What is a HRIS – Human Resources Information System Guide

What is HRIS (Human Resource Information System)?

Human Resource Information System or HRIS is a piece of software or an online solution that fulfills all the data, information management requirements of a human resource department. Services normally include things like attendance, payroll, leave and holidays, staff management, employee engagement, as well as various other accounting functions. 

One of the main draws of an HRIS is that it allows you to track and maintain data that can be analyzed statistically to inform your business strategy. 

Most HRMS are packaged and sold as databases with each one having different functions and capabilities. This makes it incredibly important to pick the right HRMS for your company so that it addresses all your needs and keeps your Human Resource department running smoothly. 

And with the cost of a good HRIS running into the many thousands, making sure you get the right one is crucial to prevent you from wasting vast amounts of time and money.

What to look for in an HRIS

Picking the right HRMS for your company can be a stressful task and finding the right options that suit your needs is a challenging prospect.  

While a basic HRMS is fairly inexpensive, it is essential to make sure that it meets all of your needs. If you need a specific report then your HRMS will need to be able to run it. If you require your system to create post organizational charts, then there’s no point in implementing an HRMS that can’t create them.  

Speaking to HRMS developers can also be an interesting experience as the staff you speak to are often salespeople with targets to meet and little regard for what you need for your company.

With so many factors to think about, it is easy to become confused by the entire process. 

To help you out, here are a few things to consider before buying an HRIS:

  • Check out multiple sources for reviews and read discussion groups and LinkedIn comments.
  • Pick a system that can grow with your business as you expand. 
  • Make sure that the HRMS works with any other software you already use in your company. 
  • If your staff has never used an HRIS before then they may need the training to get up to speed. 
  • Check that the company you purchase your HRMS software from has a good track record for ongoing support and offers an easy-to-contact team if things go wrong. 

Features of a modern HRIS

A modern Human Resource Information System (HRIS) will provide the following features:

Easy management of all employee information

One of the main purposes of an HRIS is to store and manage employee data such as names, addresses, titles, the position at the company, performance history (appraisals), and their salary. It should also ideally contain any medical information about them including their sickness history and any disabilities and medical requirements they may have.

Simplified document management

A good HRIS should also provide space for you to store all your business-critical documentation. This can include things like your employee handbook, health, and safety documentation, emergency procedures, sickness policies, and any safety guidelines your company needs to abide by.

Remote onboarding, digital signatures

The ability to onboard employees remotely is crucial in the current work environment.

Staffing businesses now need digital signatures for quick approvals and simplified document management with expiry reminders for full legal and immigration compliance.

A modern HRIS helps you do all this and manage the entire employee life cycle with ease from seamless remote onboarding to automated invoice generation and payments.

Immigration and legal compliance

A modern HRIS gives you complete peace of mind when it comes to compliance by offering simple immigration document management with expiry reminders. The HRIS also ensures all labor law requirements are met from a job offer, onboarding to contract termination.

Benefits and vacation 

Ideally, your HRIS will include systems for administering employee enrolment in specific benefits they have access to as well as allowing holiday allocation and booking services. Most good HRIS will provide the option for employees to access this information without having to go through the HR team. 

Payroll integration

One of the most basic tasks a Human Resource Management System should be able to perform is to integrate with and successfully run payroll services.

To be able to do this it will need to talk effectively with other financial software and accounting systems within your company as well as those in third-party companies when necessary. If your HRMS fails to do this, you may find that employees are not paid correctly or on time and your accounting software may not tally accurately with your actual finances.

Track applicants and manage resumes

Over time your business will receive hundreds (maybe thousands) of different applications for a number of different positions. Without a good way of tracking these, you may find that quality applicants slip through your fingers.

A good HRIS should not only allow you to seamlessly store applicant data, but it should also allow you to, with one click of a button, turn them from wannabe employee to actual employee when they are successful (as well as generating any specific data systems required to add them to payroll or send out offer letters, etc).

Performance tracking, skill development

Nearly all businesses these days have a form of a development plan for their employees that will allow them to record how they are performing and what their aspirations are.

Keeping these in paper form or in a basic software package like Excel or Word can be incredibly unwieldy and when an employee moves from one role to another, data can be lost. A good quality HRIS should be able to save this information centrally and allow it to be easily transferred across departments when required.

Record of disciplinary issues

Without a central record of an employee’s disciplinary history, it can be easy to lose track of who has been warned, who has been suspended, who has been demoted, as well as any other negative actions taken against them. This is especially true when they switch roles or move departments. It may even be useful to keep this record after the employee has left so that references can easily be written. 

Records of employee training

If you run a business that requires your staff to have specific training, certificates, or licenses, then having this recorded for easy viewing can be vital. Even if training records are not essential for your business, it may be useful to know who has been trained in each area so that staff can be matched easily to roles. A good HRMS should allow this information to be stored and retrieved easily. 

Benefits of using an HRIS

A good HRMS will provide your company with a way of storing and retrieving all the information you need to analyze, track, and manipulate data essential to the running of your business. It should provide powerful tools for you to manipulate the information you store for your current employees, previous employees, as well as any applicants who wish to work for you. 

Here is a list of some of the key features of a good HRIS:

  • An HRIS should provide a decent level of self-service options for staff.  A good HRMS can reduce the workload significantly by allowing employees to modify and change data related to them. More complicated self-service tasks may include booking holidays and filling out documents. It may even allow them to enroll in benefits like pensions or apply for other roles.
  • Errors made by Human Resource departments can be costly, time-consuming, and cumbersome for your business. They may also lead to legal issues and a negative public perception of what you do. A good HRMS will automate many of the HR team’s tasks, reducing the chance that an error can be made.
  • Being able to analyze data effectively and easily is key for any business to understand how it is being run.  A good quality HRMS allows HR employees to run a variety of calculations and data manipulations efficiently and quickly. This data can even be stored inside the system to be further analyzed as more information becomes available. Many of the reports that an HRMS can perform can be run automatically when certain criteria are met, such as a specific time and date, saving more time.
  • A good HRMS should be able to easily and efficiently run many of the financial management services your business requires. Payroll is notoriously time-consuming for HR teams but with an HRMS many of the more difficult tasks can be automated and changes due to things like employee raising, taking unpaid leave, and promotion can be made with just a click of a button.

Overview of a modern HRIS

A modern HRIS will look very much like a database that can be searched and accessed to bring up information about specific employees. This information should be easy to change and manipulate and anything that is amended should filter through to the rest of the software. 

For instance, if your employee changes their address due to moving home, you should be able to access their details by searching for their name and with a quick change of details, the address change will filter through to all parts of the software. It may even generate a letter to the new address to inform the employee that the change has been recorded. 

Another example would be when an employee gains a promotion. Again, a quick change on their detail page should filter through the entire system so that payroll and any documentation related to them is amended.

Outside of the basic information storage, an HRIS will also allow the creation of reports. These options should be powerful and allow a range of data to be selected with outputs set to the formats you require.

Having a good quality HRIS is vital for all businesses and can save both time and money in the long run. But it is essential to do your homework before jumping at the first system you come across to make sure it is exactly right for your needs.

Explore G2Crowd top-rated HRISHERE

Top Key Performance Indicators for Staffing in post-COVID world

Identify the most important key performance indicators (KPIs) staffing businesses need to track and learn how to leverage them to measure and boost productivity

As the staffing industry adjusts to the new, remote normal, it is now more crucial than ever that staffing and consulting businesses are able to effectively measure the performance of sales reps, recruiters, account managers, etc.

Before we get into what key performance indicators staffing businesses need to track, it will be useful to understand who is the ideal person to monitor the KPIs and who you should be sharing the key performance indicators with.

Who tracks the Key Performance Indicators?

Key performance indicators need to be tracked from the top to the bottom of the organization: C-suite, VP, director, branch manager, and finally recruiting and sales managers.

KPIs should not be mandated. They should ideally be an organic part of the organization and embedded in the fabric of the staffing organization itself. 

If KPIs are being challenged by the sales teams or recruiters, you need to find out what is going wrong and explore what can be done to align your teams and KPIs. 

Who to share Key Performance Indicators with

Staffing businesses also need to be transparent about the key performance indicators. One of the most important things staffing companies need to do is share their KPIs with their clients!

If a client is taking too long to hire a candidate after an interview, or if there is a trend of too many candidates being rejected, you need to communicate the metrics with the client. By sharing the metrics, you can work with the client on improving the process and removing any inconsistencies.

You can also help them understand what the industry standard for success is, and you can help them to make sure they are measuring that.

Lastly, there are new technologies that can help staffing businesses track key performance indicators with detailed metrics. 

An AI-powered Applicant Tracking System (ATS) can help you make better submissions and improve the overall quality of hire. Video has also become a very important tool for staffing businesses. For instance, the ability to carry out video interviews is one of the easiest ways to improve the quality of hiring.

And without further ado, here are the top six key performance indicators a staffing business needs to track to remain competitive in the post-Covid world.

Top 6 key performance indicators to measure staffing productivity

1. Time to Hire

Before Covid-19, IT unemployment was at 1 to 2 percent. IT unemployment went up to 5% after the pandemic. It’s clear that there is still incredible demand in the market and short supply.

The time-to-hire key performance indicator can be broken down into much more specific actions and processes: submission to interview and interview to hire.

The submission to interview KPI will tell you how quickly your customer is moving. You must share this KPI with the client so you can work with them on improving the process. This will also help you understand which customers are better for your business and which aren’t.

2. Quality of Hire

The quality of hire is crucial for all staffing and recruiting businesses. Be it agency, corporate, or retail recruiting, setting the right benchmarks for candidate quality is an important key performance indicator for everyone.

To measure the quality of hire, the company needs to track all the variables between hiring and termination.

You must keep an eye out for negative trends. When you identify a problem, you must first check for internal issues, problems with processes and teams. You can then check external issues including negative trends at the customers’ end.
Also, with video interviews now becoming mainstream, it is crucial that you deploy video to improve the quality of hire. By improving the quality of hiring using video, you can instantly improve your quality of hire KPI.

3. Candidate Sourcing

Sourcing is vital to staffing companies. We have an unlimited amount of sources: Job boards, Linkedin, social media, sourcing partners, etc.

It is important for any staffing business to diversify sourcing and spread it across different media. The most crucial step any staffing business can take is to leverage social media for sourcing candidates.
You also need to track where you are getting the most submissions, interviews, and the best candidates. Once you know which channel works for you, you can start focusing more on it.

4. Cost per Hire

Leaders of staffing companies need to look at all end-to-end expenses: recruiters, salespersons, software, staff, infrastructure, etc. when evaluating cost per hire. They need to figure out the burden on the company by adding all the costs including payroll, overhead expenses, etc.

Salespersons and recruiters also need to know what the cost per hire is, so this key performance indicator needs to be transparent.

5. Candidate Pipeline

A good candidate pipeline is extremely important for any staffing business. When a customer hires a staffing company, they are looking for quick access to qualified candidates.
The customers expect the recruiters to have already established relationships with numerous candidates that have experience and that have already been vetted.

A staffing company must always maintain a list of ‘most placeable candidates. So when someone comes in with a requirement, you can immediately place the MPC who is a known quantity. You could also share lists of most placeable candidates with your clients to proactively create opportunities.

It is also important to use the right tools. An ATS or a Candidate Tracking System can help you build this pipeline and increase speed to market.

6. Offer to Acceptance

A vital element in the staffing business, offer to acceptance is a crucial key performance indicator. 

Staffing businesses always try to retain their workers, and to do so successfully, they must first understand what drives the candidates. Failure to do so can increase rejection rates.

You can leverage an ATS to help you do this. If you see rejection go up, you can check internal processes to identify the issues. You could then go to the customer to find out the root of the problem. 

If the pay rates are too low, you can negotiate with the customer and decrease the experience required to match the budget.

Also, engagement with candidates is now more crucial than ever. You need to understand why a candidate rejected an offer and try to change your processes to improve acceptance rates. 

After Covid-19, rejections have been low as people wanted to hold on to their jobs in an uncertain business environment. But these will start to increase once people feel the market is healthy. 

So it’s vital to track the offer-to-acceptance KPI and communicate it with all the stakeholders.

We will evaluate each of the key performance indicators in detail, explore their meaning in the context of staffing, and learn how tracking these KPIs can save you vast amounts of time, effort, and resources.

Hire Better with Oorwin’s Job Publishing Capabilities

With single-click job publishing to job boards and social media along with bulk and automated publishing, explore how Oorwin can double recruiter productivity!

Are your recruiters wasting precious time manually publishing jobs on job boards? 

What if you could double recruiter productivity by just making one change?

Oorwin makes it easier than ever to publish jobs! Empower your recruiters with the ability to post jobs on major job boards and social media with just a single click. 

It gets even better – Oorwin allows you to share jobs by email, messages and post jobs in bulk. You can also automate post updates to make sure your listing stays visible, relevant, and up to date. Here’s how.

Single-click Job Publishing

Oorwin lets you publish jobs to numerous free job boards and major commercial ones including Monster, Naukri, Dice, Indeed, Career Builder, TechFetch, etc.

The platform even has the capability to integrate with your website career page and all major Vendor Management Systems for posting jobs.

You can set your publishing preferences for each job board and tweak these based on the job requirements.

Oorwin’s job publishing feature can save recruiters hours by making the drawn-out manual publishing process almost instantaneous.

That’s not all, resumes of all the applicants who submit their profiles to the jobs posted through Oorwin will be automatically attached to that job pipeline.

You can also configure ‘Auto Refresh’ for jobs you have posted to make sure your listing always remains visible, relevant, and up to date.

Bulk and automated job publishing  

When the job volumes are high, recruiters can be overwhelmed by the amount of effort that goes into posting jobs individually.

They could be using that time to better vet and evaluate the candidates and improve the quality of their submissions.

With Oorwin, You can now simply select the jobs you want to publish and the job boards you want to publish them on. All you need to do is click ‘Publish’ and Oorwin will do all the work for you.

Recruiters can also publish jobs right from the Oorwin mobile app no matter where they.

Social media job publishing

Social media permeates all aspects of modern life and social networking activities are at the forefront of everything we do. Jobs are no exception!

So if you want to succeed in recruitment you need to have a strong social media presence.

Your social media can help you source better candidates and can be a platform where you engage with candidates and build brand loyalty. 

Oorwin’s social media publishing feature gives your recruiters access to a wider and more diverse pool of candidates using your social media and helps them source the best candidates quickly.

Share jobs via emails and messages

Share jobs via mails and messages - Oorwin’s Job Publishing Capabilities - Oorwin

Most recruiters have an intuitive understanding of client requirements and have certain go-to candidates they know will be a good fit or have a contact who can help them find a suitable candidate.

Manually copying all the job details and drafting an email to the relevant candidates or contacts takes up a lot of the recruiter’s time. 

The quicker the recruiters share the job, the faster they will find the right candidate.

Oorwin lets recruiters share jobs with their contacts, lists, and candidates using pre-designed, customizable templates with just a few clicks.

The job can now be shared via email or text message in less than five seconds without switching screens or applications.

Job posting credits and templates

Most staffing businesses have various front-end entities that they manage and recruiters can be handling multiple entities at the same time. 

It is crucial for the job to be posted with the right credentials to increase brand visibility, engagement, and loyalty.

Oorwin gives the recruiters complete control over what their job posting looks like and what credits appear along with it on the job boards. You can also create branded job share templates to make sharing quick and easy.

Want to give Oorwin a try? – You can request the Oorwin product tour here.