The Importance of HRIS Training and Development for Employees

In many organizations today, only 32% of employees actually use human resource information systems (HRIS). Why is that so? The key reason for this is a lack of HRIS training and development.

Even if you buy the most advanced HR software or a world-changing strategy, unless you have a fully trained staff that knows how to make use of it, you won’t get your desired results.

As a business, you need to invest in training your workforce. Your employees should have enough confidence to utilize technology to achieve their targeted ROI.

In this post, we will explore why HRIS training should be a critical part of your organization and how you can implement it in the best way.

What is HRIS?

HRIS is a systematic process for compiling information to make it easily accessible later on. It's a comprehensive term that includes performance evaluation, understanding, and implementation of proper training methods. These systems also help businesses assess the knowledge they impart to the employees.

HRIS doesn’t just store information, but also streamlines workflows, ensures compliance, and gives managers the insights they need to make data-driven decisions.

In business, HRIS is like the driver of your HR software. Starting from data entry and payroll to analytics and reporting, it structures the entire process. This way, you get the most out of your HRIS and increase accuracy and efficiency.

Why Do We Need HRIS in the Workplace? 

HRIS provides you with a set of tools to support the HR team at work. These programs facilitate employee data gathering, storage, access, and analysis. When all of this is available in one place and on autopilot, it handles a majority of HR roles.

Some of the key functions HRIS undertakes are training and development, record keeping, payroll processing, employee benefits and bonuses, time off management, and hiring and onboarding.

It's like the heart or central hub of your HR department, with the only constraint being how well your people are trained to use it.

Thus, HRIS training and development can significantly reduce your turnaround time and manual entry time, ensuring compliance across all functions.

How HRIS Works for Employee Training and Development

Having a single centralized system with HRIS not only reduces the workload and timelines but also structures your entire organization. Let's explore how HRIS can serve as an accessible tool for collecting, storing, and tracking information during employee training. 

Automated Learning and Development

You can easily automate many of the onboarding processes via the HRIS platform. Processes like training the new staff and analyzing their progress can increase the overall efficiency in your organization. 

You can also pair the HRIS with an LMS platform like Coursebox to automate the training, data synchronization, enrolment, and related processes. 

Personalized Learning 

HRIS can help you build personalized learning experiences for employees. The learning program or training program will be tailored to meet their specific needs, goals, and areas of challenge. 

If you are using an LMS platform, you can use its gamification tools as well to encourage employees to self-learn. These tools are also quite helpful in keeping them engaged and committed to the training program.

Performance Analytics

To ensure the training program's success, constant tracking and analysis of participants' progress are necessary. It does not end once the training program is complete; in fact, you will continue to gather valuable data and monitor their progress after the training program.

The HRIS system helps you keep an eye on the learner performance so you can take proactive action where needed. This way, you can minimize the chances of potential issues that can arise later on.

Integration with HR systems

Almost all HRIS systems can be integrated with other platforms to increase work efficiency. Whether it’s an LMS platform or a specific HR system, the HRIS system works best when used in conjunction with the platform. 

At times, different tools can also be used along with the HRIS system to increase its efficiency and also to help you gain data insights. You can integrate Applicant Tracking Systems (ATS), HR Analytics Platforms, Performance Management Tools, and Employee Engagement & Survey Tools with it to get a unified view of your workforce.

Benefits of HRIS Training and Development

There are several benefits to implementing an HRIS training and development system in your workplace.

Needs Assessment

To get any benefit from HRIS in training and development, the first step is to identify the gaps between existing and required skills and assess the competency of the employees. The HRIS system helps you collect and analyze data from various sources, such as employee job descriptions, performance appraisals, and initial interviews.

Once you have this information ready, you can align it with the training and development objectives and the organizational goals. 

Flexible Learning

HRIS provides flexibility in learning. Learners can access a variety of learning materials, such as videos, podcasts, and articles, at their own pace. The system customizes the learning paths for each individual as per their goals and preferences.

This way, you can track their progress and achievements while giving them a flexible learning structure at work.

Feedback

Another benefit of HRIS training and development is that it significantly improves the feedback and analytics. The employees are assessed in real-time during the training and also afterward via quizzes, assignments, and other assessment tools.

This evaluation is done by assessing different metrics like course completion rates, performance improvement, and skill development. You can also integrate and use an LMS tool like Coursebox at this step to perform all this on autopilot.

Best Practices for Implementing HRIS Training and Development

Here is how you can best implement HRIS training and development programs in your workplace:

Conduct Microsessions

Gone are the days of two-hour lectures that everyone forgets a couple of months down the line. Learners now demand short, focused training lessons. 

Short courses are more likely to stick in the minds and help the employees learn on the go. The lessons don't have to be a full-day seminar to be effective. When broken into microsessions, they become a continuous learning experience. This helps learners retain the concept better while getting on with the day's work.

Scenario-based Simulations

The employees are given reality-based simulations to work on. This gives them a real feel of the actual problems that could arise while using the HRIS system in a safe and controlled environment. So while they learn the theory, they also get the practical exposure.

AI Reminders

An AI-driven reminder is like a gentle nudge to help users stay up to date on the training. If anyone is struggling with the training, they are easier to spot, and the training program can then be adapted to their pace and requirements. 

This way, there will be fewer knowledge gaps and everyone will be on their defined learning paths.

Employee Involvement

Employee involvement in HRIS training and development will keep them engaged and help you improve the training program. Make it easy for your workforce to voice their concerns or give general feedback about the training. This way, you can make corrections or changes as needed in real-time, ensuring you stay focused on your end goals.

This will also help them learn how to use the tools and technology effectively and develop hands-on skills in the process.

Wrap Up

Remember, the HRIS system will only work when the people who use it are well-trained. Without training your staff, it's likely to become an obstacle rather than a boost to efficiency and informed decision-making for your organization.

HRIS training and development isn’t just about clicking different tools or finding the information. The training program should be designed to equip your HR team with the skills and confidence to make faster and smarter decisions every day.

The result? Fewer mistakes, happier people, and a strong HR department. This is technology working right and by your side!

FAQs

What is HRIS training and development, and why is it important?

HRIS stands for Human Resource Information System. HRIS training and development is a structured process of teaching the HR team to use this system efficiently to achieve the organization’s goals.

How do I know HRIS training and development is really working in my organization?

The best way to ensure the HRIS training and development is working is to check your help desk. The number of tickets generated indicates how well (or poorly) the system is working. A low number indicates that your employees are doing fast task completion and complaint resolution. This means your training program is effective!

Can an HRIS track employee training and development?

Yes! The HRIS system can record and manage all the training data. It gathers information like participation, completion status of the course, and other performance metrics. It also generates reports to assess the learning outcomes. 

How does an HRIS support learning and development?

HRIS can integrate with LMS systems, such as Coursebox, to centralize and automate training assignments. Coursebox provides personalized learning for all employees and also has a number of gamification tools to keep things interesting. You can also track and monitor each learner's progress on it via its analytics feature.