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What is an HRIS and why do you need one?

A new era of Human Resources Information Systems (HRIS) has dawned!

You’ve probably realised that when it comes to employee data; paper forms, file folders and filing cabinets no longer cut the mustard. Gone are the days of repetitive manual data entry and complicated spreadsheets.

The last year has added a number of complexities for businesses to consider in terms of HR, and a great way to navigate these successfully is to look at how you can streamline processes.

What is an HRIS?

Let’s get back to basics. An HRIS provides a centralised database that stores everything from applicant tracking functions, onboarding, employee demographics to benefits choices, time-tracking, and so much more. It’s a central hub for your employee data with up-to-date information on your organisations hiring trends and employee retention.

Many businesses find that efficient execution of basic HR processes is their greatest challenge. An effective HRIS can produce significant gains in productivity, and decreased costs from your people operations team. This can be achieved by performing the following:

  • Streamlining onboarding
  • Centralising employee demographics
  • Retention and succession planning
  • Time-tracking, leave management and scheduling
  • Payroll and benefits administration
  • Data analytics for in-depth reporting
  • Employee self-service options
  • Org charts

When all of these capabilities become automated, it creates the following beneficial side effects:

  • Increased productivity: With tools like Sapling, time and attendance tracking, holiday requests and accruals workflow can be quickly entered. You can empower employees by allowing them to update their contact information, benefits choices or time-off requests directly in their own portal. By automating recurring tasks, reducing manual processing errors and improving data accuracy, you’ll find productivity grows significantly.
  • Improved efficiency: Your HRIS will simplify how you track, update and report on employee data. Most HRIS solutions even allow for the uploading of hard copy forms to PDF images within the employee’s digital file and allow employees to upload electronic signatures on their important documents. You’ll be surprised at just how easy it is.
  • Informed decision making: By streamlining productivity, you will enable the HR team to do more strategic work that will improve the business, “Strategic People Ops” focuses on maximising employee lifetime value, wellbeing, productivity, and most importantly, driving the organisation forward. HRIS reports can be easily created and shared with managers and execs to help them make more informed decisions.
  • Boost employee satisfaction: A well-managed HRIS will promote a better employee experience. User-friendly portals allow employees to navigate their own benefit choices, review and update information, easily request time off and receive approval, plus they can also learn about their company culture. This undoubtedly reduces calls and visits to the HR office, increases their sense of empowerment and reduces the frustration of wait times. It also plays a vital role in making your onboarding process stress-free for new hires.

When is it time to invest in an HR platform for your business?

Here are a few signs that the time to take your HR department to the next level – is now!

  • You are finding it difficult to recruit the best candidates – every organisation is fighting a talent war. At the moment, job seekers are interviewing for multiple companies at once. Time is critical when dealing with potential candidates. Using an outdated system can drag things out and you’ll risk the best candidates being taken by more efficiently run companies.
  • None of your systems are integrated – In a multitasking environment, there are various processes each requiring its own solutions. With onboarding a new employee, HR will need an applicant tracking system and solutions for induction, payroll, benefits, training support, and more. If none of your current systems syncs with one another, it is time for a new HR platform that will manage end-to-end capabilities seamlessly.
  • Spreadsheets are getting too confusing – You would be surprised by how many HR professionals get into the habit of using spreadsheets for everything. A Yougov report found that 33% of large businesses report poor decision making due to spreadsheet problems. Over time, the data contained in spreadsheets becomes more complex, outdated, and there is always more risk of data breaches. A good HR platform can accept imports of the data and maintain records for ongoing reporting and tracking of nearly all employee data.
  • There is a need for custom reporting – So much of what human resource does today is data-driven. Why work with systems that include outdated or clunky reporting systems? A new HR platform will provide all the custom reporting that a business needs to make significant people decisions while keeping things simplified.
  • Tasks are getting duplicated – There is nothing as unproductive and annoying as having to perform the same tasks using multiple systems. Too often HR professionals and managers find themselves having to repeat similar tasks and completing manual transfers of data from one system to another. This is inefficient and a clear sign that the company is ready for a new HR platform.

The right HRIS will save your HR team time, help them to work smarter, and allow them to provide strategic guidance to your company’s decision-makers. By focusing on finding HRIS solutions like Sapling, you will be able to address your company’s current needs, planned growth and future business objectives.

Speak to one of our experts today to find out exactly how Sapling can help and support your business’s success and growth.

A simple solution that can make dramatic improvements.

Written by Mara Swann

Mara has a passion for promoting equity, diversity, and inclusion across global workplaces and hopes to inspire learners to focus on their own careers with self-directed learning content.


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