their personal lives, with smooth and functional interfaces.
The new expectations of employees, digitalization, and new forms of work push companies to adapt. By digitizing HR processes, businesses offer an ideal and unique employee experience.

An HRIS tool helps:

• Simplify administrative management
• Develop employee accountability and engagement
• Streamline processes
• Simplify communication with the HR department

To enhance manager performance and ease their relationship with HR

Sharing the HR function with managers

Managers can access key data about their teams, improving their efficiency, productivity, and autonomy. This shifts their working relationship with HR.

Sharing the HR function with managers

The tool enables managers to handle HR processes under their responsibility, such as annual reviews, salary revisions, and promotions. 

It helps them identify and value their employees' skills and anticipate training needs. Managers can also formalize job requirements via a recruitment tool, which recruiters will use to post job ads. The tool allows managers to track the recruitment process, communicate with HR about candidates, and view resumes. Recruiters can manage the manager’s interviews with candidates. 

Therefore, the HRIS simplifies exchanges and increases involvement.

To support HR transformation

Optimizing and evolving the HR function

Automation saves time, freeing HR from repetitive administrative tasks and allowing them to focus on higher-value activities such as employee support (onboarding, skills management, training, career management) and assisting managers in their roles.

Digitalization transforms HR processes. With new applications, it becomes possible to map workflows—the digital representation of decision-making/validation channels—making processes more efficient.

With Business Intelligence (BI) tools, data processing helps HR produce quality indicators that serve as valuable decision-making aids for managers. The HR function thus becomes a strategic partner for the business.

Accelerating business digitalization
SaaS technologies have made it easier and faster to implement HRIS by:

• Reducing deployment time
• Facilitating the dissemination of HR policies to managers
• Streamlining processes

The HRIS thus addresses many challenges faced by the HR function in its tasks. It should be seen as a true agent of change and a lever for economic performance for the business.
Investing in an HRIS software solution is a strategic investment. It is an effective way to structure and support the long-term development of the business.
The key is for the company to choose the best HRIS—one that fits the size of the workforce, the sector, the way the company operates, and its growth rate. Before choosing an HRIS, it’s essential to analyze the organization and assess its needs.

Assessing the Situation and Analyzing Needs

Implementing an HRIS project requires a certain budget, a significant investment in time and resources, and involves potential risks to the organization. Defining the project’s scope is an essential first step.

Knowing what you have and who you are helps in deciding where to go and which solution to choose. Based on these findings, it will be easier to identify your needs.
To avoid pitfalls, the scope involves:

• Studying the current setup and collecting needs
• Mapping existing HR processes
• Evaluating the current situation to define needs

An HRIS project is necessarily structuring. To get a comprehensive view of the situation, these three elements are crucial. A detailed study of the context, issues, challenges, existing tools, and processes will help the company make an informed decision.

Key Factors for Choosing Your Solution

When selecting an HRIS software, it is important to list the criteria that will guide you toward the tool best suited to your needs.

• What is the company’s headcount?
• Avoid choosing a solution that is either too large or too small for the structure.
• What type of tool? Internet-based development or an off-the-shelf solution like an ERP, Best of Breed, or HR Suite?
• What hosting solution is chosen? On-premise, on-device, or outsourcing?
• Are there specific requirements, recommendations, or guidelines from the IT department (DSI)?
• Are there any scheduling constraints?
• A closed Best of Breed or HR Suite solution will enable quicker implementation than a highly customizable ERP solution.
• A tool for the public sector? Given the numerous HR-specific aspects of the public sector, the tool must handle the variety of employees and statuses.
• Will the project be deployed internationally?
• Will a CoreHR system be implemented?
• What is the mode of operation? Internal support or a full-service contract?
• What resources will be used? Internal resources, consulting firms, integrators, or the software vendor?

This step is important as it will help define the goal, clarify the project’s scope in terms of products, functionalities, technology, geographical area, tools, and degree of outsourcing.

This reflection phase will also allow the company to compare the various tools available and choose the best HRIS.

The HRIS must meet the organization’s challenges. Ensure that the chosen solution can handle the organization’s critical needs in line with its constraints and specific operations.

Key Point to Remember:
The HRIS, like any system processing personal data, must comply with applicable data protection and security regulations, i.e., GDPR. This guarantee must be provided to employees. Companies must focus on personal data issues and respond appropriately to avoid penalties.

Implementing or changing your HRIS solution is not a trivial decision. The success of such a project depends on careful preparation and anticipation. RSM can support you on these topics.

(1) ATS : Applicant Tracking System
(2) ERP: Entreprise Resource Planning
(3) Best of Breed: Best-in-class tool
(4) GDPR: General Data Protection Regulation, applicable to any company established in the EU)