What is the Need for Human Resource Information System (HRIS) Training?
As is the case with many organizational processes such as supply chain management (SCM), expense management, and customer relationship management (CRM), many organizations are taking their human resource management (HRM) processes digital. After all, digitization of the HRM process has multiple benefits which result in value addition and cost reduction, not to mention the time gained by HRM professionals who can use it for more meaningful purposes other than simple data entry.
As more and more organizations go digital with their HRM processes, there also arises the need for employees and managers to be trained on using these HRM software solutions, or as they are more popularly known Human Resource Information System (HRIS) solutions. In this post, we will take a look at why there is a need for HRIS training.
HRIS solutions or online HRIS solutions these days come with a modular structure. This means that, just as the HRM process is made up of different processes such as recruitment management, employee information management, training and development management, payroll management, performance management, and so on, the software follows the same model and is made in different sections that cater to the needs of each individual process. That way, today’s HRIS solutions cater to the individualized needs of each organization, and organizations benefit since they can pay for and deploy the modules that they need.
If organizations have been using a digital payroll management solution for a long time but do not use digitization for the other processes, they will find such a modular structure particularly useful since all they have to do is integrate the new modules with their old software, and they have a readily available solution that can help manage all aspects of the HRM process while still retaining their familiar payroll management solution.
Since many employees are not familiar with modular structure software, it might be a good idea for organizations to conduct HRIS training for their employees so that they can quickly get accustomed to using the solution and gain its benefits. Today’s online HRIS solutions are quite easy to use, and such training will not need to last for more than a few sessions.
More Control, More Admin Work:
With online HRIS solutions, firms now gain more control over their data and HRM processes. As such, they also need to perform more and more administrative work, with designated admins for different tasks. It is the duty of these admins to maintain the solution, and as such, since they lack the experience to do the same, they will need HRIS training.
This training might be slightly more complex since the admins need to learn multiple aspects of HRIS maintenance, such as data management as well as individual module management. Admins manage the permissions, workflows, approvals, and so on, and as such, they have an important role to play in the online HRM process.
Complete Revolutionalization of the HRM Process:
HRIS solutions completely revolutionalize the way HRM is undertaken in organizations, and for those who have never used such a solution before, it can be a bit overwhelming, what with all the different modules, workflows, self-service, and so on. It needs both the HRM teams as well as individual teams to manage their affairs together and work in synchronization, which might be a new experience in many organizations. As such, HRIS training will help alleviate doubts among the many types of users and allow them to take to the software quickly and immediately.
So, what will this HRIS training entail, and what are the different aspects taught to the participants during the training?
Since the software acts as a centralized repository for all HRM-related data, which is often personal, admins have to be trained in how to manage this data securely and with the requisite privacy.
Another important HRM-related task that becomes much easier with the HRIS solution is time-off management. Organizations have different types of holidays and different types of time off, such as sick leaves, loss of pay leaves, and so on. Admins get trained in how to set up such diverse types of time-off in the solution and how to manage the time-off approvals and workflows for each type.
Training & Performance Management:
Performance management contains multiple sub-tasks such as goal-setting, training & development, appraisals, analysis, feedback, and other such processes in a cyclic manner, and it involves buy-in from both HRM teams as well as managers. HRIS solutions make performance management much easier, though it involves a lot of initial work that needs to be done by the above parties.
HRIS training, however, is not a complex task, and with many software providers now trying to make deployment and usage as easy as possible for their clients, they themselves provide the requisite training. It also does not need to disrupt the workplace since employees can be trained whenever they have free time.