HRIS and LMS Integration: Everything You Need to Know

What Is HRIS?

Human Resources Information System (HRIS) is a software solution for managing employees’ information and HR functions.

What Is HRIS and LMS Integration?

An HRIS and LMS integration integrates HRIS software and a Learning Management System (LMS). It centralizes the HR and training operations in a unified platform to automate and track employee training progress.

Benefits of HRIS Integration:

• Improved productivity
  Eliminates repetitive tasks through automation and streamlines all the HR processes.
• More accurate data
  Ensures all employee information, training records, and other data are updated and accurate.
• Reduced costs
  Automating manual HR processes saves labor and indirect costs associated with errors, fines, and violations.
• Improved employee engagement
  Employees can access their employment data anytime without relying on HR.
• Increased compliance
  Makes all employee data readily available for audits and automates policy updates to improve compliance.
• Improved decision-making
  Access to granular reports helps HR forecast better and make informed decisions.

Steps for Successful HRIS LMS Integration:

• Assess organizational needs
  Determine how HRIS integration with LMS can help companies achieve their training goals.
• Research available systems
  Compare the features, functionalities, and pricing of the HRIS LMS systems.
• Create a plan
  Create a comprehensive plan for HRIS LMS integration, which includes the timeline and resources available for integration.
• Establish communication
  Ensure regular communication between all stakeholders on the project’s progress.
• Set up user accounts
  Set up the user accounts to authenticate user identities and provide access to only authorized users.
• Test the system
  Test all the features and functionalities to ensure the integrated system functions as expected.
• Monitor performance
  Track the performance of the integrated systems and make necessary adjustments to optimize them.

Challenges of HRIS and LMS Integration:

• Lack of skills
  There are not enough skilled people to do the HRIS and LMS integrations.
• Lack of training
  Employees have not been trained adequately on using and optimizing the full potential of this integration.
• Staff resistance
  Employees fear losing jobs due to process automation and are thus hesitant to integrate HRIS and LMS.
• Poor quality data
  Sometimes, the integration could make the data inconsistent and non-standardized and impact business decision-making.
• Data security concerns
  An unstable HRIS and LMS integration could expose the company to security risks.

Key Considerations for HRIS and LMS Integration:

• Objectives and goals
  Determine how the integration will address the HR and training needs.
• Data integration
  Ensure the integration allows seamless data exchange between the two systems.
• System security
  Ensure security measures like data encryption and user authentication are not compromised during integration.
• System compatibility
  Check if both systems are compatible with each other and seamlessly share data.
• User interfaces
  The UI should be user-friendly and enable users to use the integrated system easily.
• Technical resources
  Ensure adequate knowledge resources and IT support staff are available to manage and maintain integrations.
• Training
  Ensure all the users are adequately trained on using the integrated systems.
• Testing and quality assurance
  Test the integrated systems to ensure it’s working effectively.

How To Approach HRIS Integration?:

• Define your goals
  Discuss with stakeholders how HRIS integration will benefit the company.
• Plan sufficiently
  List all the challenges you could face during integration to plan in advance.
• Manage change in your company
  Prepare the employees for the transition by providing them with training.
• Set aside the necessary resources
  Determine the time, cost, and people required to execute the integration.
• Carefully study the API vendors
  Evaluate all the API vendors on their track record and the support offered throughout the process.
• Prepare the data for integration
  Ensure the data is accurate, standardized, and clean before starting integration.
• Integrate your HR tools
  Integrate the existing HR tools like payroll systems, LMS, and performance management systems with HRIS.
• Test the new integrations
  Ensure the integrations are correctly configured, and the errors are quickly fixed before they escalate.
• Organize on-demand support
  Provide on-demand support to all the users using the new system and address their queries quickly.

Tips To Ensure Smooth HRIS and LMS Integration:

• Find champions
  Find employees who understand HRIS and LMS integration and can steer the project to success.
• Develop a communication plan
  Communicate the progress to all stakeholders regularly and promptly address all their concerns.
• Provide training
  Train the users to use the integrated system and troubleshoot issues when they arise.
• Perform audits
  Conduct regular audits to prevent inconsistencies in data.
• Measure metrics
  Monitor the integrated system regularly for issues and assess if it’s functioning as expected.

Advantages of Integrating HRIS with LMS:

• Improved employee engagement
  Aids in customizing training based on employee skills and performance.
• Automated processes
  Eliminates redundancy and errors in HR and training processes through automation.
• Streamlined data management
  Helps in maintaining and managing employee data efficiently.
• Improved compliance
  Reduces compliance-related risks by frequently recording and updating all the data.
• Cost savings
  Reduces labor costs and costs due to errors.

Final Thoughts

The HRIS integration with LMS will help companies enhance the e-learning experience and streamline the HR and learning and development processes. Contact us to schedule a free demo on HRIS and LMS integration.

GyrusAim is a full-suite enterprise learning management system that received an overall rating of 94% from the users of eLearning Industry community members.

FAQs

1. What is the difference between HRIS and ERP?
   ERP unifies and integrates all aspects of a business, while HRIS manages employee data and automates HR management. ERP is for the entire organization, while HRIS focuses on the HR department.
2. What degree is needed for HRIS?
   The candidate must hold a bachelor’s degree in computer science, information technology, or human resources.
3. What makes a good HRIS system?
   A good HRIS system will automate and streamline all the HR processes, store employee data in a centralized location, and helps in adhering to compliance.
4. What are the five most popular applications of an HRIS?
   The five most popular applications of an HRIS are payroll management, workforce management, talent management, benefits administration, and employee self-service portal.