Who should manage your HRIS software: IT or HR? In summary…
- HR professionals are ideally suited to manage an HRIS software platform because of their expertise in HR processes, user experience, and data privacy compliance.
- However, IT teams bring essential technical expertise – ensuring system security, maintenance, and integration with other software solutions.
- Ideally, taking a collaborative approach where HR handles functional aspects and IT manages technical aspects, leverages the strengths of both departments.
There’s little doubt that modern HRIS software is vital for streamlining and enhancing workforce processes. But when it comes to managing an HRIS, should HR or IT be the masters?
In our experience, this question sparks plenty of debates in many organisations – mainly because both departments can play essential roles in the system’s success. On one hand, HR’s the primary user, relying on the system to streamline payroll, performance management and employee data. On the other, IT manages a company’s other tech infrastructure, security and integrations that can keep an HRIS running smoothly – so it makes sense they should have overall control… right?
Both sides have valid arguments as to who should control an organisation’s HRIS software, and finding the right ownership balance is key to maximising an HRIS’s value. But, every business is different and every HRIS implementation is unique. As a result, the answer isn’t always clear-cut, and often depends on the organisation’s structure, priorities and culture.
So, should one department lead with the other’s support? Or is a more collaborative approach the way to go? Let’s find out…
HR as the primary manager
Because HRIS software is fundamentally designed to support core HR functions – like recruitment, onboarding, payroll, performance management, and compliance – your HR department would seem like a natural choice for having overall control because:
They’re the experts in HR processes
HR professionals usually have the best understanding of workforce processes and how to align the system with HR needs. For example, you wouldn’t have a finance manager overseeing marketing strategy, would you? Similarly, the nuances of HR processes, like recruitment workflows, payroll intricacies, or employee engagement metrics, are best understood by HR professionals. They’re equipped to make decisions on configurations, system features, and functionalities that align with the company’s HR strategy and goals.
They’re best placed to measure user experience and engagement
HR teams are more in tune with the user experience – this is vital for employees and managers who interact with the system regularly. Simply put, they just ‘get it’ when it comes to what employees and managers need from an HRIS. They’re the ones who know the pain of awkward processes – like hunting down leave forms or navigating confusing onboarding checklists. This makes them perfectly positioned to manage the user experience and drive improvements, both of which are critical for employee adoption.
They’re compliance and data privacy champions
Lastly, HR teams typically understand the compliance requirements around employee data privacy. This makes them ideally suited to manage access controls, ensure proper handling of personal data and implement protocols for sensitive information. Plus, by having a deep understanding of these requirements, HR can ensure that only the right people have access to sensitive workforce data. This focus on compliance helps build trust with employees and keeps the company in line with legal standards, avoiding potentially costly slip-ups.
Those are the key reasons why your HR team should manage your HRIS software. But what about IT: surely their technical expertise makes them the right choice?
IT as the primary manager
They have the technical and security expertise
First and foremost, IT teams can bring a wealth of technical skills essential for managing the infrastructure, security, and data integration of an HRIS. They can ensure the system is properly maintained, secure and integrated with other workforce software (such as employee rewards, expense management or recruitment platforms) – reducing risks of data breaches and ensuring data integrity. While HR may set the vision of their HRIS software, IT can be vital partners in keeping the engine running – depending on your software.
They can implement system updates and troubleshoot issues
Traditionally, IT teams were the go-to department to handle system updates, troubleshoot technical issues, and ensure an HRIS operated efficiently without disruption. Their support was crucial for maintaining uptime and resolving technical challenges promptly… especially with older-style HRIS systems… but today, things are a little bit different.
Older HRIS platforms, which needed to be installed directly onto company servers, relied heavily on IT support for everything from setup and configuration to maintenance and troubleshooting. Back then, IT teams were the masters, swooping in to fix server issues, perform manual updates, and handle downtime. Now however, with the rise of modern cloud-based HRIS software, things have changed dramatically.
Modern HRIS systems, like Cezanne, are hosted off-site, updated automatically by the provider, and designed to be user-friendly for non-technical teams. Instead of waiting for IT to solve a problem, HR teams can often handle basic configurations, customise workflows and access new features with just a few clicks. If HR encounters a problem they can’t resolve, the HRIS software provider can usually handle and fix it directly, freeing up IT’s time.
What’s the ideal approach?
Both HR and IT teams have a strong claim to being masters of a company’s HRIS software. But ultimately, the best approach combines the strengths of both departments, with HR guiding the functional use of the HRIS and IT helping manage the technical aspects if needed. This means HR can focus on making the system user-friendly and aligned with employee and company needs, while IT ensures the system’s backend is secure, integrated and well-maintained.
It’s worth noting, though, that while the day-to-day running of an HRIS is something an HR team is more than capable of, IT’s involvement can be critical during the initial evaluation of a new HRIS and its implementation. This is because they bring a unique perspective on more technical requirements that HR might overlook, including:
- APIs, data migration capabilities, and overall compatibility with a company’s existing tech stack.
- Assessing security features of the HRIS; from data encryption to access controls, ensuring it meets the company’s standards for protecting sensitive employee information.
- Evaluating whether existing company infrastructure can support the implementation of a new HRIS, and what impact might it have on other critical business systems.
By leveraging the strengths of both HR and IT when choosing your new HRIS, your organisation can ensure it’s not only efficient and secure, but also user-friendly and supportive of your company’s goals long term.
John Hixon
Chief Operating Officer
With over twenty years’ experience under his belt in the HCM Tech industry, Cezanne HR’s Chief Operating Officer John Hixon has been a driving force behind the company’s meteoric rise. From ambitious start-up to one of the leading SaaS HR brands, over the past ten years, John has been instrumental in developing an HRIS platform that brings people and businesses together.
