HRIS stands for Human Resource Information System, also known as HRIS system – is increasingly more businesses learn apply. This is an information system resource integrates many functions personnel management into a single platform, helping businesses just to save time, and increase accuracy and ability to make decisions based on data.
In the context of convert numbers are going strong in most areas, personnel administration, no longer the exception. Instead of managing hr information on Excel spreadsheets or paper, discrete, more and more business in Vietnam began to interest in the application of information system resources.
What, specifically, HRIS, what is? Businesses should understand something before deployment? And whether this system is really appropriate to the scale, your trades? This article Lac Viet SureHCS will provide comprehensive information practices to help enterprises are the basis of an assessment of the role of HRIS in strategic human resources development.
1. Overview of HRIS is what?
1.1 definition HRIS a way easy to understand
HRIS is an abbreviation of the phrase Human Resource Information System, translated into English as information systems, human resources. Learn a simple way, HRIS is a software or technology platform that helps businesses collect, store, handle, analyze all the data related to personnel from personal information, process work, timekeeping, payroll to training, performance reviews.
Instead of having to manage in a variety of forms, papers or Excel file discrete system, HRIS centralize all the data on a single platform to help the hr department and leadership have an overview, easier access at the same time to limit errors in the process of information processing.
Many businesses often confuse HRIS with the term as HRMS (Human Resource Management System) or HCM (Human Capital Management). However, can understand simple: HRIS platform is the core focus on data and process administrative personnel, also other systems can expand the features of strategy, personnel or talent management.
1.2 HRIS works like?
To make it easier to visualize, let's see a specific example about the process of onboarding (the new staff) on HRIS system:
- Department recruitment updates information successful candidates up system. This information includes name, number, CCCD, tax code, bank account number...
- The system automatically create employee profiles, assign access rights, send a welcome email with instructions procedure of accession.
- IT department receive notifications, create a company email account-level software work.
- Head of the department receiving the information, training planning, integration, assigned person guide.
- After 1 week, the system sends the survey to evaluate the experience onboarding, simultaneously recorded on the report performance process.
The above process, if done manually can extend to errors. But with HRIS system, all actions are related more can track the status of each step and significantly reduced the processing time. This not only helps the hr department to work more efficiently, but also create impressive, professional, attentive yourself with new employees.
In summary, HRIS, not merely is a software that is a solution overall management help enterprises modernize the work of personnel, improve performance, organization and create a platform for strategic long-term development.
2. Practical benefits of HRIS for business
Investing in an HRIS system not only helps to digitize staffs that more important is to create practical value for businesses at all levels of operation and strategy. Here are the practical benefits that the organizations and enterprises can be achieved when applications information systems, human resources in operations management.
2.1 enhance effective hr management
In an enterprise environment, operational efficiency is vital. With HRIS system, processes such as timekeeping, payroll, approve leave, updating records... are automated processing according to the flow of data consistency. This helps:
- Shorten the processing time of work: For example, a request for leave must previously printed paper, autograph, wait, browser, then this can be completed in just a few clicks.
- Minimize errors manually: Enter the wrong date or the wrong tax code is a common error when working with Excel. HRIS system to minimize this thanks to the regulations are pre-set.
- Easy access to information: Instead of having to record back to paper records, users only need to search by name, employee code or time is right results.
Core value here is to reduce the administrative burden for hr departments save time to focus on the activities to be more strategic.
2.2 Support strategic decisions
Data is a valuable asset if you know how to use it. Information systems human resources not only data storage, but also provide the analysis report helps leaders:
- Understanding fluctuations in hr over time (increase – decrease hr, the rate of quitting by departments...)
- Demand forecasting, recruiting, training, succession based on the performance analysis staff capacity
- Optimal staffing costs from salary structure, welfare policies to allocate budget
Instead of decisions based on feelings, businesses can rely on some data visualization to the right decision – fast – timely, especially in the context of market volatility as fast as today.
2.3 Increased experience staff
One of the reasons why staff left the organization, not because of the salary but because they feel “forgotten” in the operation process cumbersome. With HRIS system, businesses can bring the experience and work more professional thanks to:
- Portal self-service: Employees can actively see the payroll register and vacation, lookup records individuals without through hr.
- High transparency: The request, approval or feedback are recorded on the system. Employees do not have to wait or “track,” is as before.
- Mobile app convenience: Especially useful with business, labour force, working remotely, in the field or multiple branches.
The value here lies not in features which in sense is connected, be active, and be respected in the work environment is great.
2.4 Ensure compliance with legal
For the growing business, compliance with the regulations on labor, insurance, taxes... is a complex problem. System information resources to help businesses:
- Automate record keeping deadlines and format legal requirements (for example, contract, decision maneuver, reviews try the...)
- Associated with the system declared tax – insurance: Thanks to the integrated API or standard data, business easily send periodic reports to the function which do not need to do craft.
- Avoid legal risks: By the save traces the history of work, decided to reward/discipline... system helps protect the business when disputes occur with workers.
In management view, ensuring compliance with not only the obligation but also as a competitive advantage in the long term because it built trust from internal to external partners.
3. The basic components of an HRIS system
A HRIS system not merely as a place to store employee data, but also is the foundation overall management, integration of core processes of hr. Understanding the main components in the system will help businesses visualize more clearly about the possibility of application in fact operate.
3.1. Database hr focus
This is the “heart” of the HRIS system. At this, the entire information related to staff are centralized storage and security, including:
- Personal profile: name, date of birth, ID card number/CCCD, tax code, bank account
- Information contract of employment, the salary, allowances
- History work, process, progression, assessment results capacity
- Education level, professional certificate
- Attendance status insurance, vacation, maternity...
When necessary, information retrieval, HR not to lose time searching for paper records or Excel file ex. A click is a precise data, at the same time help minimize the risk of lost, flaws, or information leakage.
3.2. The distribution function closely associated
Instead of handling each service individually, HRIS system integrated many modules into a process seamless. Some of the important may be mentioned:
- Timesheet salary calculator: the System automatically collect data from a timekeeper or mobile app (for employees business trips/field trips), direct connection with the salary, allowances and deductions. All adjustments on the shifts and vacation are instant updates, to minimize controversy about flaws salary.
- Recruitment: From stitching post, recruitment, records, screening, invited to interview to send the job offer are processed in a flow system.... Managers can track the conversion rate candidates in each round, helping to improve efficiency of recruitment.
- Development training: Management training plan, track progress, attendance, test results, as well as feedback from staff. This is the basis to plan capacity enhancement team.
- Reviews work performance: the System allows to set the criteria KPI or objective according to job position. Tracking the progress evaluation of the results is made objective, transparent, creating incentives for employees and decision support, bonus and salary increase.
Instead of managing each process separately, businesses get an overall view, clear consistency of the entire hr activities. This not only helps to increase the performance, internal, but also enhance the work experience for employees.
3.3. An approval process and reports automatically
In many businesses, the approval process such as leave, advance, transfer internal... usually depends on the email or text paper. With information systems, human resources, every step are digitized, set according to the diagram clear browser:
- Employees submit a request on the system
- Person authorized to receive notice of approval right on the platform
- Results approved to be updated into the profile table, the salary... in real time
In parallel, HRIS system also provides reports automatically, for example:
- The number of personnel each department over time
- The rate of quitting in the last 6 months
- Cost report wage – bonus by month, quarter, year
- Situation training, performance reviews...
Managers do not need to request hr to make crafts each Excel report; instead, can visit the dashboard overview, support timely decision-making efficiency.
4. Any business should implement HRIS?
The deployment of information systems, human resources (HRIS) is not decided reserved for large corporations. In fact, many small and medium enterprises (SME) are also beginning to recognize the need of a HRIS system to solve the difficulties in human resource management routine. So where is the enterprise group should consider implementing this system?
4.1. Business has from 50 hr and above
When the scale personnel exceeds a certain limit, the management using Excel or a form of paper no longer effective. From track days, to browse allowed to update employee records... all processes are potential risks errors or delays if there is no support tool automatically. HRIS system at this time will help the business set the standard process, save time, and improve the experience of staff.
4.2. Business has many branches or working team dispersed
With the company operates multi-point (for example, retail chain stores, business logistic, multi-national corporations...), the management of hr data between the branch problem is not simple. HRIS helps connect data set the policy report quickly help leaders have comprehensive look at effective control over.
4.3. Businesses are digitized or want to enhance management capability internal
If the organization is in the process of transformation number or want to build the machine, modern management, HRIS is a software platform integral. Not only is the tool of administrative management, information systems, human resources is also a stepping stone to business progress to the operations personnel strategies such as performance management, capacity development, staff and planning staff in the long term.
4.4. Business is difficulty in management personnel crafts
A number of expression is usually seen as: delay in browser permits, payroll errors, difficult to access records, employee complains about internal processes... This is the clear indication that the business has the time to a HRIS system to fix the point of congestion, improve efficiency and construction work culture more professional.
5. Selection criteria HRIS system that fit
The selection of an HRIS system that fit should not be based only on the number of features that the more important is the fit with the real needs of business and the ability to expand over time. Here are four important criteria to help organizations take the correct decision:
- Features in accordance with current needs-oriented development: Each business will have different needs: there where priority management attendance – payroll, there are places focus on recruitment and training. A HRIS system should preferably provides a full range of core functions such as record keeping, payroll processing, leave management, performance reviews... at the same time to allow for expansion or upgrade features as your business grows.
- The ability to flexibly customized according to the peculiarities of organization: No two businesses are alike, about the hr process. So HRIS system should allow to set rules, browse, report template, organizational structure, the market data in accordance with the actual operation.
- Easy to use, easy to deploy and can support companion: A parachute system to where it too difficult to use will also be users “ignore”. HRIS should be friendly interface, easy to understand with staff in different departments. In addition, the provider should have a team of deployment, professional services, customer support and after-sales clearly, quickly.
- Ensure security and integration with other systems: hr Data is sensitive data, including personal information, income, capacity assessment. So HRIS system should meet the standard, high security, there is the possibility of access clear. In addition, the system also should easily integrate with accounting software, software, declaration, INSURANCE, ERP, CRM etc. to form an arch synchronous technology.
6. LV SureHCS – System software personnel management integrated comprehensive
In the context of transformation of increasingly become an inevitable trend, businesses are not only looking for a tool to support management personnel, but also the expectation into a total solution to help optimize the entire life cycle from recruitment, integration, records management, timekeeping, payroll to training and development. Understanding this demand, The company shares Information Vietnam has developed LV SureHCS – system management software hr integrated, comprehensive, flexible response according to each particular organization.
LV SureHCS not merely a software management, administrative personnel, which is a system of modern human resource is designed to accompany business throughout the construction process development team. With open structure, the ability to customize flexible deeply integrated with other systems such as accounting, ERP or attendance, LV SureHCS help digitize the entire hr process, standardized data and support decision-making based on accurate data.
CONVERT THE NUMBER OF PERSONNEL WITH COMPREHENSIVE LAC VIET SUREHCS
LV SureHCS is the solution in hrm comprehensive (HRM) is developed by Lac Viet from 1998, now serves more than 1,000 businesses in Vietnam with international standards such as CMMI Level 3, ISO 9001:2015 and ISO 27001:2013. Platform help of optimized every aspect from recruitment to employment, improve the experience of staff and effective management of resources.
Feature highlights:
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- Internal training & LMS integrated AI: learning anytime, anywhere, content management, multi-modal with personalization from AI
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INTEGRATED AI ACCELERATION CONVERTER OF PERSONNEL
Lac Viet has officially launched The 3 AI assistant hr deeply integrated into the LV SureHCS including LV-AI.Docs, LV‑AI.Resume and LV‑AI.Help to automate the task administration, standardized data enhanced experience personnel
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TYPICAL CUSTOMERS ARE DEPLOYING LV SUREHCS
- Coca-Cola Vietnam: System deployment LV SureHCS to digitize comprehensive human resource management group has standardized the data, the optimal operating HR according to international model.
- Textile company Success (TCM): Application LV SureHCS to manage hr, payroll, benefits, timekeeping and capacity profile for nearly 5,000 employees across 5 areas of activity – from textiles and fashion to real estate.
- Total company air Port, Vietnam (ACV): Choose to trust LV SureHCS to operate the system large-scale personnel with over 10,000 employees, 24 subdivisions, solved the problem of complex business of modeling state-owned companies.
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BUSINESS IS WHAT WHEN DEPLOYING SOFTWARE LAC VIET SUREHCS?
- Comprehensive solutions from A‑Z cover the entire process of HR from recruitment, profile, attendance, payroll, benefits, training, reviews, experience staff
- Highly customizable & flexible connection to suit any scale, industry, easy to connect with ERP, finance, office of chemical
- Save cost & performance enhancement help to lose 40-60% of the cost of operating personnel, retain talent, improve the work efficiency
CONTACT INFORMATION:
- Hotline: 0901 555 063
- Email: [email protected] | Website: https://www.surehcs.com/
- Office address: 23 Nguyen Thi Huynh, Phu Nhuan, ho chi minh CITY.CITY
This solution is particularly suitable with Vietnamese business thanks to the ability to meet the legal requirements, regulations, domestic labor and environmental flexible deployment (on-premise or hybrid). With implementation experience for hundreds of businesses in many fields such as manufacturing, finance, retail, logistics..., LV SureHCS has affirmed its position as human resources management solution the “tailor-made” for Vietnamese businesses in the digital era.
