Overview
- Maintaining alignment with labor laws and data privacy regulations requires more than just installing an HR system. Your organization needs to ensure that every process follows a structure and securely handles sensitive information.
- Choosing the correct HRIS platform and configuring it to your organization’s workflows matters in maintaining not just operational consistency, but also alignment with established policies.
- Automation and real-time tracking make it easier to stay on track with requirements. Richtek Solutions’ Omniwys HRIS delivers these capabilities to ensure your team stays organized and audit-ready at all times.
Human Resource Information System (HRIS) platforms have become the backbone of modern HR operations. In the Philippines, these systems now play a direct role in meeting labor standards and data privacy requirements. However, simply having an HRIS does not automatically protect your organization from adherence risks.
To truly stay aligned with regulations, your system must be set up and managed according to your organization’s needs. This guide presents practical steps on how to maintain compliance with HRIS for HR managers and CFOs seeking to improve their processes.
Richtek Solutions supports this approach through Omniwys, a centralized HRIS designed to help professionals operate within regulatory boundaries. Continue reading to learn more.
System and Configuration
The first step to maintaining compliance is to choose a software you can easily customize according to your department’s needs. A properly configured HRIS reduces your reliance on manual memory and informal checks.
Choose a Compliant HRIS Software
Select an HRIS that already supports legal and regulatory requirements. Your system should be able to handle statutory payroll rules, secure employee data, and generate audit-ready records with minimal delays. With a reliable platform as your foundation, you prevent the organization from experiencing gaps that are too costly to correct.
Solutions like Omniwys by Richtek are designed to keep up with the growing number of regulatory requirements in the Philippines. It consolidates employee information in one secure platform while supporting structured workflows. This allows standards observance to operate quietly in the background without constant manual supervision.
Configure the Platform for Your Needs
After selection, configure the platform to reflect the unique structure and legal requirements of your organization. Start with employee information fields so every essential detail, from payroll to benefits, is captured accurately. When the system mirrors how your team works, your setup becomes the foundation for reliable decision-making.
You can also tailor approval workflows for tasks like leave requests and expense reimbursements. For example, set automatic routing so that managers receive notifications for approvals, and HR is alerted for exceptions.
By defining responsibilities and automating these steps, you make audits and reporting more consistent and reliable.
Data Management and Security
Make sure your HRIS platform actively supports data integrity and security. Policy alignment risks often surface from inaccurate records or weak data protection, so staying one step ahead is key to staying aligned with local laws.
Conduct Regular Data Audits
Establish a routine of reviewing all employee records to confirm their accuracy. Comparing payroll, attendance, and benefits against performance helps identify inconsistencies before they escalate into regulatory issues. Furthermore, regular audits also highlight areas where data entry practices may need adjustment.
When discrepancies are found, the HRIS system provides adequate information for management to take immediate action and document changes. Consistent auditing improves the overall reliability of your HR system and keeps your reporting detailed and completely accurate in time for regularly scheduled regulation checks.
Follow Data Privacy Regulations
Ensure that your HRIS enforces strict controls over who can access or edit sensitive employee information. Limiting access prevents unauthorized personnel from disclosing confidential details about workers or organizational processes. This keeps data protected in accordance with Philippine laws such as the RA 10173, or the Data Privacy Act of 2012.
It’s important to review these controls regularly and educate your staff on their proper handling. Maintaining an audit trail of changes and access events is a good way to demonstrate your due diligence during inspections. With clear rules and training, you ensure that every team member contributes to secure and responsible HR operations.
Processes and Training
Even the best HRIS setup depends on how people use it, so train employees to work with existing management platforms. Training ensures that staff and managers follow consistent procedures, which supports accurate reporting and reduces the chances of costly errors.
Invest in Employee Training
HRIS can be complex to navigate, so train all HR staff and management on how to use it correctly. Show them how to enter accurate data, file for leaves, or generate reports to prevent any discrepancies from affecting payroll calculations. When users understand the reasoning behind each step, they are more likely to follow procedures consistently.
Without proper training, mistakes in data entry can slip through unnoticed, and this creates unseen issues that violate conformance. Inaccurate records can result in miscalculated salaries and missed statutory contributions, which can lead to a hefty fine.
Training users ensures smoother operations and strengthens the organization’s ability to stay in line with legal and internal rules.
Develop and Update HR Policies
Lastly, regularly review and update your HR policies, and ensure that your HR management platform is configured to reflect these changes. Regulations should clearly cover essential areas such as leave entitlements, overtime rules, and payroll schedules. By tracking policy acknowledgements in the system, every employee confirms they understand updates, creating an auditable record.
Failing to keep these up-to-date can result in practices that conflict with labor laws. Employees may unknowingly follow outdated procedures, leading to errors in attendance tracking, payroll processing, or compliance reporting. Keeping policies integrated into your management platform strengthens accountability and ensures every action is backed by documented guidelines.
Key Takeaway
Learning how to maintain compliance with your HRIS system is critical in reducing operational risks. With adequate knowledge of how these platforms secure data and ensure transparency, you reduce regulatory exposure and protect yourself better from financial penalties.
Richtek Solutions supports organizations through Omniwys, a platform designed to embed compliance into everyday work. Request a demo today to see how our platform can support your regulatory alignment goals.
