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Five things to prepare before using HRIS

Five things to prepare before using HRIS

Are you managing a fast growing business?

As a business owner, seeing the business that you have built meticulously from the beginning continues to grow rapidly is what all business owners dream of. You have given your best effort and investment to build and develop your company. You have recruited a group of ‘super’ employees, as well as your trusted HC practitioner to manage and assist your employees and company to achieve their highest potential.

A good business owner will always encourage his/her employees to continue developing and innovating with advances in technology. The HC practitioner's job is to assist business owners in realizing these developments.

Have you ever wonder how easy and fast your work could be done if assisted with the right technology?

As we know, your company currently has an invaluable asset that if managed efficiently will have a significant impact on the company's operational activities. In what form might that asset be? You guessed it right, the asset is in the form of human resources - or nowadays often referred as ‘talents’ to avoid negative connotations.

The employees you currently have are valuable asset that you need to look after. Most business owners surely want their company to be big and dominate the market. Let’s say you own a business in retail industry. With hundreds of outlets and thousands of employees spread across the country, you will definitely find it difficult to manage these data.

Therefore, to help business owners realise their dreams, trusted HC practitioners must start preparing many things (psst… contact us so we can get you prepared through the HCA Online Mentoring Program).

How should we address it?

One of the things that an HC Practitioner needs to pay attention to: what is the most efficient way to be able to organise and manage the activities of your employees? It is almost impossible to be able to manage efficiently if you as an HC Practitioner are still using the old and manual way of managing your employees' activities.

With today's technological advances, the manual method is no longer relevant for us to use. Surely we don't want to find things like duplicate data, missing data, or inconsistent data happening, just because your company still stores the data manually. As HC practitioners, we must be sensitive to technological developments and be able to use them optimally.

You shouldn’t wait until your company has thousands of employees to start learning this system. Because the sooner you start using it, the easier it will be to use later on when your company is full of great employees. Because by then you are alraedy used to it and only need to add a little time to adapt to the system. So, there is no reason for HC practitioners not to learn this HR management system.

Human Resource Information System (HRIS)

Speaking of systems, HC practitioners are certainly familiar with the term Human Resource Information System (HRIS). In short, HRIS is an information system that is used to manage various kinds of data owned by your employees.

By implementing HRIS for your company, you no longer need to manually store administrative data for your employees; and you avoid negligence that can cause delays in the HC operational process. We can help you evaluate your HR management with the HCA Checklist and Evaluation Tools.

HRIS helps you manage attendance, payroll, calculating achievements, and evaluating employee performance. HRIS can also make it easier for you to manage recruitment data. So you no longer need to input your candidate data when he/she has been accepted as an employee.

Not only that, HRIS also contributes to the HC practitioner’s decision-making process. Because HRIS is a software whose purpose is to assist HC practitioner in carrying out HR-related activities. It might include employee development, training needs, recruitment strategies, and also facilitating payroll. Now we can see why there are several things that must be prepared to ensure the HRIS system can run optimally in your company.

Let’s discuss it one by one.

Preparation is key to have successful HRIS implementation
Plan and set goals

When you want to use HRIS for the very first time, the first thing you need to do is to discuss the plan and set goals. Why bother investing effort and money to create a system if you don’t even know the purpose of it? You need to ask questions and discuss with your HC colleagues in your company to determine the reasons why this HRIS is needed in your company - or you can consult trusted advisor like us.

  • What problems can be solved by implementing the HRIS system?
  • What are the advantages and disadvantages of this system?
  • Who will be responsible to operate this system?

You need to answer these questions before you decide to use HRIS.

Even though I have explained the use of HRIS at a glance above, it should be noted that each company has its own needs. So you need to really understand the purpose of implementing HRIS in your company. HC practitioners need to study and explore the system first so that its use can be optimal. Make sure that the chosen HRIS can accommodate to how your company operates.

Aligning HRIS to company’s process and policy
Configure HRIS to suit company’s process and policy

HC practitioners need to prepare the kind of data that will be used and included in the HRIS. Obviously you want to relate the data requirements to your initial plans and goals for using the system in the first place.

You can start by outlining the HC policies and workflows that occur in your company. HC practitioners can start thinking about specific things related to pay, salary increase, benefits and training. Also think about how you might need this system to support HC activities.

In general, make sure you have this information for all employees:

  1. Employee personal information, including contact information, demographic data, insurance, family data and emergency contacts. This is very useful when you need to contact close relatives of employees when something happens. Imagine if something unexpected happened and HC needed to dismantle documents to find contacts and give news to their family.
    With family data and emergency contacts, HCs can quickly get the information they need and problems can be resolved quickly. You can also use demographic data as a consideration in creating branches. HC practitioners can get additional information about these demographic locations from employees who live near those locations. Some companies also require family data as material for consideration when providing benefits, such as scholarship allowances for children.
  2. Job descriptions, role specifications, superiors and subordinates. With this data, HC can easily monitor and evaluate employee performance. HC can also easily find out who is the superior and subordinate of the employee, thus facilitating the flow of communication. Contact us to get an all-in-one job analysis template that we have created to make it easier for you to manage your data.
  3. Information about salaries, benefits, absences and allocated leave. With this information, HC can easily find out how much salary and benefits an employee has. This makes it easier for HC in calculating employee salary increases and benefits. Some companies also implement job grading to make this easier.
  4. Certifications, competencies, and special skills possessed by employees. With this information, HC can effectively determine suitable methods for employee development, including training courses and classes as needed.
  5. Information specific to your company. Keep in mind that not all companies need the same data, so you need to think about what specific data should be included in the HRIS. Some companies may need data about employee hobbies to be able to determine the right leisure program for employees.

Choose the right HRIS that doesn’t blow your budget
Prepare the budget for HRIS

it goes without saying that you need to pay attention to the time, effort, and funds that you will invest in implementing HRIS by doing proper cost and benefit analysis.

Also worth noting that it's highly recommended practice to perform regular system maintenance either once or twice a year, so make sure you take this into account when designing your annual financial plan.

We hope that this article can help you prepare HRIS for your company and be able to optimise its use. If you still have questions about HRIS, contact us and let's discuss further.

Author - Naufal Fathanah @ Sinergia Consultant


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