HRIS Requirements Checklist – Selection, Evaluation & Implementation

​HRIS stands for Human Resource Information System. It is a combination of Human Resources and Information Technology. It's a centralized system that saves, tracks, and maintains all data connected to your company's human resources activities, such as employee demographics, time off balances, attendance hours, medical information, benefits, policies, and schemes. Everything from onboarding to attendance can be controlled through a single platform, which saves time.

The majority of HR professionals utilize an HRIS to improve personnel management and streamline their procedures. With appropriate permissions, all vital HR data may be accessible from any location at any time. It streamlines and automates the process of keeping employee records while conforming to all applicable privacy rules. 

We can say that it is a comprehensive solution for end-to-end human resource management, to put it another way.

HRIS requirements checklist 

​Choosing an HRIS to manage, organize, and improve the efficiency of your human resources duties is a big decision. You'll need a system that allows you to automate and manage these tasks across multiple departments, including HR, payroll, accounting, and management.

Teams can use HRIS platforms to organize, consolidate, and control a range of procedures that are critical to decision-making. A good HRIS can also lead to a better employee experience, which can aid with retention and loyalty.

The features of an HRIS will assist you in determining how it will benefit your company. Here's a checklist of HRIS requirements:

1) Onboarding process management

​ Employees who go through the standard onboarding process are more likely to stay in a business for more than three years. One of the most important components of an HRIS is onboarding. It gives employees a better onboarding experience by allowing them to submit all of their papers online. New hires receive automatic reminders that help them through each step. Workflows can be established to tailor the procedure to your organization's requirements.

2) The availability of a database management system

​ An HRIS helps you keep organized by storing all important employee data on a single platform. It enables you to locate certain information even while you are not in the office. It allows employees to examine information that is relevant to them. Furthermore, an HRIS also increases data security. Additionally, employee data can be used to generate reports in a few simple steps.

3) All employees have access to self-service options

​ An HRIS gives your employees control over their data by allowing them to track, update, and manage it. It enables them to update and add personal information. Workers may get important information without having to go via HR. In addition, they can use their mobile devices to track their attendance and request time off.

4) Attendance and time-off management system

​ An HRIS eliminates the need for many spreadsheets by automating and simplifying time off and attendance tracking. Biometric devices can be connected with an HRIS attendance tracker to improve data accuracy. Employee absences can easily be converted to leave, ensuring that attendance data is not muddled. Leave rules might also be tailored to the location of your business.

5) A system for handling payroll ​

Using an HRIS with a payroll management system can be quite beneficial to your company. Payroll processing is simplified because of the integration of payroll and attendance management. An HRIS creates reports that show each employee's exact number of working days and hours. Payslips, investment declarations, and reimbursement bills can all be maintained in a single platform alongside other important papers.

6) Performance management ​

​ You can effortlessly manage your employees' performance using an HRIS. Performance reviews can be undertaken on a frequent basis to provide ongoing feedback throughout the year. Self-appraisals are simple to carry out. Employees might be given goals to help them find their way. Performance reports can be created to examine and improve the overall performance of your company.

7) Mobile accessibility ​

Most HR functions can be completed on the go with the help of an HRIS mobile application. All information is accessible at any time and from any location. Employees can make requests, and supervisors can approve them with a few mouse clicks.

HRIS implementation checklist

The HRIS assists every company in successfully transitioning its processes to suit the needs of the twenty-first century. It boosts productivity and reduces the quantity of paperwork generated by the ordinary HR department. Employee self-service portals can direct employees to commonly performed tasks, allowing the HR department to focus on other tasks.

However, keep in mind that while you work on your implementation strategy. Change management is just as crucial as selecting the correct HRIS software for a successful installation. The checklist below might serve as a guide to help you deal with the many variables that may arise throughout your HRIS deployment effort. Here is an HRIS implementation checklist that you can follow to flawlessly implement the HRIS:

1) Pick the correct team ​

Several responsibilities must be filled in order to plan an HRIS implementation. You'll need a project manager, but you'll also need someone to work on the project scope. In addition, you require an implementation team and management sponsorship or an executive champion. Furthermore, a steering committee is also required, which should meet more frequently than the complete implementation team. Before you start looking for HRIS vendors, think about who might be able to fill these responsibilities in your company and talk to them about it.

2) Make a compelling business case ​ 

By linking essential organizational goals with the justification for the HRIS, you may build a business case for the project. If you can, tie it to ROI to make a case for an HRIS even stronger.

3) Seek assistance from seniors ​

​ Make a decision on a management sponsor. He could be someone in your organization's upper management. He should also acknowledge the importance of an HRIS in your company. He or she can present the idea to other top leaders, get financing and resources, and offer guidance.

4) Get the services of a consultant ​

​ Few businesses can afford to hire a dedicated project manager. Instead, look for a vendor who can help with project management, so you don't have to look for someone to take on another duty.

5) Decide on your converting procedure ​

Immediate conversion is the same as flipping a switch and transferring all aspects of HR management to the HRIS at the same time. As you move to the HRIS, parallel conversion involves having two systems running at the same time. It's possible that the two systems are manual and the new HRIS, or a legacy system and the new HRIS. If you want a staggered deployment, immediate conversion forces users to utilize the new system, but the parallel conversion may be better.

6) Begin your training as soon as possible ​ 

Do you want to make the transition to a new system easier? You should train your teams on how to use it early and often. Although it may appear harsh, mandating the new method may be important to aid laggards in their transition.

7) Make a concerted effort to improve the organizational culture ​ 

HRIS adoption can be aided or hampered by corporate culture. Discuss ways to overcome common areas of business culture that can stymie implementation with your implementation provider or consultant. Do you need many executive sponsors, for example, to make it obvious that the company's executives expect everyone to adopt the new system? A skilled and experienced software consultant understands the difficulties and has ways to help you get through them.

HRIS Selection Criteria ​ 

HRIS is a costly and time-consuming investment for any company. As a result, businesses should conduct due research and include all relevant stakeholders in the review and selection process. Here are the HRIS selection criteria:

• Identify the needs of the user and the design criteria.
• Examine the costs of rival items.
• Scope of functionality, including providing details and analytics of rival goods.
• Analyze the vendor's track record and reputation.
• Security protocols/compliance for users and data are essential.
• Make sure competitive goods' customization and third-party integration are thoroughly examined.
• Invest in the complete implementation lifecycle in terms of money and time.
• Ensure post-implementation assistance.

HRIS Vendor Evaluation Checklist

You don't need to be a software specialist if you're serious about getting a new HRIS. Here's a checklist for evaluating HRIS vendors:

• Check vendor's track history
• What is the financial situation of the vendor? Is it stable and strong?
• Make sure that the vendor has sales and support experience and offers help in all the fields of your organization.
• Does the vendor offer consultation about every aspect of HRIS?
• Does the vendor value the relationship to your organization?
• Is it possible for a vendor to provide a sandbox environment and train the organization's employees?
• Can you contact the vendor's reference clients?
• Can the vendor provide evidence about his claims?

HRIS Questionnaire Samples

 The HRIS questionnaire gathers basic data on the present systems and processes for tracking and managing the health workforce.

The following sections make up the HRIS questionnaire:

1. HRIS software
2. Information about the organization
3. Infrastructure
4. Sustainability
5. The gathering of information
6. Data collection and analysis
7. Any other details

You can download the HRIS questionnaire sample from here:

1. HRIS questionnaire sample 1
2. HRIS questionnaire sample 2

Conclusion

It's critical to make sure that the HRIS you choose is compatible with your organization's demands. When the HRIS you've adopted isn't right for your staff or your organization, it might affect your organization's productivity and performance. Understand the advantages and features of an HRIS before purchasing one.