A 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 a HRIS. But what HR process automation can be done with a HRIS?
What Is HR Automation?
HR process automation is technology in HR software that works by automating certain HR processes that occur regularly. Repeatable tasks and document-heavy tasks can be streamlined and automated by a HRIS. Any process that is routinely performed in the same way can be automated. The same goes for tasks that pull data from a source system can also be automated. For example, the onboarding process can be automated when the required data was already provided by the application and resume.
The Benefits of HR Process Automation
Automating HR processes can save your HR staff a lot of time. Manually entering data to run HR processes manually can eat up a lot of valuable time that is better spent on more important tasks. Automation can also help ensure data accuracy. The more data is entered manually, the more margin for error. Humans make mistakes, no matter how accurate they try to be.
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.
Automation can reduce some of that risk and help ensure both data integrity and data security.
How Automation Can Improve Your HR Processes
There are many HR processes that can be automated. 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.
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.
But how should you automate HR processes? Which specific processes should be automated?
Recruitment is another example of a task that can often be improved using a 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. A HRIS typically offers tools such as filters and rankings to make finding the right candidate easier and faster.
Onboarding is a prime example of a task that can be made simpler and even improved using a 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. You’ll know for certain that what the new employee entered into their application is what was transferred into the HRIS.
Compliance with Laws and Regulations
In many cases, processes that have to do with regulations and compliance can be improved using a HRIS. A 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, a HRIS can allow you to take a more proactive approach.
Employee and New Hire Training
Training is beneficial for all employees, not just new hires. A HRIS can provide the tools to automatically track training that employees have received. In addition, the software can store a company knowledgbase and allow access to employees that need documentation or training. Certain training courses may be digitized and recorded in the HRIS as well.
It can be extremely difficult to track the benefits of all employees as well as manage the many changes that can occur. With a HRIS, the enrollment process can be automated so that employees can research and choose their own benefits packages through an employee self-service portal. Any changes can be automatically send to the correct systems without HR having to track any of it on paper.
Time Off Requests
Processing time off requests can be a huge use of time for HR staff. However, a HRIS can allow employees to request time off through an employee self-service portal. The request would then be sent automatically to the HRIS where they can be approved by HR staff. The system can also check that the employee has enough free PTO days and that the day requested is available for them.
Performance management isn’t just about ensuring that employees are performing well. It’s about ensuring that business goals are met. A HRIS can track goals and automatically analyze tasks and projects as well as employee and department performance to ensure business goals are met.
Processing employee expense reports in an Excel spreadsheet can be time consuming. There’s also a higher likelihood of errors. Automating expense claims decreases the chance of errors occurring as well as making the process much faster and simpler to complete.
It’s important to ask the right questions in order to get the most out of an exit interview. If there’s a problem at the company that is driving employees away and increasing turnover, HR needs to know about it. Automating exit interviews can help ensure that no question is missed and that the data is recorded and analyzed.
Offboarding typically isn’t a pleasant experience, no matter the employee’s reason for leaving. However, automation can make the process faster and more seamless by creating the necessary offboarding files based on the employee’s information that’s already in the system. Additionally, the process of checking in company equipment the employee may have used can be streamlined through automation. Then, the employee can automatically be removed from payroll and other systems.
How to Choose HR Automation Software
It’s important to choose the right HR software to make sure that as many of your human resources processes are automated as possible. While there are some features that many automated human resources systems will have in common, there are some features that vary. A thorough search will ensure that you find the software that will best meet your company’s needs.
But what HRIS tools are the best for automation?
Employee Self-Service Portal
An employee self-service portal is essential for automation. Employees can update their own information, make time off requests, and view payroll information, all without having to go through HR. Any changes employees make to their information will be automatically transferred to other systems that use that same data. Automation with a self-service portal can go in the other direction as well. Payroll data, for example, can automatically be transferred to the employee’s portal.
Many HRIS solutions can synchronize with other systems you may have. This is an important feature that can reduce a lot of manual data transfer. Any data input into one system will automatically sync with other systems that use that data.
Time and Attendance Tracking
If employees track their attendance with time sheets, the time and attendance tracking feature that many HRIS solutions offer will save a lot of time. Employees can clock in and out on any computer or even a mobile device for the most accurate time tracking. Employee hours can also be automatically sent to payroll immediately, rather than waiting until the end of the week.
Recruitment Filters and Ranking
When it comes to recruiting, the ability to filter and rank candidates is essential. Sorting through hundreds or even thousands of resumes and candidate profiles could take a hiring manager forever. A HRIS can help automate that process by allowing recruiters to input keywords and filters for necessary qualifications. The applicant tracking system can then rank candidates by how well they qualify for a position.
Is your company looking for a HRIS to automate your HR processes? We can help match you with the right vendor for your company’s needs. Stop by our vendor match page to get started today.