The benefits of granting your managers and supervisors access to the HRIS

Brandy Pelzel
January 7, 2009 — 2,515 views  
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Your organization finally implemented an HRIS system that will allow multiple users on the system. This is great right? Absolutely! However, during the design and implementation process there was discussion about what kind of access the managers and supervisors would have in terms of their employees' information. It's a great idea to share pertinent HR information with your managers and supervisors.

There is a lot of information stored in an HRIS system, and it is prudent to allow limited access to supervisors and managers to information regarding the employees they manage. For example, managers can be responsible for inputting and updating absences, performance review information, and disciplinary warnings, as well as answer questions about vacation time. It is essentially the same amount of work for the managers and supervisors. They would have to report time-off somehow, so it is simply a process change for them since they would be expected to document the human resource information themselves, instead of asking someone else to do it for them. This not only saves the HR department a lot of duplicating work, but could save a lot of trees in the process if your organization has relied on paper forms for these processes. Plus, it just makes sense for the supervisors and managers to have some access to the HRIS system and information as part of the management process.

It is important to establish different levels of accessibility to the system, along with allowing access to information for certain groups of employees. For example, an employee with a low level of access would have read-only access and/or have restricted access only to certain types of information within the system. For example, you may not want to allow any of the managers to see employee wages. In addition to the level of accessibility, supervisors or managers would only need access to the employees in their department.

Many HRIS systems also have the ability to see when changes have been made to the system. The human resource department can monitor the HR information to make sure it is correct. So, if there are problems with inaccurate information, the problem can be quickly found and corrected.

The benefits of allowing managers and supervisors limited access to the human resource information for the employees that report to them is a good business decision that will reduce time filling out paperwork, streamline processes, and gives responsibility back to the managers and supervisors. The human resources department can share information with managers and supervisors while keeping the integrity of the HRIS system.

About the Author

You can share human resource information with your managers and supervisors, too, with Staff Files® HRIS. It is an easy-to-use and easy-to-learn human resource information software solution. Go to to learn more about Staff Files.

Brandy Pelzel