What to consider when selecting and implementing a HRIS

Implementing a HR system can bring numerous benefits to any organisation. A HRIS (Human Resource Information System) not only saves valuable time on administrative tasks like annual leave management but also improves employee engagement, reporting accuracy, and compliance with data regulations. By centralising HR processes, a well-chosen HRIS can transform your HR function from reactive to strategic, empowering teams to focus on initiatives that drive business growth.
But what factors should you consider to allow for a streamlined HR system implementation?

Why Should You Implement an HRIS?

Before diving into the how, it’s worth clarifying the why. Adopting an HRIS isn’t just about digitising paperwork; it’s about unlocking efficiencies and insights that benefit the entire organisation. Key advantages include:

1. Time and Cost Savings: Automating repetitive tasks like payroll changes, leave approvals, and document management reduces manual errors and frees HR teams to focus on strategic priorities.
2. Improved Decision-Making: Real-time access to workforce analytics; such as turnover trends, training gaps or, diversity metrics, enables data-driven strategies.
3. Enhanced Employee Experience: Self-service portals allow staff to update personal details, request leave, or access payslips independently, fostering transparency and reducing administrative bottlenecks.
4. Scalability and Compliance: Cloud-based systems grow with your business, ensuring adherence to evolving UK employment laws (e.g., GDPR, right-to-work checks) without costly IT upgrades.

For HR teams juggling administrative duties and strategic goals, an HRIS acts as a force multiplier, streamlining operations while positioning HR as a key driver of organisational success.

Before you begin this process, it is vital to consider the essential and desirable criteria of what your organisation and key stakeholders are looking for in a HRIS. Whether you are currently operating a paper-based HR administrative process or are using a HR system that isn’t fit for purpose; each organisation will vary in terms of what they are hoping to achieve by implementing a HR system. With a world of HRIS systems to navigate, there will be a HR software package available to meet majority of your requirements.

Key HRIS features usually include the ability to:

• Upload company handbook and company policies
• Store all confidential employee documents with read requirement
• Track and manage employee annual leave entitlement and TOIL with the option for employee self-service
• Log employee data and training records
• Produce and create data reporting for HR and leadership teams
• Be mobile app enabled
• Company communications and engagement
• Additional integration modules range from recruitment, payroll or rota enabled

Selecting a HRIS system

What Is the First Step in the HRIS Decision-Making Process?

The journey begins with a clear understanding of your organisation’s needs. Before evaluating software, conduct an internal audit to answer:

• What pain points are we solving? (e.g. inefficient leave tracking, disjointed employee records etc…)
• Who will use the system? Involve stakeholders from HR, IT, finance, and leadership to align priorities.
• What’s our budget? Consider upfront costs (licensing, implementation) and long-term expenses (training & support etc…).

This collaborative assessment ensures the chosen HRIS addresses your businesses challenges; For example, a mid-sized UK retailer might prioritise integration with existing payroll software, while a tech startup may value mobile-first design for remote teams.

Your Organisation’s Criteria

With objectives defined, outline essential and desirable features. Most HRIS platforms offer modular packages, so focus on must-haves first:

• Core HR Management: Secure document storage, leave management, and employee self-service.
• Reporting Tools: Customisable dashboards for tracking attendance, turnover, or training completion.
• Scalability: Flexibility to add modules (e.g., recruitment, performance management) as needs evolve.
• UK Compliance: Built-in templates for employment contracts, GDPR-compliant data handling, and automatic updates for legislative changes.

While advanced analytics or AI-driven insights might be tempting, start with fundamentals. Many providers offer tiered pricing, allowing you to upgrade later.

Implementing a HRIS System

Structure: A Phased Approach to Implementation

Stage 1: HRIS Selection

With a rapidly growing market of human resource information software’s available, researching and selecting a HR system that mirrors your requirements is key.
Research providers that align with your criteria. Shortlist 3–5 vendors and request demos to assess usability. Key questions include:

• How intuitive is the interface for non-technical users?
• Does the system integrate with our existing tools (e.g. accounting software)?
• What training and support are included post-implementation?

Stage 2: HRIS Implementation Checklist

This includes the collection and cleansing of employee data and working closely with the chosen HRIS provider to configure the system to meet your needs.

A successful rollout hinges on meticulous planning. Follow this roadmap:

1. Data Migration: Cleanse existing employee records (e.g., contracts, training history) to avoid.
2. Configuration: Tailor workflows (e.g., leave approval chains) to match your policies.
3. Testing: Conduct user acceptance testing (UAT) with a pilot group to catch glitches.
4. Training: Offer hands-on sessions for HR staff and line managers and create “how-to” guides for employees.

Stage 3: Communication and Training

It’s crucial to ensure the correct communication, training and support is provided across your organisation to ensure early adoption of your HR system.

Announce the HRIS launch through multiple channels (emails, team meetings etc…). Highlight benefits like faster leave approvals or easier access to payslips. Assign “HRIS champions” in each department to drive adoption and gather feedback.

Choosing a HR Software Company

Selecting the right partner is as critical as the software itself. Evaluate vendors based on:

• Industry Experience: Do they specialise in your sector (e.g., healthcare, retail)? Case studies and client testimonials offer insights.
• Support Offerings: Ensure 24/7 helpdesk availability & support, especially during payroll cycles or year-end reporting.
• Data Security: Verify ISO certifications and encryption protocols to protect sensitive employee data.
• Total Cost of Ownership: Look beyond subscription fees and factor in implementation, training, and future upgrades.

The Data: Laying the Foundation

It is never too early to start collating employee and HR data together, especially if this is currently stored in a paper-based way. Whether that’s company handbooks, employee contracts, annual leave requests, TOIL management, training logs, or an updated list of who is the allocated health and safety officer, fire warden, first aider etc…. the list goes on!

For the implementation of the HR system to aid in the efficiency of your business, it’s essential that all uploaded data is accurate. Consider the following:

• Where is your employee data currently stored?
• How easy is it to gather this data together?
• How can this be transferred to your chosen HR system?
• How accurate is your data?

Begin collating employee records early, especially if transitioning from paper-based systems and audit:

• Completeness: Are all contracts, right-to-work documents, and training certificates accounted for?
• Accuracy: Correct outdated job titles, line manager assignments, or leave balances.

Cloud-based HRIS platforms often provide templates for data imports, but clean, organised files speed up migration.

Timescales: Setting Realistic Expectations

When selecting and implementing a HRIS, agree a proposed timescale for the HR system project to be completed. Be sure to take into account your day-to-day business activities and the internal resource available to support an effective HR system implementation. Depending on factors such as the requirements of your HR software, how many employees you have and how intricate you require the HR system to be, a complete HRIS project may have a timescale of anywhere between from 8 weeks – 6 months. Don’t forget to pencil in the test group stage and training for your line managers. Remember to factor in:

• Data Readiness: Messy records? Add extra time for cleansing.
• Internal Bandwidth: Ensure HR and IT teams have capacity to support the project.
• Go-Live Date: Avoid peak periods (e.g. holiday seasons) when staff availability is low.

Employee Engagement: Winning Hearts and Minds

Employees wary of change need reassurance. Communicate:

• “What’s in it for me?” Emphasise self-service benefits (e.g., submitting leave via an app).
• Transparency: Share timelines and provide progress updates to build anticipation.

To allow for your selected and implemented HR software to be of value to your organisation, it’s important to gain employee engagement from the start. Whether you have 10 or 10,000 employees, be transparent about the purpose of the HRIS and how this updated HRIS will benefit them. Developing a communication plan will support the change process. This includes communicating why you are implementing or changing HR systems as well as a clear date of when the newly selected and implemented HRIS will be rolled out.

When considering the selection and implementation of a HR software, it is important to listen and engage your key stakeholders throughout every stage. Your HR team, line managers and employees will be using the human resource information software frequently. Therefore, it is important that it is fit for purpose and easy to use.

As HR software specialists, we have supported numerous organisations across a variety of sectors in the selection and implementation of a HRIS. Our latest HRIS case study explores the positive impact the HR software has had for one of our clients.

If you require support, recommendations and guidance on implementing a HRIS in your organisation, please don’t hesitate to get in touch with our team who can also offer additional HR support.