i ntroduction to hris mis/technical review what is an hris/hrms? introduce the sdlc 10/26/04 1
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DATA VS INFORMATIONDATA VS INFORMATION
Data - “Just the facts” >>raw facts
Information - data that has been transformed into a more useful or meaningful form
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WHAT IS A “SYSTEM”
A set of elements or components that are formed and interact to accomplish a goal (e.g. transform data into information)
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Processing(Calc. Net pay)
AN HR EXAMPLE
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Output(cut paycheck)
Input(hours worked)
Feedback Loop(Is paycheck accurate?)
EVOLUTION OF INFORMATION SYSTEMS
Transaction Processing (e.g payroll) Management Information Systems (e.g. daily
& monthly absenteeism summary) Decision Support Systems (e.g. How many
employees should we hire?) Expert Systems
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ANY COMPUTER-BASED INFO SYSTEMS (HRIS INCLUDED)
Hardware Software Databases Telecommunication Procedures People
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Consists of...
WHAT IS A “HUMAN RESOURCE INFORMATIONSYSTEM”
The application of computers to employee-related record keeping and reporting, and management decision making
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HISTORY OF HRIS
1950’s - virtually non-existent 1960’s - only a select few 1970’s - greater need 1980’s - HRIS a reality in many orgs 1990’s - Numerous vendors, specialties
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GROWTH OF HRMS1
0/2
6/0
4
12
$20
$40
$60
$80
HR
Sof
twar
e sa
les
Mic
ro P
CH
R S
oftw
are
sale
s M
icro
PC
Mil
lion
sM
illi
ons
1983 1986 1987 1989 19911985
TYPICAL HRIS RECORD KEEPING REQUIREMENTS
Employee information Wage and salary data Review dates Benefits Education and training Attendance Performance data/appraisal results
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TYPICAL HRIS REPORTING REQS.
Employee profiles/lists Summary reports on employee groups Historical trends in work-related info Person-position comparisons
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HRIS TRACKS...
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People
PositionsJobs
WorkersComp
HRPlanning
MedicalRecords
Recruit/Employ
EEO/AAP
Benefits
Payroll
PensionAdmin
Emp. RelationsT&D
Comp.
Health &Safety
DEVELOPING AN HRIS: A HOST OF DECISIONS...
Fix what we’ve got (Improve current systems) vs. new system?
Make versus Buy? Scope? Goals/Objectives? Strategy
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DEVELOPING AN HRIS: SYSTEM DEVELOPMENT LIFE CYCLE (SDLC)
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Planning
Design
Analysis
Implementation
Maintenance
PHASE CONTAINMENT
Identify and address any problems at their earliest possible step to avoid costly rework down the road
“Pay a little now, or a lot later!!!”
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WHY HRISS SOMETIMES FAIL
Unclear goals/objectives System solves the
wrong problem Improper
vendor/product selection
Low user involvement Planning overlooks
impact on clerical procedures
Lack of HR/functional expertise in designing
Underestimate conversion effort
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Management- Management- unrealistic unrealistic expectationsexpectations
Lack of overall plan for Lack of overall plan for record mgt.record mgt.
Lack of flexibility and Lack of flexibility and adaptabilityadaptability
Misinterpret HR Misinterpret HR specificationsspecifications
Poor communication Poor communication between HR/ISbetween HR/IS
Inadequate testingInadequate testing
WHY ARE CAREFULLY DEVELOPED INFO SYSTEMS IMPORTANT TO HR?
Better safety Better service Competitive Advantage Fewer Errors Greater Accuracy Higher Quality Products Improved Health Care Improved
Communication Increased Efficiency
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Increased ProductivityIncreased Productivity More efficient More efficient
administrationadministration More opportunitiesMore opportunities Reduced labor Reduced labor
requirementsrequirements Reduced costsReduced costs Superior managerial Superior managerial
decision makingdecision making Superior controlSuperior control
VENDOR CONTACTS
PeopleSoft Oracle HR Applications Ascentis Software - HROffice Eric Systems Inc. Infinium Spectrum
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Http://www.ihrim.org/market/onlineguide/alphabetical.htm
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This session will present best in practice examples designed to: This session will present best in practice examples designed to:
• Using current technology to full capacity;
• How to plan for the future;
• Communication of an HRIS system's value beyond HR;
• Thinking about new ways of using data to help move your business forward; and,
• Effectively budget and manage your HR Technology resources.
• Using current technology to full capacity;
• How to plan for the future;
• Communication of an HRIS system's value beyond HR;
• Thinking about new ways of using data to help move your business forward; and,
• Effectively budget and manage your HR Technology resources.
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How to be a better business partner using TechnologyHow to be a better business partner using Technology
• Use systems that are appropriate for your company
• Contact your audit and legal departments
• Trust Managers and Employees
• It’s all about the data or data is power
• Act as if your HRIS group is a “Center of Excellence”
• Use systems that are appropriate for your company
• Contact your audit and legal departments
• Trust Managers and Employees
• It’s all about the data or data is power
• Act as if your HRIS group is a “Center of Excellence”
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AgendaAgenda
• Overview
• Evolution– Technology– HRMS
• Plan for the Future
• Getting Religion on “Strategy”
• The Future
• Questions
• Overview
• Evolution– Technology– HRMS
• Plan for the Future
• Getting Religion on “Strategy”
• The Future
• Questions
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What is HR?What is HR?
• human resourcesn. Abbr. HR – (used with a pl. verb) The persons employed in a business or
organization; personnel. – (used with a sing. verb) The field of personnel recruitment and
management.
– Source: The American Heritage® Dictionary of the English Language, Fourth EditionCopyright © 2000 by Houghton Mifflin Company.Published by Houghton Mifflin Company. All rights reserved.
• human resourcesn. Abbr. HR – (used with a pl. verb) The persons employed in a business or
organization; personnel. – (used with a sing. verb) The field of personnel recruitment and
management.
– Source: The American Heritage® Dictionary of the English Language, Fourth EditionCopyright © 2000 by Houghton Mifflin Company.Published by Houghton Mifflin Company. All rights reserved.
Recruit, Hire, Train, Sustain, and Reward the
Right People.
Overview
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What is IT?What is IT?
• information technologyn. Abbr. IT
– The development, installation, and implementation of computer systems and applications.
– Source: The American Heritage® Dictionary of the English Language, Fourth EditionCopyright © 2000 by Houghton Mifflin Company.Published by Houghton Mifflin Company. All rights reserved.
– <business, jargon> (IT) Applied computer systems - both hardware and software, and often including networking and telecommunications, usually in the context of a business or other enterprise. Often the name of the part of an enterprise that deals with all things electronic.
– The term "computer science" is usually reserved for the more theoretical, academic aspects of computing, while the vaguer terms "information systems" (IS) or "information services" may include more of the human activities and non-computerised business processes like knowledge management
– Source: The Free On-line Dictionary of Computing, © 1993-2001 Denis Howe
• information technologyn. Abbr. IT
– The development, installation, and implementation of computer systems and applications.
– Source: The American Heritage® Dictionary of the English Language, Fourth EditionCopyright © 2000 by Houghton Mifflin Company.Published by Houghton Mifflin Company. All rights reserved.
– <business, jargon> (IT) Applied computer systems - both hardware and software, and often including networking and telecommunications, usually in the context of a business or other enterprise. Often the name of the part of an enterprise that deals with all things electronic.
– The term "computer science" is usually reserved for the more theoretical, academic aspects of computing, while the vaguer terms "information systems" (IS) or "information services" may include more of the human activities and non-computerised business processes like knowledge management
– Source: The Free On-line Dictionary of Computing, © 1993-2001 Denis Howe
Turning data into knowledge
Overview
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HR and ITHR and IT
Recruiting
Training
Salaries Overtime
Benefits
Executive Comp & Perqs
COBRA
EEOC
Job Documentation
FLSA/Compliance
Promotions
SeveranceExpatriation/Moving
Incentives
Succession Planning
Human Resources
Communications Job Evaluation
Information Technology
Excel
PowerPoint
Access
HRIS
Payroll
Overview
Manager Self
Service
Employee Self
Service
Development
Growth
Reward
Success
Measurement
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A Short History of ComputersA Short History of Computers
Source: IEEE
1950s
1960s
1970s
MainframesStorageCOBOL(1959)
PascalFortranBasic
CalculatorsMicrocomputingApple II
1980s
SoftwareProcessing powerCDs
1990s
User InterfaceNetworkingEmail/The Internet
2000s
WirelessMiniaturizationConvergence
Evolution
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History of HRMSHistory of HRMS
• DBMS
• Payroll
• HRIS
• Enterprise Resource Planning
• DBMS
• Payroll
• HRIS
• Enterprise Resource Planning
Transactions
Storage
Analysis
Access
Evolution
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Rainbow of ChoicesRainbow of Choices
HRISPayroll
•Transactions entered manually and centrally
•Stores data and transactions
•Calculations are done outside of the system
•Simple exports to benefit providers
eHR
•Transactions entered manually and centrally
•Stores data and transactions
•Performs simple calculations
•Provides feeds to other systems and providers via export
•Transactions are initiated by employees or managers
•All calculations are parameterized for easy changes
•Other systems use ODBC, automated feeds or other integrated linkages
ERPs HR PortalsNext GenPayrollAccess/Excel
Evolution
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What do you need in your HR systems to support business strategies?What do you need in your HR systems to support business strategies?
• Manager Self Service• Employee Self Service• Executive Information System• Payroll feeds• Benefit calculations• Reporting (including Managerial/Legal)• Compensation Program Administration• History• Globality• Budgeting/Planning• Headcount• Recruiting• Skills Inventory, Career Development, Succession Planning, Training,
Competencies• Job History and Employee Background• Market Pricing/Matching/Survey Management
• Manager Self Service• Employee Self Service• Executive Information System• Payroll feeds• Benefit calculations• Reporting (including Managerial/Legal)• Compensation Program Administration• History• Globality• Budgeting/Planning• Headcount• Recruiting• Skills Inventory, Career Development, Succession Planning, Training,
Competencies• Job History and Employee Background• Market Pricing/Matching/Survey Management
(Check all that apply)
Evolution
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System DesignSystem Design
Data
Compensation
Recruiting Benefits
HR
PayrollTraining
Reporting
History Calculations
Headcount
IT/Infrastructure
Executives
Legal/Audit
Security
Facilities
Strategy &Planning
Finance
Managers/Employees
Evolution
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Where do I start?Where do I start?
• Corporate HR audit
• What are your company’s?– Business Goals– Acquisition Strategies– Understanding of timeframes
• What are the HR priorities for systems?
• What’s your BUDGET?
• ROI
• Business Plans are not only for dotcoms anymore!
• Corporate HR audit
• What are your company’s?– Business Goals– Acquisition Strategies– Understanding of timeframes
• What are the HR priorities for systems?
• What’s your BUDGET?
• ROI
• Business Plans are not only for dotcoms anymore!
Plan for the Future
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What does that mean for your HRMS?What does that mean for your HRMS?
• New System or a makeover?
• Highly customized or configured?
• How old is your current system?
• Are there plug-in solutions out there for your needs?
• Think ahead…
• New System or a makeover?
• Highly customized or configured?
• How old is your current system?
• Are there plug-in solutions out there for your needs?
• Think ahead…
Plan for the Future
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How to save time and moneyor Implementation Strategies 101How to save time and moneyor Implementation Strategies 101
• What do you want your HR processes to be?
• Clean data = money savings
• Make sure you get a specification from your vendor
• Keep the data clean
• Manage the implementation carefully
• Remember your ROI requirements and business plan goals
• What do you want your HR processes to be?
• Clean data = money savings
• Make sure you get a specification from your vendor
• Keep the data clean
• Manage the implementation carefully
• Remember your ROI requirements and business plan goals
Plan for the Future
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Post-Implementation StrategiesPost-Implementation Strategies
• Now that your system is built, keep it running smoothly
• Remember to stay true to the processes designed into your system
• Create plans for renewal of your vows
• Reporting and analyzing off of your new data goldmine
• Ensure ROI goals have been met
• Now that your system is built, keep it running smoothly
• Remember to stay true to the processes designed into your system
• Create plans for renewal of your vows
• Reporting and analyzing off of your new data goldmine
• Ensure ROI goals have been met
Plan for the Future
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PARADIGMS
What is Strategy?What is Strategy?Getting Religion on “Strategy”
par·a·digm n.
1. One that serves as a pattern or model. 2. A set or list of all the inflectional forms of a word or of one of its grammatical categories: the
paradigm of an irregular verb. 3. A set of assumptions, concepts, values, and practices that constitutes a way of viewing reality for
the community that shares them, especially in an intellectual discipline.
Source: The American Heritage® Dictionary of the English Language, Fourth EditionCopyright © 2000 by Houghton Mifflin Company.Published by Houghton Mifflin Company. All rights reserved.
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What is your HRIT strategy?What is your HRIT strategy?
• HR is a cost center - provide a service that business leaders need
• Anticipate needs
• Ask executives for their knowledge wish list
• Turning information into knowledge
• Be bold – think creatively
• HR is a cost center - provide a service that business leaders need
• Anticipate needs
• Ask executives for their knowledge wish list
• Turning information into knowledge
• Be bold – think creatively
Getting Religion on “Strategy”
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Strategic AnalysesStrategic Analyses
• Headcount– Statistics– Metrics
• Turnover
• Total Costs
• Recruiting – Metrics– Guidelines
• Headcount– Statistics– Metrics
• Turnover
• Total Costs
• Recruiting – Metrics– Guidelines
Turn data into knowledge
Getting Religion on “Strategy”
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A Global Perspective: A Database of Repatriate Skills
• Vast majority of U.S. companies have failed to realize importance of creating databases of repatriate skills
• Colgate-Palmolive’s database is primarily for succession planning.
• It also contains data on each manager’s experience with or awareness of particular cultures
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CHRIS System (cont.)
• Creating a New HR Transaction—Knowledge and Skills• Creating a New HR Transaction—Organizational Chart• Creating a New HR Transaction—Comments• Creating a New HR Transaction—Comments specific to COE• Creating a New HR Transaction—Exclusions• Creating a New HR Transaction—History• Creating a New HR Transaction—Submission• Printing• Checking HR Transaction Status• HR Transaction Status—Definitions• Creating a New HR Transaction—LTE Positions
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General Information
• The Classified Human Resources Information System (CHRIS) is a web-based application system built under the auspices of the Classified Human Resources (CHR) within the Office of Human Resources at the University of Wisconsin - Madison.
• The purpose of CHRIS is to automate and facilitate entry of new positions (fill vacancy), update current positions and process reclassifications and reallocations, for employee positions at the UW - Madison.
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LEARNING OBJECTIVES OF SESSION
• UNDERSTAND THE RELATIONSHIP
BETWEEN STRATEGIC HRM AND HRIS
• UNDERSTAND THAT AN EFFECTIVE HRIS
FACILITATES THE ACHIEVEMENT OF
HRM OBJECTIVES
• IMPROVE SERVICE STANDARDS
THROUGH HRIS
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ACTIVITY
• LIST DOWN THE FUNCTIONS / ACTIVITIES OF HRM
• WHAT DO YOU UNDERSTAND BY HUMAN RESOURCE INFORMATION SYSTEM (HRIS)
• TELL US 3 ADVANTAGES OR DISADVANTAGES OF HRIS BASED ON YOUR UNDERSTANDING OF HRIS
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WE NOW HAVE THE TECHNOLOGY TO ALLOW
US TO REDUCE HR ADMINISTRATION AND TO
PROVIDE IMPROVED LEVELS OF SERVICE TO
OUR INTERNAL CUSTOMERS. IT IS OUR
CHALLENGE TO EMBRACE NEW TECHNOLOGY
AND TO FINALLY STEP OUT OF OUR
PERSONNEL ADMINISTRATION HISTORY TO A
PLACE OF LEADERSHIP.
Rob Sharp, HR Consultant, Employee Connect
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Yes……
What Is HR?Your Resume Looks Great, You Have More Than enough experience And I Think You’d be Perfect For The VP Of HR Job!
Before I Welcome You Aboard, Do You Have Any Questions?
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DEFINITION OF HRIS
HRIS IS ANY ORGANIZED APPROACH FOR
OBTAINING RELEVANT AND TIMELY DATA ON
WHICH TO BASE HUMAN RESOURCE
MANAGEMENT DECISION
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DEFINITION OF HRIS
THE HRIS SHOULD BE DESIGNED TO PROVIDE INFORMATION THAT IS:
TIMELY: A MANAGER MUST HAVE ACCESS TO UP-TO-DATE INFORMATION
ACCURATE: A MANAGER MUST BE ABLE TO RELY ON THE ACCURACY OF THE INFORMATION PROVIDED
CONCISE: A MANAGER CAN ABSORB ONLY SO MUCH INFORMATION AT ANY ONE TIME
RELEVANT: A MANAGER SHOULD RECEIVE ONLY THE INFORMATION NEEDED IN A PARTICULAR SITUATION
COMPLETE: A MANAGER SHOULD RECEIVE COMPLETE, NOT PARTIAL, INFORMATION
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Current 5 - 7 years ago
Difference
Maitaining RecordsCollect, track and maintain data on employees
Auditing / ControllingEnsure compliance to internal operations, regulations, legal and union requirements
HR Service ProviderAssist with implement and administration of HR practices
Practice DevelopmentDevelop new HR systems and practices
Strategic Business PartnerMember of the management team. Involved with strategic HR planning, organisation design and strategic change
23.0% 11.0% Significant Increase
Significant Decrease
Significant Decrease
Significant Decrease
Significant Increase
Human Resources Roles Are Changing
A study by the Center for Effective Organisations, University of Southern California, and The Human Resources Planning Society.
15.0% 22.0%
12.0% 19.0%
31.0% 35.0%
19.0% 13.0%
Current 5 - 7 years ago
Difference
Maitaining RecordsCollect, track and maintain data on employees
Auditing / ControllingEnsure compliance to internal operations, regulations, legal and union requirements
HR Service ProviderAssist with implement and administration of HR practices
Practice DevelopmentDevelop new HR systems and practices
Strategic Business PartnerMember of the management team. Involved with strategic HR planning, organisation design and strategic change
23.0% 11.0% Significant Increase
Significant Decrease
Significant Decrease
Significant Decrease
Significant Increase
Human Resources Roles Are Changing
A study by the Center for Effective Organisations, University of Southern California, and The Human Resources Planning Society.
15.0% 22.0%
12.0% 19.0%
31.0% 35.0%
19.0% 13.0%
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HRIS OverviewThe big picture - reasons
for change
SavingsComplexity Duplication
World-class HR
Poor accessibility Inefficient paper-drivenprocess
Inconsistencies
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MODULES OF HRIS
• PAYROLL• COMPENSATION ADMINISTRATION• BENEFITS ADMINISTRATION• EXPATRIATE MANAGEMENT• TRAINING & DEVELOPMENT• CAREER PLANNING & DEVELOPMENT• HR PLANNING• PERFORMANCE APPRAISAL• ATTENDANCE• SELECTION / RECRUITMENT PAYROLL
COMPENSATIONADMINISTRATION
BENEFITSADMINISTRATION
EXPATRIATEMANAGEMENT
TRAINING & DEVELOPMENT
CAREER PLANNING& DEVELOPMENT
HR PLANNING
PERFORMANCEAPPRAISALS
ATTENDANCE
SELECTION / RECRUITMENT
HRISINTEGRATED
DATABASE
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MODULES OF HRIS
PAYROLL
COMPENSATIONADMINISTRATION
BENEFITSADMINISTRATION
EXPATRIATEMANAGEMENT
TRAINING & DEVELOPMENT
CAREER PLANNING& DEVELOPMENT
HR PLANNING
PERFORMANCEAPPRAISALS
ATTENDANCE
SELECTION / RECRUITMENT
HRISINTEGRATEDDATABASE
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Personal DetailsChecking your
personal details
Address
Personal contactnumber
Emergencycontact number
Marital status
Academicqualifications
Benefits
Payroll bank accountDependencies
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THE AUTOMATED HR MACHINE -
SELF SERVICE CONCEPT
• EMPLOYEE / MANAGER SELF-SERVICE
• E-LEARNING
• RETIREMENT CALCULATORS
• LOAN CALCULATORS
• PERFORMANCE MANAGEMENT
• DECISION-MAKING TOOLS
• POLICIES AND PROCEDURES
• RECRUITMENT AND SELECTION
• CAREER MANAGEMENT
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AUTOMATE RESUME TRACKING PROCESS
• RECEPTION OF APPLICATION
• PRESCREENING RESUMES
• CORRESPONDENCE
• APPLICATION FORM
• TESTS
• PRELIMINARY INTERVIEW
• ISSUANCE OF LETTERS LIKE MEDICAL, OFFER,
ETC
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CASE STUDYA MATTER OF PRIVACY
YOUR COMPANY HAS RECENTLY REVAMPED ITS HRIS. PAYROLL AND HR
RECORDS ARE NOW INTEGRATED INTO ONE DATABASE. ALTHOUGH
ACCESS TO CONFIDENTIAL HR INFORMATION IS RESTRICTED, SOME SEMI-
PRIVATE INFORMATION SUCH AS THE EMPLOYEE’S NAME, ADDRESS AND
TELEPHONE NUMBER CAN BE ACCESSED ONLINE BY ALL SUPERVISORS.
EMPLOYEES CAN ALSO ALTER THEIR OWN PERSONNEL RECORDS (FOR E.G.
CHANGES OF ADDRESS, TELEPHONE NUMBERS OR NUMBER OF
DEPENDENTS). EMPLOYEES LIKE THE NEW SYSTEM BECAUSE IT MEANS
THAT THEY KNOW THEIR PERSONNEL FILES ARE UP TO DATE AND THAT
INFORMATION IS READILY AVAILABLE IN AN EMERGENCY. FURTHERMORE,
THE NEW SYSTEM HAS RESULTED IN CONSIDERABLE IMPROVEMENTS IN HR
RECORD KEEPING AND THE ABILITY OF THE HR DEPARTMENT TO GENERATE
MORE USEFUL MANAGEMENT REPORTS. HOWEVER, AN EMPLOYEE IN THE
SALES DEPARTMENT IS EXTREMELY UPSET; SHE HAS BEEN RECEIVING
OBSCENCE PHONE CALLS AND BLAMES THE NEW HRIS. SHE ALLEGES THAT
THE CALLER MUST BE SOMEONE FROM THE COMPANY BECAUSE HER
NUMBER IS UNLISTED10/26/04 74
CASE STUDYA MATTER OF PRIVACY
• SHOULD INFORMATION SUCH AS TELEPHONE NUMBERS BE
AVAILABLE TO OTHER EMPLOYEES?
• WHICH IS MORE IMPORTANT - THE COMPANY’S NEED TO COLLECT
JOB-RELATED INFORMATION OR AN EMPLOYEE’S RIGHT TO
PRIVACY?
• SHOULD EMPLOYEES BE ALLOWED TO CHANGE THEIR OWN FILES?
• WHICH PERSONNEL DATA SHOULD BE CLASSIFIED (A) RESTRICTED
AND (B) UNRESTRICTED?
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