An HRIS can be immensely helpful to a workplace when processes that are massively time consuming become automated. However, it can be tricky to figure out what processes can be automated and how to really make the system work for you and your company when you first acquire an HRIS. The following are a few questions to ask yourself in order to help you determine whether specific processes can be automated with the help of an HRIS.
1. Is the Task Repeatable and Necessary?
Tasks that must be repeated frequently and are highly necessary for the continued success of the organization may be prime choices for automation. Processing salaries that always stay the same is one example of this type of task. There is no need for an employee to manually enter the same numbers, information, or equations week after week when they can be automatically calculated or processed.
2. Is There a Regular Process for the Task?
If a task is performed routinely in the same way, it may be possible and even simple to automate the task. If there are frequently exceptions to the rules that must be considered, it does not necessarily mean that it is impossible to automate the task, however. It may be necessary to simplify and standardize the process that is in place, whereafter automation can occur.
3. Can Information Be Derived Directly from the Source?
Onboarding is a prime example of a task that can be made simpler and even improved using an HRIS. When employees can fill out applications and information electronically, this information can be directly imported into employee files. This not only saves time from manually entering the information, it also helps to reduce the likelihood of errors in the information.
4. Can a Process Be Improved Using Automation?
In many cases, processes that have to do with regulations and compliance can be improved using an HRIS. An HRIS can send automatic alerts based on rules that are set up regarding ACA benefit eligibility, W-2 deadlines, and other important events that require action. Instead of having an employee scour the system to make sure that all relevant rules are being adhered to, an HRIS can allow you to take a more proactive approach.
Recruitment is another example of a task that can often be improved using an HRIS. Employee candidate information can be automatically sorted so that managers need only view applications from qualified candidates. Employee candidates can also submit applications on their own time and managers can review applications from devices of choice at the time that they choose.
5. Will Using an HRIS Improve Data Security?
Sensitive employee and company information becomes more susceptible to theft and other threats as it passes through a greater number of hands. When information is extracted more directly and only certain members of management are given authorization to view or handle the information, it is much more secure than when there are paper forms that can be accessed by anyone that can borrow a key to a filing cabinet or database.
