Make Your HRIS Work for You!

March 22, 2017

Written by: Stephanie Tuegel 

Many companies turn to an HRIS for a couple of fundamental reasons – they need a place to store their employee information and a way to process payroll.  However, there are many other ways that you can make your HRIS work for you, and provide strategic value to both the employee and employer.  Here are a few ways the HRIS can work for you.

1. Education

Many systems allow for education tracking.  This feature is highly under-utilized, but can bring great value to the employer who takes the time to leverage this feature.  How? Systems can provide a location/field for an employee or employer to upload their educational data, including level of education and degrees obtained.  If used correctly and consistently, this can prove to be invaluable.

If you’ve ever needed to run a census report based on educational levels, or hire for a certain position internally which required a specific area of study, having this information readily available is useful and can save time.  If employers attach a required educational level to a job posting, and you have that information in your system within your current employee database, you may be able to search for an internal candidate prior to using time and resources to source external candidates.

2. Licenses & Certification

With this feature, you’re able to upload different types of licenses into a specific area in your HRIS to help ensure compliance and qualifications for different positions. Does a particular position require a CDL, Chauffeur, or standard Driver’s license to be maintained? The system will allow you to enter this information as well as copies of licenses and expiration dates.  This data can be tracked and reported on for many reasons.

For example, in an industrial setting there may be a need to track OSHA certifications, trainings on different machines, safety training, and other topics.  When this data is readily available in one location, it assists in reporting and compliance efficiency.  Additionally, when an employee leaves the organization and HR is searching for a replacement, they can look at the employee’s record to see what type of licenses and certifications may be relevant for the incumbent.

3. Reporting and maintaining organizational certifications

Some industries require organizations to maintain specific certifications. In medical organizations, there are commissions which require the most up to date licensure and certification requirements.

For example, for a healthcare organization to maintain its accreditation with the Joint Commission of Healthcare Organizations (JCAHO), all employees must have all licenses and certifications active and non-expired.  One major benefit of an HRIS is the ability to pull reports on any upcoming expirations, like an employer would need for JCAHO reporting.  This allows the employer to stay ahead of the ball on those upcoming certifications and avoid a lapse or revocation of important certifications.

4. Learning & Development

Organizations thrive on the ability to train and promote from within.  By monitoring areas such as attendance, learning and development, and employee reviews in the HRIS, the employer has a wealth of information and documentation for any future promotions or demotions.  This information, if current, could save the employer from claims of discrimination and risk. By having a wealth of information available in one area that is only accessible by those with proper security, you’ve created an internal paper trail and can potentially save the organization time and resources from having to search outside of the organization.

5. Performance Management

Many systems can accept document uploads including performance reviews, disciplinary actions, awards, and notes that may be currently tracked on paper or other file types.  Additionally, the HRIS allows for electronic reviews and performance management tracking.  The system can show dates of performance reviews, review ratings, and any other commentary relevant to the situation.  The performance management tools within an HRIS are major assets to an HR team.  Not only do employers benefit from the vast wealth of knowledge and reports available in their system, but employees benefit as well.  They can see their personnel files at the touch of a few buttons.  A motivated employee with hopes of advancement, will use all the weapons in their arsenal to help them stand out as an excellent candidate and have appropriate supportive documents available when asking for a raise or promotion.

Ask yourself these questions and do an internal risk assessment – Is my organization using our HRIS to the fullest?  Is there something I handle manually that could be streamlined using my system?  Is my organization at risk for lack of documentation?  How can I improve my processes and protect my organization?

HRchitect has over two decades of experience optimizing all Human Capital Management (HCM) technology including your HRIS, and can help ensure your organization’s HRIS is working for you. An optimization will increase the efficiency of the HR technology and enhance your investment. In addition, HRchitect is a full-service HCM technology consulting firm that can help you with strategy around your entire portfolio of HCM technology, evaluate/select new or replacement systems, implementation, change management, and more.


Stephanie Tuegel

About Stephanie Tuegel, PHR, SHRM-CP

Stephanie is a Senior  Consultant at HRchitect. Stephanie specializes in guiding clients through implementation of HRIS and payroll systems.