HRIS is systematic way of recording data of each employee which helps in planning, processing, presenting, storing, decision making and in submitting reports to external agencies (Kumar, 2012). It ropes the strategic and operational use of the HR and to manage the vast, diverse and expensive HR information in a complex environment; the hr department initiated the usage of computer applications and HRIS. Introduction of Human Resource Information System (HRIS) has transformed manual HR management to automated HR management.  It is nothing but a merger of HRM with technology, a software package which provides organizations a complete solution to manage all HR related functions and information in a small to medium sized firms. After the emergence of internet in 1995, almost all the business functions started transforming towards automation and globalistation, and transformation of HR was an extension to this change. Everything changed from manual to computerised systems, so is the HR too. HRIS in the words of Gara (2001) and Walker (1982), helps organizations “to keep an accurate, complete, updated database that can be retrieved from the reports when needed.” (Kanthawongs 2002). HRIS is software for HR used for data entry, tracking and information for payroll and accounting management. HRIS serves an organization by managing, reporting and analyzing all employee related information. It also provides company related documents like, rulebooks, guidelines, employee handbooks etc. It is also useful in staffing, recruiting, and selecting employees. There are various other services provided by HRIS (Heathfield 2012).  

According to Cathcart and Kovach (1999), HRIS can be efficiently and cost effectively used for administrative jobs in the organization. Martinsons (1994), classified uses of HRIS as per the degree of sophistication, according to him the tasks like payroll management, absence record of employees, benefits administration are unsophisticated and simple uses of HRIS and staffing, recruitment, performance appraisal, training and development, planning are sophisticated uses of HRIS. Earlier which tasks took hours and days are now done in minutes, for instance earlier in the University of Mineosta at Rochester, took 30 hrs to generate a payroll distribution report, but now after implementation of the information system it takes minutes to generate such reports.

Benefits of HRIS:

Barlett and Barlett, (2008, p.21) Organizations have added self service centers where employees can utilize HRIS for selection and enrollment. Employees can now themselves maintain the records of training and development and career planning, therefore keeping the records up dated and thus saves labor and costs for HR department.

(Altarawneh and Shqairat, 2010), Human Resource Information System (HRIS) is a concept of utilizing Information Technology in effectively managing and developing Human Resource Management (HRM) functions. HRIS is regarded as an systematic practice for accumulating, storing, maintaining, and recovering information and data needed by the organizations related to their human resource functions and activities (Kovach et al., 2002). As per Kovach and Cathcart (1999) HRIS varies amid organizations according to their size. For large firms and organizations, success depends on the coordinated strategic management and integrated efforts of the company's HR and IT.

HRIS has varied uses and benefits. Improved HRIS helps organization in managing and controlling all HR information. It is also useful in analyzing employees and organizational information and data, such as employee handbooks, safety procedure and emergency evacuation procedures (Fletcher, 2005; Lee, 2008; Ball, 2001; Martinsons, 1994). HRIS is not only used for administrative routine functions but also is used for strategic decision-making functions.

Two major benefits of HRIS for the HR department are as follows:

Efficiency: According to Hendrickson (2003), HRIS increases efficiency of an organization. It makes possible for the firm perform more tasks with fewer resources, and thus raises both time and cost efficiency. This can be particularly seen in fields such as payroll and benefits management.

Effectiveness: As specified by Hendrickson, (2003) HRIS improves accuracy and simplifies processes and transactions. There is certain information that can be available only through technology. For instance, there are many types of system-based training programs; accessing web to the recruitment world and making use of certain programs to assess human resources in the hiring or recruiting process are only possible for those who have access to technology-rich environments.