HRIS is what? Function core BUSINESSES, which need investment in information systems, personnel management?

In the context of human resource management is increasingly complex, many business organizations are to find out information about HRIS what is to find the optimal solution. If ago the personnel management is mainly based on paper records or Excel table, is present, the business faced with a data volume of more reporting needs faster and requires transparency, higher precision.

Information system of personnel management (HRIS – Human Resource Information System) was created to solve these challenges. This is not just software, administrative support, but also the platform to help businesses improve the efficiency of management, save operating costs and improve the experience of employees. The same Lac Viet Computing find out details in this article.

1. HRIS is what? Concept – How it works

1.1. HRIS is what?

HRIS (Human Resource Information System) or also known as information systems management, personnel management, is a technology platform to help businesses store, manage, analyze the entire hr data on a centralized system. Instead of having to record sporadically in many places, HRIS allows business administration from personal information, timekeeping, payroll, benefits, training, performance reviews,... all on a single platform.

Important points of HRIS is located in the digitization and automation of hr processes help reduce errors manually, increase the processor speed.

For example, a company has 500 employees usually take dozens of hours every month to synthetic timesheets and payroll in Excel. With HRIS system, the entire process can be automated, synchronized data from the timesheets to payroll, save up to 60-70% of the time compared to traditional methods

Other than the operating personnel using Excel or paper records, HRIS system allows for data connection in real time. This helps the hr department significantly offloads the work, limiting the errors in the profession as important as timekeeping, and payroll.

1.2. HRIS works like?

HRIS systems operate based on 2 main pillars: process automation and centralized data. This helps the business not only manage information better, but also reduce the risk of errors in the entire chain service personnel.

HRIS collect, store hr data in real time

When employees are clocking (through face scanner, GPS, phone app), data will immediately be recorded and synchronized into the system. Therefore, personnel department do not need to enter data manually each table, each shift, each overtime as before.

This has special significance for business, manufacturing, retail, or have the pattern shifts, complex.

Data stream is connected across between the profession

One of the critical value of the HRIS system is the data to be linked in a closed process:

Recruitment → profile → attendance → payroll → Tax – insurance → benefits → report

This mechanism helps businesses:

• No longer have to enter go to re-enter information multiple times.
• To limit errors when converting data between the parts.
• Easy access to history and evidence data when needed for screening.

To better visualize, can take the example from payroll process:

1. Employee attendance FaceID → HRIS system recorded hours of on – going real-time.
2. Shift is system defined automatically apply the correct rules of overtime or shift changes.
3. Synthesis system for the end of the month → auto-switch to module payroll.
4. HRIS apply the formula for calculating the salary: salary day, pay overtime, allowances, deductions, insurance, personal income tax.
5. The hr department just check back instead and reviewing craft.

1.3 distinguish HRIS – HRM – HRMS to avoid confusion

To find out the solutions, hr software, many businesses easy to confuse between the concept of HRIS, HRMS and HRM. Though all related to human resource management, but each system have the scope, function, the level of matching different. Understanding the difference will help businesses choose the right solution, avoid investing in the wrong direction or cost for the non-essential features.

In Vietnam, most businesses are looking for HRIS because most urgent need remains: standardized personnel records, reduce errors, timekeeping, and payroll, to increase transparency.

2. The core functionality of the HRIS system for business

One of the most common questions of the organizations and enterprises are to find out information about HRIS, what is main is: “HRIS System can do what?”. In fact, information systems, personnel management not only helps to manage records that also embraces the entire life cycle of hr, from recruitment, attendance, paid to training and development. More importantly, each function can bring real value markedly for business to help save time, reduce errors and improve the experience of employees.

2.1 profile Management personnel

Instead of storing paper records or an Excel file, discrete, HRIS allows businesses to manage the entire focus of the employee information: background, contract, work processes, diplomas and certificates. The search and lookup quickly become at the same time, data security is also ensured over.

With hris system, businesses can easily control the lifecycle personnel from entering work until the holiday, avoid misplaced information.

2.2 attendance Management & shift work

Information system personnel directly integrated with the timekeeper or mobile apps, to help businesses automate the recorded work time. With the industry has peculiarities shifts, such as retail, manufacturing, HRIS allows to sort, ca flexibility, limiting confusion.

2.3 Management wages & benefits

Payroll is always professional, sensitive, easily cause conflict if flaws. HRIS helps automate the process of payroll, including overtime, holidays, allowances, deductions. In addition, the system also manage benefits such as insurance, holiday bonus, employee support, transparent clear. Business not only saves effort for the hr department but also increase the confidence of employees.

2.4 Recruitment & integration (Onboarding)

Information system management support, business registration information, recruiting management, resume tracking the interview process on a single platform. As the successful candidate, HRIS continue to support process integration: the account level, training rules, monitoring your work. Thanks to that, the enterprise shorten the time of recruitment, help new employees integrate faster.

2.5 Training & development

HRIS allows construction business management training programs from registered courses, track progress to evaluate the results. Employees can sign up right course, while management easily track capacity planning and roadmap development. Here are important factors to retain talent, particularly in the context of labor competition increasingly fierce.

2.6 performance Evaluation & KPI

A HRIS system modern not only data storage, but also to support effective evaluation work. Businesses can set up KPIS, track progress and feedback in real-time. Thanks to data transparency, the fair assessment more objective, creating incentives for staff development efforts.

2.7 reporting & analysis for hr data

Hr data scatter that many managers have difficulty when making decisions. HRIS remedy this by providing automated reporting intuitive: the ratio of the holiday, personnel costs, performance according to departments. The business can rely on this data to resource planning, forecasting recruitment needs and build long-term strategies. This is step changed from “management personnel” to “human resource management” based on the data.

In summary, the core functions of information system personnel not merely administrative management, but also create long-term value: improve productivity, reduce costs and increase satisfaction of employees. This is the reason increasingly more businesses choosing to invest in information systems management personnel as HRIS to companion in strategic sustainable development.

3. Benefits when businesses use information systems hr HRIS

With respect to the organizations and enterprises are to find out information about HRIS, what is the biggest question is not only “this system is doing anything” which is “business will get back what value when investing in HRIS?”. In fact, information systems, personnel management not only help simplify the administrative work that also created the strategic benefits, help businesses enhance operational efficiency, cost reduction and sustainable development.

• Increase efficiency of personnel management: One of the values most pronounced of HRIS is to help hr departments reduce the load of manual work. Processes such as recordkeeping, general timekeeping, payroll, tracking, insurance is automated. This helps hr professionals to spend more time for strategic initiatives such as developing talent or mounted employees.
• Ensure transparency precision: The professional personnel such as payroll, tax, insurance, always sensitive to complaints if there are errors. HRIS system helps sync attendance data, shift work, allowances and deductions to ensure accurate calculations. Employees can actively lookup information, payroll, or benefits through self-service portal, thanks to that confidence boost transparency in the organization.
• Save long-term costs: although business needs initial investment to deploy information systems, human resource management, but in the long run, HRIS help save significant costs. Business to reduce dependence on printing papers, human resources, administrative limit the cost incurred from errors manually.
• Enhance the experience of employees: In the work environment, modern experience staff are elements retain motivation. HRIS provides hr portal online, allowing our staff to research payroll, registration, vacation, join training courses, or update personal profile that does not depend on hr department. This creates convenience, increase cohesion and enhance the satisfaction.
• Support strategic decisions: Not only in administrative management, HRIS also provide reports analyzing hr data in an intuitive way. Business leaders can track the rate of the holiday, personnel costs by departments, or forecast recruitment needs in the future. This is an important basis for strategic decisions, especially in the context of business needs based on the data (data-driven) to compete.

In summary, the benefits when businesses use information systems personnel, not just stopping at save time costs, but also opens the possibility of raising experience, staff and support, strategic planning, human resources. This is the reason HRIS increasingly becoming the platform key in the strategic transformation of hr of the modern enterprise.

4. Any business should implement HRIS?

One of the most common questions of business to learn about HRIS is: “the Scale as we need HRIS system or not?”. Actual deployment needs does not depend only on the number of employees that depend on the level of complexity of the shift, the level of scatter about the place of work, the frequency fluctuations in hr, pressure operation up room HR.

4..1. Business under 100 hr

In small businesses, especially startup or DN is the expansion phase, a common problem is:

• Hr data scattered in multiple Excel files in different
• There is no standardization of records, shifts, vacation
• The person in charge of personnel, part-time role so prone to errors
• Each pay period takes more time to scrutinize

Why should implement HRIS at this stage?

• Save time and money: small Businesses can reduce 30% of the time administrative processing when switching from Excel to automatic system (source: 
• Reduces errors in payroll timekeeping: When an error attendance can lead to disputes, payroll, HRIS system eliminates errors due to input manually.
• Easy expansion as your business grows: A HRIS system form cloud will suit small BUSINESSES because of its low cost, does not require investment in infrastructure, ease of deployment, no need for IT team operated.

Value gives small business

• Standardized processes right from the start, avoid disturbances in the data when the company raised
• Save operating costs, HR thanks less dependent on manpower craft
• To increase transparency to create trust for employees

This is the best stage to begin the transition of personnel, avoid “fire” when the system is too complicated after this.

4..2. Business from 100 to 500 hr

Group average business often has the characteristics stand out:

• There are many parts, which makes them different
• Appearance shifts, complex, increasing the ca according to the production demand, or seasonal
• There are from 2 to many establishments or branches
• Volume profile, public – wage, big error occurred hr
• Employee percentage increase/decrease monthly (turnover) higher small business

Why is this group so need HRIS?

• Management shifts – overtime accurate automatic: Continued use Excel at the scale of 100 to 500 people can make room HR fall into overload.
• Manage multi branch: When a business has multiple working points, distributed data easily lead to discrepancies and complaints. HRIS system data synchronization, real-time, helping the leader has the overall look.
• Reduce workload, improve performance room HR Instead of spending 80% of the time for the “run data”, HR can focus on training and retaining talent, or analysis personnel.

Values bring medium business

• Risk reduction due to process complexity
• Maintain accuracy even when the scale increases
• Speed handle – salary from a few days to a few hours
• Improve transparency and help to reduce internal dispute

This is the stage that needs to deploy HRIS system becomes “mandatory” instead of just “should have”.

4..3. Business 500+ personnel or corporations

In large-scale problem personnel not only is management – salary, which was to operate an entire ecosystem with thousands of data points every day.

The common characteristic:

• Food policy is complex: many kinds of allowances, KPIS, bonus, commission
• The scale of lead to block a huge amount of data
• Requires high security
• Many systems operate in parallel (ERP, CRM, manufacturing...) need to synchronize
• Requires legal compliance at a high level

Reasons HRIS became the foundation required

• The ability to customize the depth of systems integration, large corporations need HRIS can be integrated with ERP, attendance system, dedicated software, accounting or production system. HRIS system on-premise or hybrid is often chosen to meet the requirements of security and custom.
• Management, benefits, taxes, insurance at a large scale Just a little mistake on insurance records or PIT may also affect hundreds of people.
• Big data needs analysis capabilities, advanced reporting crafts, can not meet the needs analysis of fluctuations in personnel costs, the rate of absenteeism or performance team. This is why corporations priority HRIS system can HR Analytics.

Values bring big business

• Standardizing processes and entire system
• Increase the ability to control data across multiple facilities
• Decision support using data (data-driven)
• Strengthen the policy, legal compliance
• Enhance operational efficiency, reduce staffing costs long-term

In scale over 500 employees, HRIS not only help to “better manage” which became the foundation strategy in resource management business.

5. Route deploy HRIS system in business

The implementation of a HRIS system is not just installed the software which is the process of conversion of comprehensive in human resource management. Under the perspective of hr professionals – salary, route below is designed for the business can clearly visualize each step, limiting the risk, optimal deployment time.

Step 1. Determine needs, scope

This is the most important step deciding the operational efficiency HRIS.

Instead of selecting software follow the trend, businesses need to start from the real problems of his own:

• Business is in trouble now? Timekeeping? Salary calculator? Storage profile? Distribution ca?
• HRIS system should serve the scale, how many hr? There is need to expand in the future?
• The business, any mandatory to automation?
• Certain parts will directly use? Hr? Financial? Production management?

Actual benefits businesses receive when clearly identified needs

• Avoid wasting the investment cost on unnecessary features.
• Easily choose the platform HRIS fit.
• Optimal deployment time because not edited many times.

Step 2. Standardized hr data

Before putting the data into the HRIS system, business required to standardize existing data.

These data need to standardize most popular

• Personnel information: name, employee code, departments, titles, CONTRACTS.
• Record attendance – shift – work schedule.
• Salary – allowances – tax – insurance.
• Internal regulations of benefits, reward and sanction mechanism.

Why standardized data important?

• Reduce errors when converted to the HRIS system.
• Ensure reporting hr, payroll, timekeeping accuracy right from the date of commissioning.
• Avoid shortage – wrong – duplicate data, which is the cause of conflict between departments.

Step .3. Choose HRIS vendors fit

Evaluation criteria supplier

• Have experience in implementing HRIS for businesses similar in size and domain.
• Platform HRIS ease of use for employees, even the less tech-savvy.
• Full support of the hr: profile, timekeeping, payroll, benefits, tax – insurance.
• Scalable, customized according to the particular business.
• Have a team of support after deployment specialists.

Enterprise value received when choosing the right platform HRIS

• Shorten deployment time.
• Reduce conversion costs, maintenance later.
• Minimize the change of the system when the extended enterprise.

Step 4. Test – training – commissioning official

Stage testing (UAT – User Acceptance Test)

• Running test each module: records, timekeeping, payroll, benefits.
• Test data input – processing – export reports in accordance with the actual process.
• Identify the error or the inappropriate before deploying wide.

User training

• Training for HR departments, C&B, accounting, management, direct employees.
• Construction documentation internally to reduce dependence on suppliers.

Official operation

• Start applying HRIS on the whole business.
• Track feedback 30 – 60 days.
• Optimal constant according to the actual operation.

6. Selection criteria HRIS suitable for business

Understanding HRIS what is new is just the beginning, what's more important for the organizations and enterprises are to find out information about HRIS is how to choose an information system management personnel in accordance with actual needs. As practice shows, many businesses deploy HRIS but not effective as expected, the cause often comes from choosing the wrong solution or have not yet thoroughly evaluate the factors necessary before investing.

6.1 flexibility, scalability according to the scale

Every business has its own peculiarities of hr processes. A HRIS system should preferably sufficiently flexible to customize according to current demand at the same time have the ability to expand as business grows. For example, a startup company might just HRIS to manage, timekeeping, and payroll, but when extended to up to thousands of hr systems need to meet more needs for recruitment, training, and data analysis.

6.2 the Ability to integrate with other software

Modern businesses often use multiple systems at the same time as ERP accounting software (financial management – accounting), CRM manager (customer relationship). An information system human resource management effective to easily integrate with the platform to create data flow consistency, reduce data entry, duplicate limit errors.

6.3 user-friendly interface, easy to use

One of the reasons HRIS failure when deploying staff is difficult to use. Therefore, the system should have user-friendly interface, intuitive, easy to manipulate, even with people not tech-savvy. When employees are able to lookup the salary, registration sabbatical or update records on the system without recourse to the hr department, operational efficiency will increase significantly.

6.4 data security personnel

Hr data is sensitive assets, including personal information, contracts, income and the welfare regime. A HRIS system should have high security standards to meet the legal regulations on safety data. In addition, the possibility of clear access help ensure that each person only see the information related to his role. Here are factors to help businesses peace of mind when moving from a management manual to digitize.

6.5 service support, maintenance, upgrades

Deploy HRIS't just buy the software, which is also the long-term operating the same provider. Businesses need to weigh the unit has policies to support dedicated, trained staff, fully committed to product upgrades according to the new trend. This helps the system operate steady, always in accordance with the changing needs of the organization.

In summary, when choosing information systems personnel, businesses need to put yourself in the place of actual users, at the same time to the development in the future. A HRIS suitable not only solve needs, current management, but also create a platform to optimized business processes, cost savings and improve experience staff in the long term.

7. Human resource management comprehensive system with Lac Viet SureHCS HRM

In the context of business increasingly important to effective hr management and experience staff, the applications information systems hrm (HRIS) no longer is the trend that has become necessities. A modern system not only helps to reduce manual work but also provides accurate data to leadership a quick decision in a timely manner.

Lac Viet SureHCS HRM is solution hr management comprehensivedeveloped with a target business in the transition number. Different from many management software resources just focus on attendance or payroll, SureHCS HRM covers the entire life cycle from recruitment, integration, development, to retain motivation for employees. The system not only plays the role as “management tool” which is also a platform strategy to help businesses build strong team, increase engagement and optimize operating costs.

Highlights SureHCS HRM located in the ability to integrate, flexible, personalization experience staff.Business can be both standardized management process has just creating space for staff to feel is of interest, recognition and development.

CONVERT THE NUMBER OF PERSONNEL WITH COMPREHENSIVE LAC VIET SUREHCS HRM

LV SureHCS HRM is the solution in hrm comprehensive (HRM) is developed by Lac Viet from 1998, now serves more than 1,000 businesses in Vietnam with international standards such as CMMI Level 3, ISO 9001:2015 and ISO 27001:2013. Platform help of optimized every aspect from recruitment to employment, improve the experience of staff and effective management of resources.

Feature highlights:

• Candidate Pool AI + AI Resume: automatic dissection CV any format, search for suitable candidates instant, a 70% increase quality, reduce recruitment time significantly 
• Timekeeping software – payroll – C&B auto: integrated benefits, overtime, insurance, export report, payslip correct for business scale up to 10,000 employees 
• Experience hr – wallet reward – ranking behavior – survey periodically: internal management, honor, mounted staff in real time.
• Assessment and capacity development: KPI/OKR flexibility, feedback 360°, the proposed route train personalization according to the evaluation results 
• Internal training & LMS integrated AI: learning anytime, anywhere, content management, multi-modal with personalization from AI 
• Dashboard BI + AI Advisor: real-time reports, suggestions leadership decisions based on data resources.

AI INTEGRATION ACCELERATES DIGITAL TRANSFORMATION OF HUMAN RESOURCES

Lac Viet has officially launched The 3 AI assistant hr deeply integrated into the LV SureHCS including LV-AI.Docs, LV‑AI.Resume and LV‑AI.Help to automate the task administration, standardized data enhanced experience personnel

• LV‑AI.Docs: automatic dissection transfer data from documents such as CCCD, windows, SOCIAL insurance, by level of digital records, standardized
• LV‑AI.Resume: analysis of CV auto, construction, candidate profile, find people with the right criteria by prompt intelligent data mining candidate pool efficiency
• LV‑AI.Help: chatbot internal support, answer questions HR 24/7 access form process quick contextual user

TYPICAL CUSTOMERS DEPLOYING LV SUREHCS HRM

• Coca-Cola Vietnam: System deployment LV SureHCS to digitize comprehensive human resource management group has standardized the data, the optimal operating HR according to international model.
• Textile company Success (TCM): Application LV SureHCS to manage hr, payroll, benefits, timekeeping and capacity profile for nearly 5,000 employees across 5 areas of activity – from textiles and fashion to real estate.
• Total company air Port, Vietnam (ACV): Choose to trust LV SureHCS to operate the system large-scale personnel with over 10,000 employees, 24 subdivisions, solved the problem of complex business of modeling state-owned companies.

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WHAT DO BUSINESSES GET WHEN DEPLOYING LAC VIET SUREHCS SOFTWARE?

• Comprehensive solutions from A‑Z cover the entire process of HR from recruitment, profile, attendance, payroll, benefits, training, reviews, experience staff
• Highly customizable & flexible connection to suit any scale, industry, easy to connect with ERP, finance, office of chemical
• Save cost & performance enhancement help to lose 40-60% of the cost of operating personnel, retain talent, improve the work efficiency

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CONTACT INFORMATION:

• Hotline: 0901 555 063
• Email: surehcs@lacviet.com.vn | Website: https://www.surehcs.com/
• Office address: 23 Nguyen Thi Huynh, Phu Nhuan, ho chi minh CITY.CITY

An information system hr (HRIS) will effectively help to optimize processes, reduce errors and cost savings, the most important is to enhance the experience staff. In the context of competitive personnel increasingly harshly, understanding deep HRIS what is and invest in information systems, human resource management is the main step is necessary for enterprises to retain talent, at the same time sustainable development in the long term.