What is an HRIS? Definition, functions and interest

What is an HRIS? Definition, functions and interest


In order to optimize human resources within a company, it becomes essential to consolidate information into a single system. This is the objective of the HRIS, also called human resources information system, which tends to become more democratic. Digitization of the HR process, productivity gain and improvement of HR monitoring…

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This solution supports companies in the management of all HR functions, from payroll management to employee recruitment. Zoom on the HRIS, its definition, its functions and its advantages.

What are the functions of an HRIS?

The HRIS is defined as a set of software, composed of several software bricks, also called modules, each having a specific function. It is possible to divide them into three main categories, detailed below.

Payroll and benefits management

In all companies, controlling payroll is an essential element of human resources. It must be carried out in a precise and perfect manner, in order to be fair and to avoid employee dissatisfaction.

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Here, it is a question of gathering all the data related to the establishment of the payroll, before generating the payslips. This module automates the recording of the information needed (number of hours worked, bonuses, absences, leave) to establish pay slips and manage compensation.

This part also makes it possible to calculate social and employer contributions and to facilitate the management of social benefits, such as health insurance, supplementary pensions, retirement or work accidents. In addition, this software brick directly integrates the conditions of the collective agreement specific to the company and allows its automatic update in accordance with the legislation.

With an HRIS, the risk of error is therefore minimized and all administrative management improved.

Work management

This part concerns the organization at work, that is to say, the planning of the presences, absences and holidays of the employees, but also the management of time and activities. It is a very time-consuming task where it is essential to be rigorous to ensure the distribution of RTT, paid holidays and to monitor absences.

By integrating the leave management part into the HRIS, the leave request process is automated. The validation is done quickly, in one click, by the person in charge. In addition, planning management is simplified thanks to the implementation of workflowswhich allow, for example, to provide pre-filled forms.

This module therefore aims to optimize the distribution of work and the organizational part, thanks to a global and real-time visualization via dashboards.

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Consequently, such management makes it possible to improve productivity, because the company perfectly controls the schedules, its need for staff according to the tasks to be carried out, and this, according to various variables (meeting times, leave taking, rate of ‘absenteeism). But also, the HRIS allows the company to analyze the most profitable projects, according to the hours spent on them, their success and the allocated budget.

Human capital management

This software brick brings together all the information relating to employees, from recruitment to talent management, including training.

In the recruitment part, it is a question of facilitating the management of job interviews, the distribution of advertisements, the sharing of offers within the company itself, the follow-up of applications and theon boarding new employees.

Concerning talent management, the HRIS makes it possible to have a precise and effective follow-up of the career of each employee in the company. In particular, thanks to performance evaluation, annual interviews, skills management, training granted and carried out, follow-up of internal mobility requests.

What is the benefit of an HRIS?

As its definition indicates, the goal of the HRIS is to harmonize all human resources processes. It achieves this through the dematerialization and centralization of data.

Digitizing human resources is a major challenge for every company, in order to reduce errors and improve performance. The HR department has a global vision to plan and anticipate staff needs. The HRIS can also suggest recommendations on the organization of human resources, such as a better distribution of working time, for example. In addition, all HR information is secured in the HRIS, which helps to fight against document fraud.

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Gathering information in a single database also makes it possible to develop collaborative and transparent work. Data is updated automatically as soon as each employee enters.

Secondly, the HRIS makes it possible to automate time-consuming daily tasks, without real added value. Thus, the HR department can focus more on tasks with higher added value. It is, for example, to make automatic basic functions, such as the edition of payslips or expense reports.

Then, it also makes it possible to optimize HR monitoring, using dashboards, reports and indicators. It is an essential tool for the HR department to improve the overall management of the company. The HRIS thus facilitates decision-making and makes it possible to highlight the weak points of the company, in order to optimize them.

And finally, setting up an HRIS engages, empowers and motivates employees. Thanks to direct access to the HR portal, they can follow their career development. They have the possibility of submitting wishes for training, taking leave or even updating their profile. They therefore become actors in administrative management.

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