A Human Resource Information System (HRIS) is a digital platform used by HR departments to collect, store, manage, and analyze employee data. It serves as a central source of truth for important employee records and allows HR professionals to streamline administrative processes, ensure compliance, and make data-driven decisions.
What Does an HRIS Do?
An HRIS is primarily designed to store essential employee data and support core HR operations. Key functions include:
- Storing Personal & Employment Information:
- Full name
- Address
- Date of birth
- Social Security or national ID number
- Employment status (e.g., full-time, part-time, contract)
- Reporting & Analytics:
Generate reports and visualizations to identify trends, track workforce metrics, and support strategic HR planning. - Program Integration:
Many HRIS platforms also incorporate modules for:- Hiring and applicant tracking
- Onboarding new employees
- Payroll and tax processing
- Time and attendance tracking
- Benefits enrollment and administration
- Performance evaluation and reviews
Benefits of Using an HRIS
- Reduces manual paperwork and administrative overhead
- Ensures real-time access to accurate employee data
- Enhances compliance with labor laws and tax requirements
- Supports better decision-making with workforce analytics
- Improves employee experience with self-service access to records
Do You Need an HRIS Certification?
No formal certification is required to use an HRIS. Most HRIS vendors provide built-in training and customer support to help users navigate the platform.
However, earning a certification in HR or HR technology can boost an individual’s career by demonstrating deeper knowledge and commitment to HR best practices.
Popular Certifications Include:
- SHRM Certified Professional (SHRM-CP)
- Human Resource Information Professional (HRIP)
- HRCI Professional in Human Resources (PHR)
- Global Professional in Human Resources (GPHR)
- Certificate in Human Resource Management
HRIS vs. HRMS: What’s the Difference?
The terms HRIS (Human Resource Information System) and HRMS (Human Resource Management System) are often used interchangeably today. However, there are some distinctions in their traditional definitions:
| HRIS | HRMS |
| Focuses on core employee data (e.g., demographics, job titles, tax info) | Expands into broader functions like onboarding, time-off tracking, and performance management |
| Typically more administrative in nature | Typically more strategic and operational |
Most modern HR platforms now combine HRIS and HRMS features into a single solution.
An HRIS is one of the most essential tools for HR teams, enabling them to securely manage employee data, automate core processes, and generate insights for better workforce planning. Whether you're a growing business or a large enterprise, a well-integrated HRIS can improve accuracy, efficiency, and compliance in your HR operations.
