HRIS workflow may not come standard with every system, but it is a feature that you may wish to consider prioritizing when looking for a new HRIS or evaluating the effectiveness of your legacy system. In some cases you can add HRIS workflow onto your existing HR system for a small fee. If it is simple to add HRIS workflows to your system, the addition of this easy to use feature may do wonders to improve your processes.
What are Workflows?
Though you may not call them by that name, chances are good that you are already using workflows in your organization if your company is medium or large. Workflows are the approval processes used in hiring, promotion, firing, and even in time-off requests. When you automate these workflows using your HRIS, it can save a lot of time and trouble.
Speeding Up Processes
Using your HRIS for tasks that require approvals can make it much faster to complete these tasks and can take the roadblocks or bottle necks out of the equation. Since employees can request time off on their own time using mobile devices and managers can approve time off in the same fashion, it may help to save work time for productive work while allowing managers to make a decision and approve or deny the request in seconds. Recruiting and onboarding may also be streamlined this way.
There is no need to have employees fill out time off requests and have these littering the office when the workflow is completed electronically. Likewise, applications and other important paperwork may be both filled out and stored electronically, making it easier to organize and find. A reduction in paperwork can eliminate the amount of space needed, help to save supplies costs, and keep everything neat and tidy.
Helping to Eliminate Errors
When paperwork is filled out manually and filed by hand, an unfortunate side effect is that it takes time to file and is easy to lose before it is safely in a file folder. It is also subject to human error, as it can be inadvertently put in the wrong folder or time off requests can be filed for the wrong date or accidentally overlooked. When workflows are completed electronically, there is an electronic record that is automatically organized into the correct place and is more difficult to lose or overlook.
If certain workflow rules are created, onboarding documents may automatically flow into employee files and time off requests may be instantly figured into the schedules. These types of rules can ease the strain on managers and HR professionals, allowing them to focus on more important tasks. Alerts can also be set up so that managers and HR personnel is notified when employee requests and paperwork comes through.
Making Compliance Easier
HRIS workflows can be used to make compliance much easier. Managers may receive notifications when there are changes in compliance requirements or when action is required. When all hiring documents, scheduling information, and termination information is already in the system, it also makes it very easy to send reports to the appropriate authorities to comply with federal and local regulations.