Who Should Manage Your HRIS Software: IT or HR?

"I need to update our employee records before payroll closes," says your HR manager. "Please submit an IT ticket. Current wait time: Three to five business days," the IT system quips.

A modern Human Resources Information System (HRIS) sits at the crossroads of people and technology, often leaving HR and IT departments wondering who should take the lead. HR needs quick access to manage employee data, while IT must ensure system security. Without clear ownership, simple updates turn into week-long waits. Small businesses are discovering ways to blend HR expertise with IT knowledge, creating HRIS management approaches that meet everybody's needs. Here's how to get both departments working together to maximize your HRIS software investment.

Take One: IT Teams Make HRIS Software Work Better

Your IT team does more than reset passwords and fix printer jams. They're the ones who ensure your employee data flows smoothly and securely across systems in HRIS software.

While HR focuses on supporting employees, IT ensures your HRIS platform syncs with payroll, time tracking, and benefits systems. When new employees need access, IT ensures they see precisely what they should. IT teams bring three key strengths to HRIS management:

1. They speak the language of APIs and integrations, connecting your HRIS system to every work tool your team uses.

2. They build security frameworks that protect sensitive employee data from increasingly creative threats.

3. They maintain system performance, ensuring your HRIS software runs at full speed even during open enrollment rushes.

IT teams also stay current with software updates, patches, and new features — keeping your HRIS system fresh without breaking what works. When vendors release security updates, IT teams test and deploy them before vulnerabilities become headlines.

When it's time to evaluate your HRIS systems list for upgrades or changes, IT teams know which questions to ask about security, scalability, and tech requirements. Their insight helps you avoid costly mistakes when choosing new platforms.

Take Two: HR Makes HRIS Software Work for Everyone

Your HR team handles more than hiring paperwork and benefits questions. They're your HRIS power users, spending hours each day managing employee data, running payroll, and ensuring everyone gets paid correctly and on time. HR brings essential hands-on experience to HRIS management for three key reasons:

1. They understand the daily workflow needs of every department, from onboarding new sales reps to managing engineer time off.

2. They respond to real-time employee questions about benefits, time tracking, and payroll—issues that require immediate solutions.

3. They know which features actually save time and which ones add extra clicks to simple tasks.

HR teams make updates based on real user feedback when managing HRIS software. They notice when managers struggle with performance review forms or employees can't find their tax documents. These insights shape how your HRIS system develops to serve your team better.

Better Together — When IT and HR Join Forces

Do you wonder who between IT and HR departments should manage your HRIS software? It's simple: both. Modern businesses are creating HRIS management partnerships that leverage each department's strengths. Here's what successful IT-HR partnerships look like:

• HR leads feature decisions and workflow design, while IT handles security and system architecture.

• IT sets up automated data backups and security protocols, while HR manages daily operations and user permissions.

• Both teams meet regularly to discuss system updates, employee feedback, and upcoming needs.

HR-IT partnerships are built on clear boundaries. HR doesn't need to understand API documentation, while IT doesn't need to know the nuances of employee benefits. Instead, each team can focus on what it does best while supporting the other's goals.

Steps to Improve HRIS Software Management

IT brings the tech, while HR brings talent. Together, they make your HRIS software work better for everyone. Here’s how to make it work seamlessly in your organization:

1. Start by Evaluating Your Current Setup: Who updates the system? Who answers employee questions? Where do task delays typically occur? Understanding these questions will show you where to improve. For example, you've found your first bottleneck if HR needs IT approval to reset employee passwords. Move basic access management to HR and watch wait times disappear.

2. Set Clear Rules for Everyday Tasks: Make HR your first stop for employee requests and process changes. Send security and tech needs to IT. Write down these guidelines so everyone knows who handles what.

3. Meet Monthly With Both Teams: Regular discussions keep IT and HR in sync with system changes, employee needs, and upcoming projects. These meetings help teams resolve issues before they become problems.

4. Pay Attention to Results: Monitor your help desk requests, employee feedback, and system speed. Note what helps your team work better. When problems arise, adjust your approach. Your HRIS plan should grow with your company.

Getting Your HRIS Action Plan Right With Justworks

Managing HRIS software isn't about choosing sides. It's about leveraging strengths. Everyone wins when IT handles the technical backbone and HR drives daily operations. Your employees get faster service, your data stays secure, and your systems work without a hitch.

Ready for HR process improvements? Justworks can help you streamline HR operations and IT processes with ease. Our modern HRIS software maintains accurate employee records and manages payroll, benefits, and performance tracking from one centralized platform. Justworks' platform makes it easy for IT and HR teams to collaborate while keeping your employee data secure and systems running smoothly. Get started with Justworks today.