Employee Experience

HRIS Requirements Checklist | UPDATED

4 Mins read

An HRIS is the basis of your HR technology. Hence, you need to select it thoughtfully based on your organization’s requirements. Here is our suggested HRIS requirements checklist to assist you in finding the correct vendor.

I am convinced that nothing we do is more important than hiring and developing people. At the end of the day, you bet on people, not on strategies.
Lawrence Bossidy

Before digging in, let’s remember what an HRIS (Human Resources Information System) or HRMS (Human Resources Management System) is.
In simple words, it’s a system that integrates HR activities and information technology, the process of which enables data processing, tracking, and management of human resources, payroll, and accounting. 

It concentrates all HR data and facilitates your working process. This is why you should first understand what your organization wants and then choose the right requirements for your HRIS.

Check the complete HRIS requirements checklist updated that we picked up for you.

HRIS requirements checklist


Employee information management

This is mostly used to store employee information, to track and report them.
It helps the HR department to support employees during the decision-making process.

What does employee information include?

  •  Employee Records and Database
  •  Employee Self-Service Portal
  •  Job History
  •  Salary History
  •  Disciplinary History
  •  Insurance Plans
  •  Banking and Tax Details
  •  Time Off Used and Accrued

Financial/Payroll management

An HRIS’s main priority is to ensure that your employees are paid correctly and also that correct accounting records are maintained.

Main payroll/financial features are:

  • Payroll
  • Overtime calculation
  • Automatic deductions
  • Salary administration and history
  • Commissions and bonuses, rewards (check our Top 10 Funny Employee Awards)
  • Banking and tax information
  • Incentive management

Benefits management

Workforce benefits management is a fundamental component of any HRMS solution.

What are the key points:

  • Insurances
  • PTO (personal time off or paid time off)
  • Travel compensation
  • Retirement plans
  • Employee wellness programs

Allowing employees to enroll in benefits through HRM reduces errors and unnecessary effort.


Compliance is a requirement in the HRIS system that can take two aspects. Primarily, it must enforce compliance with local and national labor legislation and requirements. Moreover, in European companies, your HRIS must comply with the General Data Protection Regulation (GDPR rules)’s for processing employee data.

An HRIS can be set up to send notifications for reporting deadlines and when regulatory changes require action.

  • Employee eligibility
  • Payroll/tax compliance and reporting
  • GDPR
  • ISO standards
  • EEO adherence
  • Company-specific compliance tracking/management

Learning & Professional Development

Your employee training, learning, and personnel development programs can all be integrated with an HRIS. This is particularly useful for businesses that need licenses and certifications. It also allows you to generate reports for talent inventories and succession planning.

  • Professional Certification Management 
  • Learning Course Administration
  • Test and Training Customization
  • Content Standardization
  • Performance Management
  • Multimedia Learning Materials

Time & attendance management

Payroll and benefits administration software allows you to track time and attendance to better align with your organization’s personnel needs and optimize operations.

  •  Clock In/Out
  •  Time Reporting
  •  Time Tracking
  •  Project Billing
  •  Overtime Tracking
  •  Workforce Scheduling
  •  Paid Time Off (PTO)
  •  Absence Management
  •  Biometrics
  •  Holidays Calendar

Recruiting & onboarding features

Using an HRIS will improve your full hiring process. 
Each feature has its key points․
How does the process go?


  • Job postings
  • Social media integration
  • Online applications 
  • Applicant tracking system (or integration)
  • Auto-response
  • Pre-screening of candidates
  • Employment offer letters


  • Pre-employment preparation
  • Completion of paperless employee records with e-signature 
  • Instruction on essential information
  • Introduction of company and key personnel
  • Legal compliance

Considered HRIS requierments checklist elements

Consider the following functionality factors in your vendor recruitment process once you’ve cut down your list of vendors:

Capabilities For Integration

It reduces the time-consuming double-entry of information because data is always synchronized being shown in real-time. If you alter an employee’s wage rate in the payroll system, for instance, it will be updated in all other relevant records.

Self-service For Employees

Because most employees are accustomed to working in a digital environment, they prefer to complete processes themselves and have quick access to the information and answers they demand. Keep in mind that clean, user-friendly designs will be appreciated by your staff.

Importing And Exporting data

It is more efficient to be able to import and export information from one place to another. It will be significantly less time-consuming than manual input if you can load your new HRIS with as much current data as possible from other resources.

Data Protection

Not only should the system be sophisticated enough to prevent hackers, but it should also ensure that each user only has the authority to see or edit the information to which they are allowed. That is why a system that allows for various levels of access is required.

Cybersecurity must be prioritized from the start of the deployment process. Then, maintain stringent security measures and procedures to keep your employees’ data safe.

Once you’ve got acquainted with the HRIS requirements checklist, the next steps are the following:

HRIS Selection
HRIS Implementation
HRIS Vendor Evaluation
HRIS Questionnaire

Each step has its tools to use to achieve a maximum suitable HRI system for your business model and employees:

HRIS Implementation Checklist
HRIS Selection Criteria
HRIS Vendor Evaluation Checklist
HRIS Questionnaire Samples

How to choose the right HRIS?

Choosing the best HRIS with the help of an HRIS requirements checklist is a huge challenge, and it all comes down to your business’s financial needs and budget. It’s also necessary to weigh the pros and cons of several possibilities before making a decision.

During selecting your HRIS, simply follow these steps:

Understand your company’s requirements and long-term goals

Put together a group of HR staff, IT specialists, managers, decision-makers to construct an HR system requirements checklist.
They will help you understand the perspectives and achieve the creation of the HR system that meets the above-mentioned requirements. Carry out research on reliable HR software providers who offer packages with the features you require while staying within your budget.

What do we have as a conclusion?

All companies and organizations require a human resource management system to maintain employee information in an accessible location, manage time, participate in hiring processes, and manage financial and insurance information.
Many firms require advanced learning solutions and financial capabilities in addition to the fundamental HR elements.
One of the first steps in acquiring a new HRM system is to evaluate your company’s needs. It’s much easier to choose (and eliminate) vendor possibilities once you’ve defined what you need. 

And remember, the companies that keep pace with the time and embrace technologies are the most successful in this competitive business reality.

Did our HRIS requirements checklist help you make a decision?
Have you already implemented HRIS in your company?
What is the difference between before and after the system implementation?
Share the article on social media and tell us about your experience!

Further Reading

Digital Employee Experience
The Law of Attrition
Leadership Credo
HR Value Chain Model
Horizontal Job Loading

15 posts

About author
Content Writer at Employee Experience Magazine
Related posts
Employee Experience

Impacts of the EU Corporate Sustainability Reporting Directive (CSRD) on HR

2 Mins read
The European Union’s Corporate Sustainability Reporting Directive (CSRD) has ushered in a new era of accountability and transparency.
Employee Experience

Addressing the Toll of Workplace Incivility: Organizational Culture

3 Mins read
Many organizations continue to grapple with workplace incivility, which undermines efforts to create positive work environments.
Employee Experience

Effective Work Delegation: Strategies for Managers

3 Mins read
Managers often find themselves overwhelmed with responsibilities – learning the art of work delegation can be a game-changer.
Get a selection of the best & newest articles straight to your inbox.


Subscribing to Employee Experience Magazine provides you with exclusive insights and updates from the world of EX. Be the first to get the updates and exclusive stories and offers.