Ensuring the quality of the data entered into a Human Resources Information System (HRIS) is essential to guarantee smooth and efficient HR processes. Incorrect or incomplete information can have serious consequences, particularly for payroll, performance management, and legal compliance.
Data quality starts with users properly adopting the HRIS. We’ll let you (re)discover why in this article before diving back here.
Here are 8 detailed tips to ensure your employees enter accurate data into the HRIS 👇
1. Standardise data entry formats
The lack of standardisation in data formats is one of the main causes of errors in HRIS. Without clear standards, each user may enter information according to their own criteria, making it difficult to consolidate and analyse data at the organisational level. The standardisation of formats requires consistency in how data is recorded, whether for identification numbers, dates, or other sensitive information.
This standardisation ensures compatibility across HR processes and facilitates re-use in third-party tools or advanced analyses. It is crucial to maintaining a clean, usable database over the long term. Standardising formats increases the readability and comparability of information while minimising errors caused by inaccurate or inconsistent entries.
With the Shortways Assistant, you can display context-sensitive help next to fields to specify the format required, such as date entries.
2. Train your staff regularly
Ongoing training of employees in the use of the HRIS is essential to ensure data quality. Too often, initial training is superficial or a one-off event, leaving users unable to master the system’s functions or good data entry practices. However, a high-performing HRIS can only guarantee reliable data if users fully understand how it works and the importance of the information they enter.
Training shouldn’t be limited to technical features but should also include internal process workflows and regular reminders about the significance of data quality for the organisation. It is essential to adapt this training to different user profiles and evolving HRIS updates or new module introductions. Regular training sessions maintain high competency levels and help prevent errors from unfamiliarity with processes.
Use the Shortways Assistant to deliver micro-training sessions directly in the HRIS via interactive tutorials or context help. This enables users to learn while working, without interrupting their workflow.
3. Provide user support in the tool
Contextual help tools integrated into the HRIS guide users through the data entry process, providing detailed information and advice in real time. These tools are invaluable for helping employees understand expectations for each input field and avoiding common mistakes. For example, a pop-up might explain the required type of information, the expected format, or the significance of a particular field.
These help features provide immediate answers without requiring a manual or contacting support. They are particularly beneficial for new users or for complex, infrequent tasks. Personalised and contextual assistance reduces errors and boosts user confidence in the HRIS.
The Shortways Assistant is specifically designed to offer contextual support tailored to user actions and profiles, including roles and languages.
4. Automate data quality checks
Automatic checks validate information entered into the HRIS in real time before final submission. This system instantly detects inconsistencies, incomplete fields, or errors, alerting users immediately. By addressing anomalies as they arise, you prevent them from propagating through other HR processes.
Automatic checks can enforce specific rules, such as correct date formats or unique ID verification. These features minimise the need for post-entry corrections, reducing the risk of data breaches and improving HRIS efficiency.
The Shortways Assistant can display conditional messages to users when data entry errors occur. Examples include:
- A notification bubble for hiring dates in the previous fiscal year.
- Context help visible only if a specific option is selected in a drop-down menu, such as invalid contract types.
- Notifications for entries exceeding company-defined thresholds, such as unauthorised bonus percentages.
5. Simplify the user interface
The user interface significantly impacts data entry quality. An overly complex or cluttered system can confuse users, increasing the likelihood of errors. Conversely, a simple, clear, and intuitive interface streamlines navigation and improves the accuracy of data entry.
A well-designed interface guides users logically through input steps, highlighting essential fields while minimising distractions. Simplifying the interface reduces the learning curve for new users and empowers all employees to input accurate data from the outset.
With the Shortways Assistant, you can simplify navigation by guiding employees through complex interfaces, ensuring a smoother user experience, even for less experienced staff.
6. Encourage user responsibility
Ensuring data quality requires employees to take ownership of the information they enter. Emphasising how accurate data impacts HR processes like payroll, promotions, and performance evaluations is key to fostering accountability.
According to Le Cercle SIRH & Digital RH’s 2024 Benchmark, 63% of companies believe data quality depends primarily on employees’ ability to update their personal information accurately.
This responsibility also extends to managers, whose roles now include crucial tasks like approving timesheets. Making managers aware of the importance of these responsibilities directly impacts payroll accuracy and workplace satisfaction.
Encourage accountability with awareness sessions and regular feedback on data use. The Shortways Assistant offers tools like deadline reminders to keep users engaged in maintaining data quality.
7. Set up automatic reminders for key periods
Even with clear processes, employees may forget steps for periodic tasks, such as annual appraisals or time recording. Automatic reminders help users stay on track without requiring HR’s constant intervention. These notifications can be programmed to remind users of processes to follow and information to enter, leaving enough time to avoid errors associated with last-minute actions.
These reminders are particularly useful for recurring activities spaced out over time, as users may forgot the steps since their last occurence.
The Shortways Assistant can provide full-page notification bubbles or launch step-by-step guides upon login to prompt users during specific campaigns, ensuring smooth task completion.
8. Measure and analyse data quality regularly
Data quality indicators enable ongoing monitoring of HRIS entries. Analysing frequent errors, incorrectly filled fields, or recurring inconsistencies helps identify system weak points for quick correction. These insights also highlight user pain points, enabling targeted improvements.
Measuring data quality is not just about detecting errors; it also involves monitoring the performance of data entry processes, such as the speed of execution and the regularity of updates.
The Shortways Assistant can generate reports on the most-used help tools or searched terms, offering actionable insights into complex processes and sensitive fields. These analyses drive meaningful adjustments for better data accuracy.
Conclusion
Ensuring the quality of HRIS data relies on a combination of best practices, training, and effective tools.
To find out how Shortways can solve your data quality challenges: contact us.
