When organizations go global, they need technological support that can keep up with their growth. And while many tech-savvy companies are already using an Human Resources Information System (HRIS) to avoid the inefficiencies and inaccuracies of paper-and-spreadsheet systems, they may lack the comprehensive features you need for global expansion.
That’s where a global HRIS system comes in—custom made to handle the complexities of global workforce management, they offer a suite of features that can make global growth a far more streamlined process.
In this guide, we’re going to walk you through the in-and-outs of global HRIS systems, what benefits you can expect from using them, and the best global HRIS systems out there for your consideration.
What is an HRIS?
Imagine a centralized hub for all your HR needs, a single source of truth for employee data, and a powerful tool to automate and streamline your HR processes. That’s the essence of an HRIS.
These organizations manage their most valuable asset: their people. It’s a digital command center that brings together various HR functions into a unified system, replacing those cumbersome spreadsheets and paper files with a streamlined, efficient, and data-driven approach.
What are global HRIS systems?
As your organization expands its footprint across borders, managing your international workforce becomes increasingly complex. Different countries have unique labor laws, payroll regulations, tax systems, and cultural norms. This is where a global HRIS system comes into play.
A global HRIS is a sophisticated software solution designed to streamline and automate HR processes for a geographically dispersed workforce. It goes beyond the capabilities of a standard HRIS by incorporating features that address the specific challenges of managing employees across multiple countries. These include:
Localization
A global HRIS supports multiple languages, allowing employees and HR teams in different countries to interact with the system in their preferred language. The system can also handle various currencies, ensuring accurate payroll calculations and payments in each employee’s local currency.
Compliance
A global HRIS incorporates local labor laws, tax regulations, and compliance requirements for each country where you have employees, minimizing the risk of legal issues and penalties. The system stays up-to-date with the ever-changing labor laws and regulations in different countries, ensuring your HR policies and practices remain compliant.
A global HRIS also helps your organization adhere to international data privacy standards, such as GDPR and CCPA, safeguarding employee data and minimizing risks associated with data breaches.
Time zone management
The system can accurately track employee working hours across different time zones, ensuring accurate payroll calculations and compliance with local regulations regarding overtime and working hours. It facilitates scheduling and collaboration across time zones, making it easier for teams to work together effectively.
Data security
A global HRIS stores all employee data in a secure, centralized database, accessible to authorized personnel regardless of their location.
The system employs robust security measures, such as data encryption and access controls, to protect sensitive employee information from unauthorized access and cyber threats.
Integration
A global HRIS integrates with other HR and business systems, such as payroll providers, benefits platforms, and talent management tools. This streamlines data flow and eliminates the need for manual data entry. Many global HRIS solutions offer API access, allowing you to connect with other software and customize the system to your specific needs.
Reporting
A global HRIS system provides comprehensive reporting and analytics capabilities, allowing you to gain insights into your global workforce, track key metrics, and make data-driven decisions.
Generate customized reports based on various criteria, such as location, department, or employee demographics, to understand your workforce better and identify areas for improvement.
HRIS vs Global HRIS
While both HRIS and global HRIS systems aim to streamline HR processes, there are key differences that make a global HRIS essential for companies with a geographically dispersed workforce. Let’s break down the distinctions:
| Feature | HRIS | Global HRIS |
| Focus | Managing employees within a single country or region. | Managing employees across multiple countries with varying labor laws, regulations, and cultural norms. |
| Localization | Limited or no support for multiple languages, currencies, or local regulations. | Supports multiple languages, currencies, and incorporates local labor laws, tax regulations, and compliance requirements for each country where you have employees. |
| Compliance | Primarily focuses on compliance with local labor laws. | Ensures compliance with labor laws, tax regulations, and data privacy standards across all countries where you operate. |
| Time Zone Management | May have limited or no support for tracking time across different time zones. | Accurately tracks employee working hours across different time zones and facilitates scheduling and collaboration across geographical locations. |
| Data Security | Stores employee data securely, but may not have features for international data transfers. | Employs robust security measures to protect employee data, including compliance with international data privacy standards and data localization requirements. |
| Integration | May integrate with local payroll and benefits providers. | Integrates with a wider range of global HR and payroll providers, as well as other business systems, to streamline data flow and support international operations. |
| Reporting | Provides reports and analytics on a local or regional level. | Offers comprehensive reporting and analytics capabilities that provide insights into your global workforce, enabling data-driven decisions for your international operations. |
Benefits of Using a Global HRIS System
As mentioned, investing in a global HRIS can be a game-changer for companies with a geographically dispersed workforce. It’s more than just a software solution; it’s a strategic tool that can streamline your HR operations, improve compliance, and empower your employees across borders.
Enhanced efficiency and productivity
Automation of repetitive tasks: A global HRIS automates time-consuming HR tasks, such as onboarding, payroll processing, benefits administration, and reporting. This frees up your HR team to focus on more strategic initiatives, like talent development and employee engagement.
Streamlined workflows: The system streamlines HR workflows, eliminating manual processes and reducing the need for paperwork. This increases efficiency and accelerates key HR processes.
Centralized data management: A global HRIS system provides a centralized platform for managing employee data, making it easier to access, update, and analyze information. This eliminates data silos and improves data accuracy.
Improved compliance
Staying up-to-date with local laws: A global HRIS system incorporates local labor laws, tax regulations, and compliance requirements for each country where you operate. This minimizes the risk of legal issues and penalties.
Data privacy compliance: The system adheres to international data privacy standards, such as GDPR and CCPA, safeguarding employee data and reducing the risk of data breaches.
Reduced legal and financial risks: By automating compliance processes and ensuring accurate data management, a global HRIS helps mitigate legal and financial risks associated with non-compliance.
Better decision making
Global workforce insights: A global HRIS provides comprehensive reporting and analytics capabilities, allowing you to gain insights into your global workforce, track key metrics, and make data-driven decisions.
Performance analysis: Track employee performance, identify top performers, and analyze trends to improve talent management and development strategies.
Workforce planning: Use data to forecast future workforce needs, identify performance gaps, and plan for international expansion.
Reduce cost
Optimize HR operations: By automating tasks and streamlining workflows, a global HRIS can help you reduce administrative costs and improve the efficiency of your HR department.
Minimize compliance risks: Staying compliant with local labor laws can be expensive. A global HRIS helps you avoid costly penalties and legal issues by automating compliance processes.
Reduce errors: Manual data entry and processing can lead to costly errors. A global HRIS system minimizes these errors, saving you time and money.
Better employee experience
Employee self-service: A global HRIS system empowers employees with self-service tools to access their information, manage their benefits, request time off, and update their personal details. This improves employee satisfaction and reduces the burden on HR staff.
Improved communication: The system facilitates communication between HR, managers, and employees, regardless of their location. This can include announcements, policy updates, performance feedback, and more.
Personalized experience: A global HRIS system can be customized to provide a personalized experience for employees in different countries, taking into account their language preferences, cultural norms, and local benefits.
Scalability
Support for growth: A global HRIS can scale with your business as you expand into new markets and increase your global workforce.
Adaptability: The system can adapt to changing business needs and evolving compliance requirements, ensuring your HR processes remain efficient and effective.
Improved global collaboration
Connect your workforce: A global HRIS system facilitates communication and collaboration across borders, connecting your global workforce and fostering a sense of community.
Centralized platform: The system provides a centralized platform for sharing information, collaborating on projects, and accessing company resources, regardless of location.
Enhanced teamwork: By improving communication and collaboration, a global HRIS can enhance teamwork and productivity across your global teams.
Questions to Consider When Choosing a Global HRIS System
Selecting the right global HRIS for your organization is a significant decision that can impact your HR operations, employee experience, and overall business success. Here are some key questions to consider:
1. Does the system scale with your organization’s growth?
As your company expands into new markets and your workforce grows, your HRIS needs to keep pace. Ensure the system can accommodate your future growth plans, whether it’s adding new employees, integrating new functionalities, or expanding into new countries.
2. Can it be customized to fit your unique HR needs?
Every organization has its own specific HR processes and requirements. Ensure the global HRIS you choose can be tailored to your unique needs, whether it’s configuring workflows, customizing reports, or integrating with your existing systems.
3. Is there reliable customer support and technical assistance available?
When you encounter issues or have questions, you need reliable support from your HRIS provider. Inquire about their customer support channels, response times, and availability of technical assistance.
4. Can it seamlessly integrate with your existing HR systems?
Your global HRIS should integrate with your existing HR and payroll systems, such as your local payroll providers, benefits platforms, and talent management tools. This ensures smooth data flow, eliminates duplicate data entry, and reduces the risk of errors.
5. What are the overall costs involved, including licensing fees and maintenance?
Understand the pricing structure of the global HRIS, including licensing fees, implementation costs, maintenance fees, and any additional costs for support or customization. Choose a vendor with a clear and transparent pricing model, avoiding any hidden fees or unexpected costs down the line.
Popular Global HRIS System Providers
The market for global HRIS systems is brimming with options, each offering unique features and functionalities. To help you navigate this landscape, here’s a list of some popular providers, highlighting what they bring to the table:
Omni
Omni stands out as a comprehensive and user-friendly global HRIS platform designed to streamline HR processes for businesses of all sizes. With a strong focus on automation, compliance, and employee experience, Omni empowers you to manage your global workforce with ease.
Key features:
- Language localization: Omni provides multiple languages
- Global payroll: Omni’s robust payroll engine handles complex payroll calculations, tax deductions, and contributions to social security programs in multiple countries and currencies.
- Benefits administration: Manage various employee benefits programs, including health insurance, retirement plans, and paid time off, staying compliant with local regulations.
- Talent management: Streamline your talent acquisition process, from recruitment and onboarding to performance management and employee development.
- Time and attendance tracking: Track employee working hours, manage leave requests, and monitor attendance across different time zones.
- Reporting and analytics: Generate insightful reports and analyze HR data to gain valuable insights into your global workforce.
ADP Global Payroll
ADP is a well-established name in the payroll industry, and their Global Payroll solution offers a robust platform for managing payroll across multiple countries.
Key features:
- Global payroll processing: Process payroll in over 140 countries, allowing compliance with local tax laws and regulations.
- Multi-currency support: Handle payroll in various currencies, making it easy to pay your international employees in their local currency.
- Tax and social security compliance: Ensure accurate tax calculations, deductions, and contributions to social security programs in different countries.
Workday
Workday provides cloud-based human capital management (HCM) solutions, offering a wide suite of tools for managing your global workforce.
Key features:
- Global HR and payroll: Manage HR processes and payroll across multiple countries, ensuring compliance with local regulations.
- Talent management: Attract, recruit, onboard, develop, and retain talent with Workday’s talent management tools.
- Financial management: Integrate your HR and finance functions for a unified view of your workforce and financial data.
Oracle
Oracle also offers a comprehensive suite of cloud-based HR and talent management solutions designed to help businesses manage their global workforce.
Key features:
- Global HR: Manage core HR processes, including employee data management, onboarding, and compliance, across multiple countries.
- Talent management: Recruit, onboard, develop, and retain talent with Oracle’s talent management solutions.
- Analytics and reporting: Gain insights into global workforce data with Oracle’s reporting and analytics tools.
Choosing the Right Global HRIS System for Your Team
Omni makes it easy to support employees across multiple countries, time zones, and currencies.
Affordable, functional, and suitable for modern growing businesses— Omni is the payroll provider that your business can rely on. With a comprehensive payroll solution tailored to various countries specific requirements with features like support for HKD, SGD, and MYR, automated tax calculations, and managed contributions, HR teams can simplify their payroll processes while ensuring adherence to regulatory standards.
Our centralized document management solution makes gathering the necessary data required to apply for employment passes, rental schemes, and other country-specific initiatives seamless and timely. With customized workflows and automated reminders, HR can help empower employees to manage the deadlines and documentation requirements for applications. And centralized documents and real-time data makes it easy for employees to access salary information and produce reports and documents necessary for verification.
Additionally, Omni’s customizable dashboard allows your teams to set and manage calendars pre-loaded with country or region specific holidays and timezones, seamlessly onboarding individuals in various locations.
Book a demo with our team to learn more about how Omni can support your international workforce.
