What is a human resource information system (HRIS)?
A human resource information system (HRIS) simplifies and unifies HR tasks, giving teams the tools and insights they need to support employees, streamline operations, and shape company culture.
Every employee’s story is comprised of a series of important fragments – complex and unique data sets that grow and evolve over time. A human resource information system moves those stories out of filing drawers and disconnected spreadsheets and into a streamlined digital space. It automates once-manual tasks like payroll, attendance, and benefits management, transforming scattered data into clear, insightful, and instantly accessible employee profiles. For HR teams, this means fewer headaches, fewer errors, and the confidence to act on valuable data insights.
HRIS meaning and definition
An HRIS (human resources information system) is a set of software tools that automate the processing, maintenance, and management of employees and their information.
HRIS system features
Every organization’s needs are a little different. But most HRIS platforms are built around a similar set of capabilities – designed to make HR more connected, less manual, and easier to scale. Here’s a closer look at the core functions you’ll usually find in an HRIS:
Records management
Provides centralized and secure employee data management using advanced cloud-based infrastructure. HR teams can store, update, and access detailed employee profiles, all while maintaining data integrity, compliance, and accessibility across locations.
Payroll processing
Simplifies complex payroll calculations and compensation tasks using automated workflows and cloud technology. This supports timely salary processing, accommodates diverse pay structures, and ensures compliance with tax and employment regulations.
Benefits administration
Uses AI-driven automation to manage health and retirement plans, wellness programs, and more. Employees can enroll, manage, and adjust their benefits through intuitive cloud-based portals. This lowers your admin workload and boosts employee satisfaction.
Attendance tracking
Streamlines performance reviews and talent assessments using AI-powered tools. Managers can track individual and team performance metrics, identify skill gaps, or recommend development plans. Predictive insights foster ongoing employee engagement.
Benefits administration
Offers mobile and cloud technologies to ensure accurate attendance tracking and time-off request management. Employees can submit requests, while HR teams can benefit from automated tracking, integrated absence reporting, and smoother approvals.
Reporting and analytics
Turns complex data sets into actionable HR insights. Teams can make use of powerful reporting tools to monitor workforce trends, identify opportunities for improvement – and leverage AI to predict outcomes and support more confident strategizing.
HRIS vs. HRMS vs. HCM
While these terms all relate to how businesses manage and support their people, there are some subtle but significant differences between them:
- HRIS (human resource information system)
This is the basic functional component of the HR department where you find the core administrative processes of HR. It’s the system that houses essential employee data and supports functions like payroll, benefits, compliance tracking, and record keeping. - HRMS (human resource management system)
In addition to core HR functions, HRMS platforms often include more robust modules for hiring, onboarding, performance reviews, and training. The distinction is increasingly blurry as some vendors call their system an HRIS even if it includes HRMS features, but in general, HRMS refers to a broader, more integrated suite. - HCM (human capital management)
Human capital management is the umbrella under which the other two terms reside. It includes their functions, but within a wider context, which includes the wider goals of HR, such as talent recruitment, workforce planning, company workforce culture and values, and aligning its efforts with overall company goals.
Benefits of an HRIS system
Within the modern workplace, both culture and technology are changing at a rapid pace. Today’s best businesses are realizing several benefits from implementing a powerful cloud HRIS:
Enhanced HR efficiency
Routine HR asks, such as updating records, can be streamlined and automated. This means less time spent on repetitive admin and more time for work that really moves the needle.
Improved accuracy
Manual data entry and disconnected systems can both lead to errors. A centralized HRIS keeps records clean and consistent, helping you avoid costly mistakes and compliance issues.
Greater employee convenience
Employees can view pay slips, request time off, and manage benefits via dashboards. This reduces admin tasks and keeps them informed about their time, pay, and benefit status.
Easier compliance and reduced risk
Built-in compliance tools and audit trails give you good visibility to stay on top of potential labor law or labor agreement issues. Reports and documentation are readily accessible when needed.
Data-driven HR decision-making
Real-time reports can be customized and quickly produced for everything from turnover rates and time-to-hire to position vacancy data. This level of accuracy helps eliminate guesswork and speculation.
Scalable HR operations
Whether you’re expanding into new regions, adding new departments and product lines, or merging teams after an acquisition, a cloud-based HRIS gives you the flexibility to scale quickly.
HRIS: Emerging trends in HRIS systems and tools
Dominant among these changes is, of course, the advent of AI and its many technologies – from deep data analysis and generative AI interfaces such as chatbots, to agentic AI capable of executing data-driven decisions autonomously. AI is enabling today’s systems to become smarter, more connected, and more attuned to people and performance.
Here are a few of the biggest trends shaping the next generation of HRIS solutions:
- Enhanced predictive analytics for workforce planning
Companies are increasingly leveraging their HRIS data alongside other business data to find connections between HR metrics and business outcomes (for example, linking employee engagement scores with customer satisfaction or sales performance). - Cloud-based, mobile-first experiences
The continued shift to remote and hybrid work also means HRIS tools are critical for connecting distributed teams. Features like mobile push notifications for approvals or chatbot interfaces for quick updates are becoming standard. - Increased emphasis on employee experience
There’s a growing trend of incorporating engagement tools into the system. By weaving in features such as monitors, surveys, and feedback modules, modern HRIS platforms help employers keep a finger on the pulse of employee sentiment and foster a positive workplace culture. - Enhancement of compliance management capabilities
Workforces have become more fluid and dynamic. They’ll handle changing labor agreements and multi-country regulations more easily, letting companies manage a a global workforce on one platform while complying with local requirements.
Conclusion
Managing people is one of the most complex, high-stakes responsibilities any organization takes on. An HRIS doesn’t replace that human effort – but it does give it structure, clarity, and the space to grow. By unifying data, streamlining processes, and making information easier to access and act on, a modern HRIS transforms HR from a support function into a strategic engine. It frees HR teams from the grind of paperwork and lets them focus on what matters most: supporting people, shaping culture, and driving the organization forward.
See how Infor’s cloud-based, AI-powered HRIS system can help you improve HR efficiency, decision-making, and compliance.
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