What is an HRIS and Why is it Essential in a Company?

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By Coralie from Altee
January 8th 2025

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‍The Three Pillars of an HRIS:

1. Centralization: All employee and HR data are grouped on a single platform.

2. Automation: Repetitive tasks are managed automatically (time tracking, document assignment, etc.).

3. HR Strategy: An HRIS provides analytical tools to efficiently manage HR performance.

Key Features of an HRIS

A good HRIS offers a wide range of features to meet the diverse needs of businesses while ensuring smooth management and compliance with regulations.

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Administrative Management, at the core of HRIS, administrative management includes:

• Automating payroll processes with integration into accounting systems to calculate salaries

• Digitizing HR documents

• Determining absenteeism and employee turnover rates

• Tracking individual performance

Previously scattered across Excel files, employee information can now be centralized and integrated into an HRIS. This solution simplifies data management, making it accessible, reliable, and consolidated in one place while saving valuable time.

Employee Files Management which includes:

• Personal information (name, date of birth, phone number, emergency contact, allergies, address, etc.)

• Permits and certifications with their acquisition and validity dates

• Assigned documents

• Equipment assigned to their name
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These centralized files allow managers to quickly access essential information for informed decision-making while ensuring compliance with Law 25 in Quebec.

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Employee Time tracking adapts to specific schedules, with options such as:

• Clock-in via tablet, computer, or mobile phone.

• Fixed or flexible hours

An HRIS allows employees to easily record their hours and this information is directly transferred to the person in charge of payroll.

Company Organizational Chart, this feature helps identify the direct employer of each employee.

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Internal Documentation Management, you can store:

• Internal policies

• Training materials

These accessible resources enhance transparency and foster better understanding of internal policies and training among employees.

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Expense Reimbursement Requests

• Fixed-rate reimbursement requests

• Mileage reimbursement requests

Employees can easily submit reimbursement requests, which are approved by the responsible manager. The reimbursement is then added to payroll and paid out.

Customizable Evaluation and Development Plans

• Annual and quarterly evaluations.

• Development plans with individual objectives.

A good HRIS allows you to create customized evaluation plans for your employees. Multiple contributors can contribute to the evaluation, with various evaluation methods available (rating scales, Likert method, open-ended responses).

Work Schedules, Absences, and Leave Management

• Employee schedules are stored in the HRIS.

• Employees can submit leave requests online.

• Managers receive notifications to approve or reject these requests.

With an HRIS, employee schedules are centralized, and leave requests are managed directly online. Managers are notified for approval, simplifying processes and ensuring transparent tracking.

25% of companies state that the primary reason for implementing an HRIS is to achieve greater functionality. (Source: Softwarepath.com)

Conclusion

Implementing an HRIS is not merely a technological advancement. It’s a strategic tool that helps HR teams focus on what truly matters, such as employee development and community building. By centralizing data, automating processes, and providing precise analytics, an HRIS enables companies to meet the complex challenges of modern HR management.

Why not explore Altee today to transform your organization?

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