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What is a HR system?

HR systems can be many and varied; in its basic definition a HR system is tool that allows HR information to be stored, processed and reported upon.

From non-automated systems, such as spreadsheets and databases, to automated systems like dedicated HR software solutions; there are many different options to choose from to suit all requirements and budgets.

HR functions that can typically be conducted through HR systems are:

  • Storing and managing employee records
  • Producing a variety of charts and graphs
  • Allowing staff to request their own holidays
  • Drawing up a training needs analysis and managing courses
  • Creating a set recruitment procedure and automating correspondence
  • Maintaining shift plans and viewing real-time attendance records

The problem with using non-automated systems is that it can problematic for multiple people to access the data and report on it simultaneously. There are also issues around protecting sensitive information, so that it is only accessible to staff that it is pertinent to and ensuring that data does not get corrupted.

This is why many people are switching to automated HR systems, as these can contain various log-in areas (for use by both HR staff and individual employees) that have associated permissions.

For instance, within Simply Personnel, the core Personnel, Training and Recruitment Manager modules are designed to be accessed by HR professionals; whilst Employee Self Service and its add-on modules allow any staff member to log-in and request holidays, complete timesheets, see their rotas and much more…

Another plus for automated systems, in particular server-based HR software like ours, is that data is also kept on the organisation’s own server and can therefore be secured in-line with the IT department’s existing policies.

What is a Human Resource Information System or Human Resource Management System?

Although the terms HRIS and HRMS are often used interchangeably to refer to HR software, they are sometimes differentiated, in which case:

  • Human resource information systems (HRIS) means an employee database used for record keeping
  • Human resource management systems (HRMS) refer to those that can perform tasks around training, recruitment and shift allocation.

When separate definitions are used, Simply Personnel would be a HRMS system because it comes with eight modules that allow for many different aspects of HR to be conducted.

These are namely:

  • Personnel Manager
  • In Depth Reporting
  • Employee Self Service
  • Training Manager
  • Recruitment Manager
  • Time and Attendance
  • Timesheets and Expenses
  • Rota & Rostering

An advantage of having this design is that HR professionals can choose the modules they need; reducing the cost but also giving the option for the software to grow and expand along with the businesses’ requirements.

If you would like to find out more about Simply Personnel or take advantage of a free 30 day trial, please do not hesitate to contact us on 0800 783 0322 opt 1 or e-mail

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