blog/assessing-automation-usage-in-your-hris

2024-12-12

Automation within Human Resource Information Systems (HRIS) can transform HR operations, boosting efficiency, reducing errors, and enabling strategic decision-making.

But how can you tell if you're leveraging your HRIS automation capabilities to their fullest potential?

7 Steps to Improve HRIS Automation

1. Benchmark Your Current Automation Usage

Begin with an internal audit of your HRIS using these critical metrics:

• Automation Coverage: Identify the HR processes currently automated, such as payroll, benefits administration, and onboarding.

• Manual Touchpoints: Count processes still requiring manual intervention. Aim for less than 20% manual processes in a modern HRIS implementation (PwC, 2023).

• Error Rates: Track error occurrences in automated processes. Best-in-class companies report error rates below 1% in automated payroll systems (Deloitte, 2023).

Consider using audit templates or external consultants for deeper insights. Regular audits can help you preempt system issues and enhance process automation over time.

2. Compare Against Industry Standards

Create a visual map of your HR workflows, focusing on:

• Automation Gaps: Identify steps where manual inputs can be eliminated.

• Bottlenecks: Highlight tasks causing delays.

• Data Flows: Ensure seamless data sharing across modules (e.g., time tracking to payroll).

Use tools like Lucidchart or Microsoft Visio for clarity. Involve cross-functional teams to ensure all critical processes are mapped accurately.

3. Conduct a Process Mapping Exercise

Create a visual map of your HR workflows, identifying:

• Automation Gaps: Look for steps where manual inputs can be eliminated.

• Bottlenecks: Identify tasks causing delays.

• Data Flows: Ensure seamless data sharing across modules (e.g., time tracking to payroll).

Use process mapping tools like Lucidchart or Microsoft Visio for clarity.

Use process mapping tools like Lucidchart or Microsoft Visio for clarity. Involve cross-functional teams to ensure all critical processes are captured accurately.

4. Evaluate System Integrations

A well-integrated HRIS maximizes automation potential. Assess:

• Integration Coverage: Ensure your HRIS connects with other key systems like accounting, project management, and CRM platforms.

• Data Sync Frequency: Automate real-time data syncing where feasible.

Consult your IT team or vendor about integration capabilities. Custom API development can expand options if standard connectors are unavailable.

5. Survey Key Stakeholders

Regular feedback helps uncover overlooked automation opportunities. Survey:

• HR Staff: Ask about time-consuming tasks.

• Employees: Check if self-service options meet their needs.

• Managers: Assess how automation supports decision-making.

Consider conducting anonymous surveys for honest responses. Follow up on survey results with targeted improvement initiatives.

6. Use an Automation Maturity Model

Apply a recognized maturity model like Gartner’s HRIS Automation Framework.

Key stages include:

• Initial: Few automated processes, high manual workload.

• Developing: Core HR functions automated but not fully integrated.

• Advanced: Integrated, scalable automation with predictive analytics.

Conduct annual assessments to set automation goals and create a roadmap for continuous improvement.

7. Conduct Regular System Reviews

Schedule quarterly or annual reviews with your HRIS provider. Discuss:

• New Features: Explore recently released automation tools.

• Customizations: Consider custom scripts or API enhancements.

• Training Needs: Ensure staff are up-to-date on new automation capabilities.

Document system review findings and create action plans. Consider involving both internal teams and external consultants.

Key Takeaways

Maximizing HRIS automation requires ongoing assessment and proactive improvements.

Following the above steps and using the relevant benchmarks can ensure your HRIS remains a strategic asset that drives operational excellence and business growth.