HRIS vs. Traditional HR Systems: Why Certification Matters

Imagine it’s the end of the month. You work in the HR team in your organisation and you need to process payroll for 500 employees. With a traditional HR system, this means manually checking attendance records, calculating overtime, verifying leave requests, and cross-referencing multiple Excel sheets. The process takes 3-4 full days, is prone to errors, and leaves your HR team exhausted.

Now picture the same scenario with a Human Resource Information System (HRIS): attendance is automatically tracked, overtime is calculated instantly, leave requests are verified in real-time, and payroll is processed with a few clicks. What took three days now takes three hours.

This is the power of HRIS. At its core, an HRIS is a digital platform that centralises, automates, and streamlines all HR-related processes and data. It serves as a single source of truth for everything from employee demographics to performance metrics, benefits administration to compliance tracking.

This blog will be a comparison of traditional HR systems vs. HRIS for day-to-day HR activities. 

The Reality of Traditional HR Systems

Many organisations still rely on filing cabinets stuffed with paper records, scattered Excel sheets, and disconnected software. Consider a simple task like finding an employee’s emergency contact information. In a traditional system, this might involve:

• Searching through physical files
• Checking multiple spreadsheets
• Calling the employee’s department head

Or take the onboarding process for a new hire. Without an HRIS, HR teams must:

• Manually create employee files
• Print and organise multiple forms
• Physically route documents for signatures
• Manually input data into various systems
• Send separate emails to IT, facilities, and department heads
• Track completion of each step through manual checklists

All these tasks not only consume valuable time but also increase the risk of errors and data inconsistencies. These are some drawbacks of manual HR systems that hinder the growth and efficiency of an organisation today:

• Data Inconsistencies: Manual data entry can lead to errors, affecting decision-making.
• Time Inefficiency: Processes like payroll or recruitment require manual input, diverting time from strategic HR initiatives.
• Limited Scalability: As organisations expand, traditional systems struggle to keep up with the increasing volume of HR data and tasks.

What is HRIS?

HRIS is a digital solution used by HR teams to centralise and integrate various HR functions, allowing organisations to automate and streamline key processes such as storing and managing employee data, documents, attendance, holidays, and more.

One research conducted in a Thai textile industry revealed that HRIS positively influences organisational effectiveness. The study reported improvements in HR processes, time savings, cost reductions, enhanced information accuracy, better decision-making, and a more strategic role for HR departments.

As a result, businesses are shifting away from traditional HR systems, and it’s clear why: the shift not only reduces time-consuming tasks but also promotes more strategic decision-making.

Common features of an HRIS tool include:

• Employee Data Management: A centralised, digital system for easily storing and updating employee records.
• Payroll and Benefits Administration: Automating calculations and ensuring compliance with labour laws.
• Recruitment and Onboarding: Managing job postings, applications, and the onboarding process for new hires.
• Performance Management: Tracking and evaluating employee performance and progress.

When and How to Use HRIS

Implementing HRIS is particularly beneficial for organisations aiming to:

• Increase Process Efficiency: Automate repetitive tasks and free up time for other tasks such as strategic planning.
• Ensure Data Accuracy: Reduce the chances of human error in record-keeping and payroll.
• Scale Easily: HRIS systems are designed to grow with the organisation, handling larger datasets effortlessly.

👉 Pro tip: Not every HRIS tool will be useful to every business. The key is to find the one that suits your organisation’s goals. You must first list down your business needs, find a system that fits those needs, train your HR staff, and evaluate whether the solution is working for you before you completely settle for one. 

Why Shift from Traditional HR to HRIS?

The advantages of shifting from traditional HR systems to HRIS are clear:

• Cost Savings: By automating time-consuming tasks, HRIS reduces the need for manual labour, resulting in substantial financial savings.
• Improved Decision-Making: With access to real-time data and robust analytics, HR professionals can make better-informed decisions that align with business goals.
• Increased Employee Engagement: Employee self-service portals empower staff members to manage their own information, boosting satisfaction and reducing HR workload.

Comparison Table: Traditional HR vs. HRIS

Feature	Traditional HR Systems	HRIS
Data Management	Manual entry with physical records or spreadsheets; prone to errors and inconsistencies	Centralised digital records; increased accuracy and accessibility
Efficiency	Time-consuming processes; limited automation	Automated workflows; streamlined operations
Scalability	Challenges in handling increased data volume as the organisation grows	Easily scalable to accommodate organisational expansion
Decision-Making	Limited real-time data; hinders strategic planning	Real-time analytics and reporting; supports informed decision-making
Employee Engagement	Minimal self-service options; reliance on HR for information	Employee self-service portals; increased autonomy and engagement

The Importance of HRIS Certification

As organisations race to digitise their HR processes, a critical skills gap is emerging. While companies understand the need to switch to HRIS, many lack the in-house expertise to implement and manage these sophisticated systems effectively. This is where HRIS certification becomes a game-changer for HR professionals.

Consider this: every time an organisation implements an HRIS, they need someone who can:

• Configure the system to match their unique workflows
• Train staff on new digital processes
• Ensure data security and compliance
• Optimise the system for maximum efficiency
• Troubleshoot issues as they arise

This expertise gap has created a lucrative opportunity for HR professionals. Companies are actively seeking HRIS specialists who can bridge the divide between traditional HR knowledge and technical expertise. It’s no surprise that the average salary for an HRIS specialist in 2025 is expected to reach £59,069 annually.

Why Get Certified in HRIS?

• Increase Career Prospects: A certification demonstrates expertise and opens up new career opportunities, especially in industries prioritising HR technology.
• Become Efficient: With hands-on training, certified HRIS professionals are able to optimise repetitive HR systems, cutting costs and increasing productivity.
• Global Recognition: Certification from reputable organisations such as WingsWay Training Institute holds international value, increasing employability across borders.
• Reduce Errors: HRIS certification ensures professionals understand the nuances of data management, reducing the risk of costly mistakes.

Why Choose WingsWay HRIS Certification?

WingsWay Training Institute offers an HRIS certification programme designed for HR professionals who are always looking to upskill and be the best in their jobs. Our curriculum covers everything from basic HRIS functions to advanced analytical tools, ensuring professionals are fully prepared for the evolving landscape of human resources.

• Industry-Relevant Training: The course is tailored to meet the needs of modern HR departments, ensuring you are equipped with the latest HRIS skills.
• Hands-On Experience: Get practical experience using leading HRIS tools, ensuring you are job-ready upon certification.
• Globally Recognised Certification: WingsWay’s certification is recognised internationally, ensuring that you are prepared to advance your career wherever you go.

Conclusion

The shift from traditional HR systems to Human Resource Information Systems (HRIS) is not an option today—it’s a necessity for modern businesses seeking to improve efficiency, scalability, and overall performance. HRIS enhances employee engagement through self-service portals, improves decision-making with real-time data, and allows organisations to scale seamlessly as they grow.

As the demand for skilled HRIS professionals continues to rise, certification in HRIS has become an invaluable asset for HR professionals looking to advance their careers. A certified HRIS professional can contribute to a business’s strategic objectives, optimise HR processes, and reduce errors associated with manual data entry. 

WingsWay Training Institute’s HRIS certification programme offers professionals the opportunity to acquire these essential skills. With industry-relevant training, hands-on experience, and globally recognised certification, WingsWay equips you with the expertise needed to thrive in today’s digital HR landscape.

Don’t get left behind—embrace the future of HR. Pursue HRIS certification from WingsWay Training Institute and take your career, organisation, and employees to the next level. Avail your free demo class today.