How Will an HRIS Change the Way Your Company’s HR Functions?

If you’re ready to pull out your hair around all the HR paperwork you have to do for your small or mid-sized business, you’re not alone.

Whether you’re doing HR in-house or using a clunky, outdated platform, consider if it’s time for a change.

In fact, 49% of HR professionals who outsource their HR software say it improved their HR technology capabilities. And according to a study by ZipDo, companies that upgrade their HR systems see a whopping 22% of cost savings on each employee.

A quality HR platform will allow you to step away from the paperwork and everyday mundane tasks and instead focus on what matters most: building a rock-solid company and team that’s set up to succeed in the long term.

Before you can make an informed decision, you have to know the basics. This post will explain what exactly an HRIS does and how it will change the way you structure your HR team.

What Is an HRIS?

An HRIS is a Human Resources Information System. A modern HRIS (also referred to as an HRIS system) offers a digital platform to streamline paperwork-heavy tasks that HR employees often had to spend days or even weeks on in the past.

HRIS platforms all have their differences in what they offer, but here are some examples of what a quality HRIS may cover:

Employee Onboarding

When you have a new employee, they’ll have to enroll in all kinds of programs, such as workers’ comp, 401(k), and medical benefits if you choose to offer them to your team. An HRIS can automate a lot of that paperwork and encourage self enrollment so your new employee and HR person don’t have to wade in the onboarding minutia.

Benefits Enrollment

Employee benefits can get complicated with different medical, dental, and vision plans that offer varying premiums and specified enrollment periods. Although some companies only offer HRIS platforms with features such as payroll integration, you may want to seek out an HRIS that offers benefits enrollment as well.

PEOs, or Private Employer Organizations such as Justworks PEO, integrate an HRIS platform with various benefits and perks for your team, such as FSAs, Citi Bike membership, and commuter benefits. Automating digital enrollment for these complex programs will add simplicity to your life.

Payroll Automation

Payroll is a complex undertaking, from paying employees salaries and overtime pay, to contractors and vendors who partner with the business. A smart HRIS system will allow you to manage filings like W-2s and 1099s and make payments like salaries, commissions, bonuses, and expense reimbursements. Of course, don’t forget that an HRIS system will also help with calculating correct payroll taxes.

Paperwork Compliance

1099s. Workers comp. Federal and state unemployment insurance. The ACA. Employment practices liability. This is just a short list of paperwork that HR managers deal with regularly. If you select a PEO like Justworks with compliance coverage integrated into the HRIS platform, we’ll help cover and streamline your compliance needs to protect your company from inaccurate filings.

PTO Tracking

Does your company have a paid time off policy? A modern HRIS tracks accrued time off, sick days, parental leave, and everything in between.

HR Document Storage

An HRIS will help you ditch that clunky old file cabinet and store your company documents in a single, secure digital space that you can more easily share with teammates. That means no more rifling through manila folders busting at the seams.

Automated Company Calendar

When do annual holidays take place? What about employees’ birthdays, big company events, and PTO that overlaps? Find an HRIS that pulls this all together so you don’t have to think about it anymore.

Should I Restructure My Team After Implementing an HRIS?

Once you have selected the right HRIS for your team, you’ll notice that time spent on certain tasks will take far less time than before. So, where should your team’s energy be replaced? You can figure this out by going through a few different steps:

Take Stock Of What’s Off Your Plate

Popular opinion states that the general functions of human resources management are as follows:

• Recruitment

• Training

• Professional Development

• Benefits and Compensation

• Legal Compliance

If you select a comprehensive HRIS platform, a few of those tasks will automatically take less people power. For example, you’ll probably spend a lot less time administering benefits and payroll and ensuring legal compliance. Once you know what’s off your plate, you can take a more targeted look at your company’s HR weak spots.

Find Time For What’s Important

By outsourcing HR, you can finally take your attention off the paperwork and focus on what’s most important — the humans in front of you. Consider how you will structure your HR team so that you can increase employee happiness and retention, boost quality employee referrals, and make your company a place your team is proud to be a part of. Building out an HR team for people will help your recruiting efforts for high-caliber talent as well as save money in the long run, from less costs in replacing employees who leave to boosting employee productivity.

Build an HR Team for People

Once you finally have an HR team that doesn’t have to only focus on administrative tasks, the possibilities for employee enrichment and productivity are endless. Here are some suggested roles to consider hiring for:

• Director of Employee Success - Find a leader who focuses on employee happiness and development and sets metrics for employment growth and retention. With someone who can step back and look at the bigger picture, your team will flourish.

• Team Recruiter - Do you have someone fully devoted to sourcing and screening new prospects for the company?. This person will also help provide a smooth interview process and act as a follow up and resource for salary negotiation and position questions.

• Training Specialist - Find someone to help new employees onboard in a comprehensive way that helps them feel supported and furnished with resources. According to the Society for Human Resource Management, employees who attend a well-structured onboarding orientation were 69% more likely to stay at the company for up to three years.

• HRIS Analyst - Hire an employee with an IT specialization. HRIS analysts improve company functionality with vendors and HR stakeholders on systems enhancements and upgrades, or provide reports and queries on data as necessary.

Your company needs will depend on your industry, size, and company purpose. Ultimately, as a small or medium-sized company, outsourcing your HR functions to an HRIS will give you the opportunity to build a people-centered business that thrives.

How Can Justworks Help?

Justworks is a Professional Employer Organization (PEO) that offers a comprehensive and modern but simple-to-use HRIS. We can help take the redundant HR functions off your hands so you and your team can focus on what matters and work fearlessly. Contact us and learn more about how we help.