Quadrant Alpha Technology Solutions, Inc.

How to Properly Implement HRIS to Your Growing Business?


It is proven that running a business is not easy. It requires time and money. Having multiple tasks at hand can be very stressful, more specifically administrative tasks such as keeping track of your employees’ data, handling compliance, and running payroll.

One of the things that can help you get through it is your organizational skill – setting up a system of records. Just imagine this: You own a company with 10 employees, with a small company, it is still possible to handle your employee’s records if you do not have automation in place and primarily rely on a paper-based system to track manual records. Few years down the road, your business has evolved with 100 employees and is still growing by hiring and adding more staff to your pool. Can you just imagine the extra load of work that your HR personnel needs to do? Inefficiency is what’s going to happen. So, what can you do to address this issue?

Today, technology has noticeably changed our lives. For the most part, technology had made our lives better, easier, and lighter. For the past few years, the demand for Human Resource Information Systems (HRIS) in the Philippines has been increasing at a steady pace. In a recent report published by Market Analysis shows that the market of HRIS is expected to have a compound annual growth rate (CAGR) of 2.4% between 2017-2022, reaching 9.2 billion by the end of the period.

HRIS is a business software that is used for encoding data, tracking personnel information of an organization’s human resources (HR) management that aids in the payroll and bookkeeping functions of the company. HRIS is the master employee record source from which you can extract and utilize data.

But how do you implement HRIS properly to your growing business? If you are planning to use it for your business, you need to focus on five important aspects so that you can make sure that you are implementing this software application successfully.

  1. Give users enough time to become familiar. Time and money plays a vital role in the success of HRIS implementation. Sadly, many companies focused only on one aspect – the cost of HRIS. Most companies have taken for granted the time that they need to allocate for their staff to become familiar with the system that they are trying to implement to make business operations more efficient and smooth. With this, the adoption level of their staff with the system is very poor which has a great impact on its efficiency. So, don’t just invest your money. Invest enough time for your staff to get accustomed to the system.
  1. Understand the changed process. They say the only constant thing in this world is change. And with the advancement in technology, change is really inevitable. If your company is trying to rollout HRIS, you need your staff members to understand the impact of the changes that you intend to implement. HRIS implementation involves re-engineering existing human resource processes and this means your staff needs to adjust to how they conduct their business. If you fail to let them understand the changes that you plan to implement, it could result in their resistance to the implementation. The only ways to prevent this problem is by explaining the changed processes and define new roles and responsibilities of your staff. It would be best and effective if your company can conduct workshop before rolling out your new system. 
  1. Make sure that legacy data is of high quality. Human Resource is an organizational function that deals with employees and issues related to them such as compensation, hiring, performance management, and training. That’s why Human Resource department is expected to keep all data confidential. While your company intends to implement HRIS, you need to also keep in mind that whatever existing data you have will be migrated to the new system properly and accurately. When in the process of software development, it is best to test the data thoroughly before moving it from your existing application to your HRIS. By doing so, you are trying to avoid any mishaps or errors. 
  1. Roll out the new system in phases. Most HRIS software solutions have advanced capabilities, which make the implementation even more complicated. The best way to roll out the new system to your staff is to do it in phases. By doing the phased implementation, it enables your staff to get used to the new system gradually that can result in better adoption levels. Moreover, you can use the lessons that you have encountered after each phase to ensure that the remaining phases of the implementation are executed smoothly and properly. 
  1. Provide training to end-users. Implementing something new requires training for those who are affected by the system change. You cannot expect someone to learn everything just by reading the manual. One must undergo a proper training in order for them to adapt to the changes that you want your company to implement. Some companies conduct a simulation-based e-learning course to train their staff. These simulations allow your staff to watch the steps involved in performing a task, try the system in a guided environment and get used to the new system over the execution.

HRIS software can help you align your HR strategy with your business objectives and help you adapt quickly while building a competent workforce. If you are growing a business, investing with HRIS means investing in your business’ future and its success. Having an HRIS for your business would mean having greater efficiency to your processes while giving you the competitive edge in building an organization that is prepared for what’s in store for your business in the future.

In conclusion, HRIS system goes a long way in enhancing and ensuring efficiency of Human Resource operations. Always remember that a company that always finds the time to invest in an HRIS that fits their mission and values is a company that is serious in investing in its future’s success.