In today’s business world, organizations need accurate technology that enhances their everyday processes, especially payroll processes and human resource management. Payroll is a topic most employees take seriously, as it affects their livelihood and flexibility to meet their needs. Errors within a company’s payroll system can create a lack of trust between employees and their company, reduce company morale, and tarnish their reputation.
Fortunately, HRIS Payroll systems leverage intelligent business technologies to prevent this!
HRIS Payroll systems are technological solutions that help organizations enhance their payroll processes, complete HR tasks more efficiently, increase employee engagement, and so much more.
Read on to learn more about HRIS Payroll systems and how our senior-level consultants can help you improve the efficiency of your HR and Payroll tasks and optimize your investment.
What are HRIS Payroll Systems?
HRIS (Human Resources Information System) is similar to HRMS (Human Resources Management System) and HCM (Human Capital Management) but has unique differences that set it apart from the others.
HRIS offers a set of robust software solutions that can help businesses reach their core HR needs and improve employee engagement and manager productivity. HRIS systems make this possible by providing automated and synchronized data management functionality and improving decision-making through a unified source of truth.
HRIS Payroll systems work to automate core payroll processes and eliminate human errors caused by manual data entry, ensuring payroll is processed correctly and on time, no matter what.
Why are HRIS Payroll Systems Important?
HRIS effectively connects workflows and people to support daily operations and improve productivity across the board. HRIS Payroll systems remove the need for manual data entry, reducing errors, improving efficiency, and enhancing engagement in the process. With simplified payroll tasks, automated management processes, and better tax compliance, users can maintain all their most important business operations in one system to save time and improve accuracy.
HRIS Payroll solutions also:
- Improve paycheck accuracy with instant preview, editing, and verification of registers before payroll processing begins.
- Enhance the employee experience by allowing access to earned pay before regularly scheduled payday without additional fees.
- Determine employee taxes based on work and home location.
- Eliminate the need for calculators, spreadsheets, and signatures by computerizing the submittal, reimbursement, and approval processes for employee charges.
Features of HRIS Systems
HRIS software personalizes HR processes by offering expandable solutions and tools that allow businesses to tackle challenges head-on and withstand change over time.
Some common HRIS features include:
Payroll Management
HRIS Payroll systems automatically deduct taxes and benefits from employee wages and offer flexible pay options to ensure employees are paid correctly and on time. By automating payroll processing and management functions, companies can save valuable time and reduce the risk of error across the entire organization.
Recruitment and Onboarding
HRIS solutions provide advanced recruitment and onboarding tools to help users scan resumes, perform background checks, and conduct preliminary applicant screenings more efficiently. This way, companies can ensure the right people are chosen and hired for the job while also improving the speed of their hiring process across the board.
Benefits Administration
HRIS offers broad benefits administration and management capabilities to keep track of core benefits packages and plans provided by employers and chosen by employees, including health insurance, retirement savings plans, and other voluntary benefits.
Compliance
HRIS solutions provide the tools companies need to stay up-to-date with changing compliance regulations, act proactively when changes occur, and maintain compliance with local laws, industry standards, and federal regulations over time.
Time and Attendance
HRIS systems support employees who operate on different schedules or timelines by offering advanced scheduling, time, and attendance management functions. This allows direct communication with payroll processes to improve data accuracy and ensure information is updated across the employee database.
Analytics and Reports
HRIS solutions provide a centralized data repository for all HR metrics, making managing employee records easier and tracking important HR or Payroll trends over time. With advanced analytics and reporting capabilities, HRIS simplifies user data management tasks and makes data more accessible for key stakeholders.
Integrations
HRIS systems provide seamless integrations between payroll, time tracking, and benefits processes, allowing users to manage critical business data and processes in a single system. Some HRIS solutions also provide integrations with other enterprise systems to facilitate better connection across systems and enable end-users to build customized integrations to meet unique business needs.
Benefits of HRIS Systems
Here are a few key advantages of HRIS systems for business users:
Data-Driven Decisions
HRIS solutions offer advanced reporting and predictive analytics capabilities, like forecasting and planning for future tasks, enabling HR teams to leverage data more effectively and make more informed decisions in the long run.
Decrease Time-Intensive Labor
Common HRIS features like data analytics, task automation, and artificial intelligence (AI) can reduce labor costs associated with time and attendance tracking, payroll management, and other tedious administrative tasks that require manual completion.
Maintain Compliance
Modern HRIS systems provide advanced monitoring tools to help companies stay updated with labor laws, system regulations, industry standards, and data security controls over time. This way, companies can maintain compliance, even as regulations or laws evolve, and reduce compliance-related incidents and risks.
Enable Company Growth
Cloud-based HRIS technology is built to handle workforce growth, high volumes of data transactions, and expanding company locations or territorial regions over time
Enhance the User Experience
HRIS solutions offer user-friendly interfaces and mobile app capabilities to simplify users’ experiences and streamline application processes, benefits enrollment, and other important HR procedures.
Selecting the Right HRIS System for You
When it comes to selecting the right HRIS system for your company’s needs, you must consider software requirements, hardware restrictions, time constraints, budgets, and more to ensure your new system meets your needs but doesn’t put too much strain on your internal teams or existing processes.
Here are some key considerations when choosing which HRIS solutions fit your organization’s needs.
Step 1: Evaluate Your Situation
An organization must first decide if internal HR teams will handle the selection process or if a consultant will be brought in to provide expert guidance and ensure the right solution is chosen for your company’s unique needs.
Smaller HR departments and HR professionals who have never undergone this procedure may find this process overwhelming and time-consuming. Therefore, involving a consultant (like our HRIS experts at Surety Systems) may be wise if the department has a need but lacks the time needed to complete data-gathering and review processes.
Step 2: Assess Your Needs
When you consider choosing an HRIS system for your organization, HR professionals should assess the entire organization’s needs, ensuring no significant issues or tasks are glazed over in the process. Considering these needs will ensure the system you select will fit your organization in the long term.
Next, HR teams will outline company-specific tasks, like evaluating organizational and departmental needs and defining employee roles and responsibilities across teams. Payroll management typically falls within a company’s HR or Payroll departments, making it easier to outline responsibilities and track tasks in a centralized location.
As a result of company and industry-specific requirements and tasks, there’s often some variation in the minimal system requirements for each team. Because of this, each organization will need a system that can gather and secure employee data.
At this point, the organization’s predefined requirements will differentiate between the features employees need and the features employees want. When choosing between the “gotta haves” and the “nice-to-haves”, organizations should consider how the new system and core offerings will improve current company processes and drive growth over time. The greater the value the company will see from a specific module, tool, or add-on feature, the more likely it will be considered a need rather than a want.
Organizations should also consider including e-forms, organizational chart modules, position control capabilities, attendance modules, training and development modules, applicant tracking system, performance management modules, and time-keeping modules in their HRIS package to further enhance productivity and efficiency across the entire organization.
Step 3: Assess Project Criteria
Determining the criteria for the project is the next step. Here are a few criteria to consider:
Budget Constraints: Human resource management system offerings are available at different price points according to different features and levels of functionality. To choose the best-fit system for your organization, you must create a budget for the new system.
Time Constraints: Organizations must assess any specific time constraints, like other projects competing on the HR calendar, employee availability, or company downtime for holidays or other events. Other important annual events like open enrollment and employee performance assessments can also limit the availability and bandwidth of HR teams to handle the full HRIS implementation process.
Technological Constraints: Specific technological restrictions, like hardware requirements or system prerequisites, must also be considered. The HR department should consult with IT to gather essential data regarding an organization’s technical limitations.
A few important questions to ask internal teams and key stakeholders include:
- Does your company have the server space and support services to manage a new software product?
- Do you have the necessary IT and HR staff and availability to maintain a product on all company servers?
- Should you consider using a remote-access solution housed on vendor servers?
Organizations typically don’t require internal IT support add-ons or additional server costs when using a remotely hosted system or an application service provider (ASP), as ASPs require smaller charges up-front.
Step 4: Evaluating Packages with Project Criteria
To assess the capabilities and constraints of the HRIS systems offered, HR should create an initial spreadsheet or document that can be accessed and shared across multiple organizational teams. After that, HR teams can compare the software specifications and vendor pricing information to the guidelines placed on pricing and minimal requirements.
The vendors and goods that will be evaluated can be placed at the top of the spreadsheet, and the individual needs and requirements can be provided on the left-hand side.
An example of a set of specifications and measurements might look like:
- Payroll system integration (or combination HR/payroll package)
- Performance management
- Attendance tracking and time-keeping
- Reporting capabilities
- Applicant tracking capabilities
- Employee self-service
- Pay and job history
- Benefits management
- Electronic form processing
- Training requirements
- Annual support
- Training management
- Implementation agenda
- Total costs
- Return on Investment (ROI)
- Hardware needs
Step 5: Choosing Project Teams
At this point, the HR team should have multiple proposed software packages that meet their unique needs. Internal HR staff and company executives should now assemble a project team that covers tasks across the entire organization, not just the HR department.
The project team will vary from company to company, but the team should include members from these departments:
- IT
- HR
- Compensation
- Payroll/accounting/finance
- Training
- Recruiting
- Performance management
- Operations
Step 6: Request for Proposal (RFP)
From the software packages initially chosen, organizations should provide a detailed RFP outlining bids for the project or business. The RFP should include information about the organization and project specifications, and companies should provide RFPs to multiple vendors to ensure their specific needs are met, no matter what.
Step 7: Demonstration and Evaluation
After receiving a response to the RFP, internal HR teams can the vendors they will outline and present a demonstration. This would be the time for project team members to ask questions and explore all aspects of the software to finalize requirements and ensure needs are actually met
Step 8: Making the Decision
Finally, the project team should evaluate the service shown during the demonstration.
When a few final candidates are left, HR teams should arrange for onsite interviews. A list of current customers using the product should be available from the finalist providers. Once all requirements, specifications, and criteria are outlined, HR teams choose the best-fit HRIS software system.
Top HRIS Vendors
Here are some of the top HRIS Payroll vendors you can choose from:
Interested in learning more about any of these solutions? Contact us today!
- Workday: Workday’s HRIS solution is appropriate for businesses of any size and in all business areas and industry sectors. The platform delivers comprehensive features for payroll, analytics, planning, talent, and human resources management to improve user and administrative experiences and drive future growth.
- UKG/UltiPro: UltiPro (UKG Pro) simplifies and streamlines HR processes and improves workforce management by providing a wide range of payroll, HR, talent management, and employee self-service capabilities. Because of UltiPro’s user-friendly interface, customization tools, and scalability, it can be used by businesses of all sizes and industries. Core UKG Pro features and functionalities can be changed based on the organization’s unique subscription plan and configuration choices.
- SAP Success Factors: SAP SuccessFactors is a cloud-based HRIS software offering for businesses of any size. Users can monitor project updates, recruiting information, and other core human resources initiatives while on the go and leverage advanced functionality and a user-friendly interface to complete tasks quickly and easily.
- Infor: Infor’s robust suite of cloud-based software solutions gives employees the resources they need to simplify operations and improve user experiences. With Infor’s innovative approach to HRIS management, advanced but user-friendly technology replaces tedious processes, systems, and workflows. Infor’s HRIS solutions equip HR teams with the resources they need to connect their people, operations, and business goals to create more value for everyone.
Advantages of Surety Systems
Our team at Surety Systems is committed to assembling a team of consultants that best fits your project needs, not just to give you the most convenient option we can find. Our senior-level consultants have the technical and functional expertise and experience you need to be successful with any project and make the most of your technological investment.
Here are some key advantages of choosing Surety Systems over other consulting firms…
Time-and-Materials Services
Our consultants work on a time-and-materials basis, meaning you only pay for the hours worked rather than getting tied down with additional costs and fees. Say goodbye to unnecessary overhead and project management fees and hello to only paying for the hours worked.
Your Project, On Your Terms
Our consulting team knows that maintaining project budgets, meeting time constraints, and optimizing functionality is possible only with the best tools, people, and resources. That’s why we keep your needs at the top of our priority list and ensure your project is completed on your own terms!
Better Turnaround Times
Our consultants understand that when an urgent project need occurs, you may not always have enough time to hire a full-time employee or the bandwidth to manage the project internally.
We guarantee quicker turnaround times to ensure project requirements are satisfied quickly and effectively without sacrificing the quality of the consultant or their work in the process.
How Can Our HRIS Consultants Help?
1) Implementation Help
Managing an implementation process can be overwhelming without the right team or resources for the job.
But, with the help of our consultants, your organization can properly plan the steps for a successful implementation, create effective project teams, and optimize implementation processes from beginning to end.
2) Post Go-Live Support
Our support surpasses your implementation’s Go-Live date, offering post-implementation, enhancement, and upgrade support whenever and wherever you need it.
Our team of senior-level consultants realizes that support for HRIS software continues long after your Go-Live date. We offer personalized consulting services that provide the resources needed to complete tasks and enhance the functionality of your existing solutions, no matter what.
3) Integration Support
Integrating your software solution systems with other systems can improve your organization’s functionality, productivity, and engagement.
Too often, internal teams need to help understand all the steps needed to successfully integrate teams and systems. Surety’s expert consultants can help your organization optimize HRIS Payroll capabilities by seamlessly integrating new and existing systems and providing additional support for internal teams.
5) Employee Training
You’ve implemented your new set of solutions; now what?
Our consultants are your employees’ biggest advocates. We offer additional training support to ensure your internal employees understand your new solutions and can operate them independently once we’re gone.
6) Day-to-Day Support
After your Go-Live date has passed and your team has finished setting up their new HRIS software, additional work will still be needed to maintain the system’s peak performance and ensure needs are met over time.
Surety can help with everything from managing optimization efforts to adding new users to your internal system, utilizing new HRIS features more effectively, and performing maintenance checks to ensure all your applications function properly.
Contact Us
Ready to learn more about HRIS Payroll systems or where our team of experienced HRIS consultants can come in to help? Contact us today!
