HRIS Solutions

Who this is for

• Organizations past the point where HR can be run from spreadsheets, typically somewhere above fifty staff, and always once there are multiple locations.
• Employers with statutory obligations that carry penalties for getting them wrong, where payroll, leave and statutory returns have to reconcile.
• HR teams spending their month on administration rather than on people, where leave balances are queried by email and answered by hand.
• Organizations with distributed or field staff who cannot walk to the HR office and currently have no self-service at all.

What an HRIS deployment covers

The configuration follows your HR policy. Where the policy is ambiguous, and leave policy usually is, the deployment forces that ambiguity into the open.

• Employee records, organizational structure and reporting lines as the single authoritative source.
• Leave types, accrual rules, carry-over and approval routing, configured to your policy rather than to a default.
• Employee self-service so staff check balances, submit requests and update their own details without going through HR.
• Payroll and statutory deduction configuration where payroll is in scope, aligned to current rates.
• Onboarding and offboarding checklists, including the access and asset steps that are normally forgotten.
• Reporting for HR, for management and for statutory returns.

How the engagement runs

1. 1

   Policy and data review

   We read the HR policy and look at the current employee data. Both usually need work, and knowing that at the start avoids configuring against a moving target.

2. 2

   Configuration

   Structure, leave rules, workflows and self-service are configured and tested against real cases from the last cycle.

3. 3

   Data migration

   Employee records, balances and history are loaded and reconciled. Balances are where errors surface, so they are reconciled explicitly rather than trusted.

4. 4

   Parallel run

   Where payroll is in scope, at least one cycle runs in parallel with the existing process before cutover. This is not optional.

5. 5

   Launch and adoption

   Self-service is opened to staff with clear communication, because an HRIS that staff do not log into leaves HR doing the same work with an extra system.

What you need in place

• A current HR policy, particularly for leave. Accrual, carry-over and pro-rating rules have to be decided precisely before they can be configured.
• Employee data in a reconcilable state. Migrating inaccurate leave balances transfers a dispute into a new system and gives it authority.
• A decision on payroll scope, whether payroll moves with the HRIS or stays where it is and integrates.
• Management support for self-service. The efficiency comes from staff doing things themselves, which requires them to be told to.

Working with Sibasi on HRIS

New to this category? What is an HR information system?, a buyer's guide to what the category is, what to look for and how to compare options, whoever you end up choosing.