HR System (Human Resources)

Simplify HR processes with Sibasi's Human Resources System. Manage employee data, payroll, benefits, and talent acquisition efficiently.

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Overview

Streamline HR processes with our Human Resources (HR) System. Simplify recruitment, onboarding, performance evaluation, and payroll management with our intuitive and user-friendly solution.

Enhance employee satisfaction and productivity through self-service portals and automated workflows. Empower your HR team to focus on strategic initiatives and employee development while improving overall efficiency.

Our HR System by Sibasi provides a unified platform to manage the entire employee lifecycle. From attracting top talent to fostering career growth, our solution optimizes all aspects of workforce management.

Optimize HR management with Sibasi's HR System. Integrate and streamline recruitment, performance management, and employee administration for a cohesive HR experience.

Empower your HR team with tools for efficient payroll processing and benefits management. Ensure smooth operation of all HR functions and improve administrative efficiency.

Ensure compliance with labor laws and regulations with our HR System. Stay up-to-date with legal requirements and avoid compliance issues through system features.

Enhance employee satisfaction and retention with streamlined HR processes. Improve your HR practices to create a positive work environment and support employee engagement.

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What an HR system project costs

Clear ranges so you can plan a budget before the first call. Pick the tier closest to your situation.

Essential

One department or process, standard configuration.

$5,000 to $11,000

one-time project

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Best fit for most organizations

Standard

Several departments, integrations and data migration.

$15,000 to $30,000

one-time project

Get a fixed quote

Enterprise

Organization-wide, multi-entity or heavily integrated.

Custom

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  • A range becomes a fixed price after a short scoping call. What moves a price: users and departments, data to migrate, integrations, and how much is configured versus built.
  • Optional annual support and managed governance starts at 18% of the project value per year (minimum $1,800). Changes after go-live are $85 per hour, or a prepaid 20-hour block for $1,600.
  • Prices exclude VAT (16% in Kenya) and withholding tax.

Not sure which fits? Tell us your team size and what you use today and we will point you to the right option.

What is an HR system?

An HR system, also called an HRMS or HRIS, holds the authoritative record of everyone who works for an organization and automates the processes that touch them: recruitment and onboarding, the employee file, leave, payroll inputs, performance review, training, and eventually exit. It is the system of record for the single largest cost line in most organizations.

The reason to buy one is rarely the personnel database itself, which a spreadsheet can technically hold. It is that the processes around it are high-volume, rule-bound and error-prone. Leave balances calculated by hand are wrong; leave taken but never recorded becomes a liability nobody has provided for; and a manager approving leave by email has no view of who else in the team is already away.

The compliance dimension matters more than it used to. Employee records are personal data under Kenya's Data Protection Act, 2019, and they contain some of the most sensitive categories an organization holds, medical information, disciplinary records, bank details. An HR system that controls who can see what, and logs who looked, is doing data protection work as well as HR work.

Key features to look for in an HR system

Weighted towards what actually consumes HR teams' time. The employee database is table stakes; these are the areas where a system either saves real effort or quietly creates more.

1

Self-service for employees and managers

Staff updating their own details, applying for leave and viewing payslips, with managers approving in the same place. This is where the HR team's time is actually recovered, and it is the feature adoption hinges on.

2

Leave management with correct accruals

Entitlement rules, carry-over, public holidays, part-year joiners and different leave types handled by the system rather than in a spreadsheet on the HR officer's desktop. Test it against your least standard leave policy.

3

A complete, permissioned employee file

Contract, qualifications, dependants, disciplinary record and medical information in one place, with access controlled by category. Not everyone in HR should see everything, and the system should enforce that rather than rely on discretion.

4

Payroll inputs, integrated rather than retyped

New starters, leavers, salary changes, overtime, unpaid leave and statutory deductions should reach payroll as data. Whether payroll runs inside the HR system or alongside it, retyping is where errors enter.

5

Recruitment and onboarding

Requisition and approval, applicant tracking, and an onboarding checklist that spans IT, finance and facilities. Onboarding is cross-departmental, which is exactly why it fails when it is run from email.

6

Performance and appraisal cycles

Objectives set, reviewed and rated on a schedule, with a history that survives a change of manager. Look at how the system handles the appraisal that is late, because most of them are.

7

Contract and document expiry tracking

Fixed-term contracts, work permits, professional licenses and medical certificates all expire, and the cost of missing one ranges from inconvenient to regulatory. Expiry dates should trigger alerts in advance.

8

Reporting for management and the regulator

Headcount by department, turnover, leave liability, gender distribution and training coverage, available on demand rather than assembled for the board meeting each quarter.

Frequently asked questions about HR systems

How much does an HR system cost?

Sibasi delivers HR system deployments from USD 5,000 to 11,000 for a basic implementation covering the employee record, leave and self-service. A standard deployment is USD 15,000 to 30,000 and typically adds recruitment, onboarding, performance and expiry tracking, with a custom scope quoted where payroll integration or multi-entity structures are involved. The cost driver is the number of processes automated and the complexity of your leave and payroll rules, rather than headcount.

Does an HR system handle payroll?

It depends how you want to run it. Some organizations want payroll processed inside the HR system; others have an established payroll arrangement, often with statutory filings already configured, and want HR to feed it accurately rather than replace it. Both are legitimate. What is not legitimate is retyping starters, leavers and salary changes into payroll by hand each month, which is the single most common source of payroll error we encounter.

How does an HR system help with the Data Protection Act?

Employee files contain some of the most sensitive personal data an organization holds. An HR system supports the Act's requirements by limiting access by role rather than by trust, logging who viewed which record, applying retention so records are not held indefinitely after exit, and making a data subject access request answerable from one place. The obligations remain the organization's, the system provides the controls and the evidence that they were in force.

Will employees actually use self-service?

They will if it gives them something they currently have to ask for. Payslips, leave balances and leave applications are the three that drive adoption, because each one currently requires emailing someone and waiting. Deployments that launch with self-service limited to updating a home address tend to be ignored, and the HR team keeps doing the work manually.

Can it handle staff who are not on standard employment terms?

This is worth testing specifically. Most organizations have consultants, contractors, interns, secondees and part-time staff whose leave, benefits and approval routes differ from permanent employees. A system that models only the standard permanent contract pushes everyone else back into spreadsheets, which defeats the purpose of having a single record.

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