How to Know When it’s Time for an HRIS

By loyHR Tips

Question: “How do you know when it’s the right time to use an HRIS?”

This question was posted on a LinkedIn group.  Below is a summary of comments received as well as our own thoughts on the subject.

Answer: “It’s time to use an HRIS, when…..you cannot answer YES to the following questions:”

For top management who wants “the big picture”:

  • Can we identify who among our employees is critical to our profitability and success?
  • Are our best and most needed employees properly compensated?
  • Do we have reliable HR data that we can use to benchmark against our competitors?
    • Do we have reports that highlight problem areas: turnover, increasing costs, poor performance, low productivity?
    • Do we have the right people with the right skills that are needed today and tomorrow? Do we have a succession plan?
    • Do we have an efficient way to connect skilled employees with important projects?

For managers and supervisors who seek “an effective process”:

  • Can I get my HR questions answered quickly?
  • Do I have automated processes for responding to employees’ requests for time off, for completing performance reviews, disciplinary notes and career planning notes?
  • Do I use automated processes that enhance communications?
  • Do I have an effective process that helps to quickly identify and hire the best candidates, as well motivate and retain my best employees?
  • Do I have HR data to help me make a business case to streamline processes, or implement projects?

For the employee who looks for a “a good experience”:

  • Is there an HR Portal where I can get my HR question answered even when no one is around?
  • Can I easily update my HR file with my new address, or change my emergency contact?
  • Do I use an automated process to request “time-off”?
  • Am I happy with the service that I receive from HR?

For the HR Department who needs “the right tools”:

  • Do we have an efficient process and work flow in our department, where there is no duplicate data entry, no redundant work, and minimum paperwork?
  • Can we easily access specific employee information? Can we quickly generate legally required documents and meaningful reports needed by management?  Is our HR data accurate?
  • Are employees and managers happy with our HR service?

If some of your answers were “No”, then it’s time to use an HRIS.