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Human Resource Information Systems

Contemporary Issues

Human Resource Audit

o Objectives and benefits of Human Resource Auditing

o Human Resource Auditing Process

Human Resource Accounting

o Methods of Human Resource Accounting

Human Resource Information Systems

Outsourcing and Crowd sourcing

mp!oyer "rand

#emping or #emporary Staffing

Attrition

Ca!! centers

$it interviews Stress Management

"a!anced scorecard

Competency mapping

Human Resource "enchmar%ing

mp!oyee absenteeism

An HRIS& the abbreviation for Human Resources Information System& is a system that !ets you %eep

trac% of a!! your emp!oyees and information about them' It is usua!!y done in a database or& moreoften& in a series of inter(re!ated databases'

HRIS systems inc!ude the emp!oyee name and contact information and a!! or some of the fo!!owing)

*' department&+' job tit!e&

,' grade&

-' sa!ary&.' sa!ary history&

/' position history&

0' supervisor&1' training comp!eted&

2' specia! 3ua!ifications&

*4' ethnicity&**' date of birth&

*+' disabi!ities&*,' veterans status&

*-' visa status&*.' benefits se!ected&

*/' and more

Improvements in #echno!ogy re!ating to microcomputers and software have a!so had a major impacton the use of information for managing human resources' #raditiona!!y computers had been used in

http://www.whatishumanresource.com/Human-Resource-audithttp://www.whatishumanresource.com/objectives-and-benefits-of-Human-Resource-auditinghttp://www.whatishumanresource.com/Human-Resource-Auditing-processhttp://www.whatishumanresource.com/Human-Resource--accountinghttp://www.whatishumanresource.com/methods-of-Human-Resource-accountinghttp://www.whatishumanresource.com/human-resource-information-systemshttp://www.whatishumanresource.com/outsourcing-and-crowdsourcinghttp://www.whatishumanresource.com/employer-brandhttp://www.whatishumanresource.com/temping-or-temporary-staffinghttp://www.whatishumanresource.com/attritionhttp://www.whatishumanresource.com/call-centershttp://www.whatishumanresource.com/exit-interviewshttp://www.whatishumanresource.com/stress-managementhttp://www.whatishumanresource.com/balanced-scorecardhttp://www.whatishumanresource.com/competency-mappinghttp://www.whatishumanresource.com/Human-Resource-benchmarkinghttp://www.whatishumanresource.com/employee-absenteeismhttp://www.whatishumanresource.com/objectives-and-benefits-of-Human-Resource-auditinghttp://www.whatishumanresource.com/Human-Resource-Auditing-processhttp://www.whatishumanresource.com/Human-Resource--accountinghttp://www.whatishumanresource.com/methods-of-Human-Resource-accountinghttp://www.whatishumanresource.com/human-resource-information-systemshttp://www.whatishumanresource.com/outsourcing-and-crowdsourcinghttp://www.whatishumanresource.com/employer-brandhttp://www.whatishumanresource.com/temping-or-temporary-staffinghttp://www.whatishumanresource.com/attritionhttp://www.whatishumanresource.com/call-centershttp://www.whatishumanresource.com/exit-interviewshttp://www.whatishumanresource.com/stress-managementhttp://www.whatishumanresource.com/balanced-scorecardhttp://www.whatishumanresource.com/competency-mappinghttp://www.whatishumanresource.com/Human-Resource-benchmarkinghttp://www.whatishumanresource.com/employee-absenteeismhttp://www.whatishumanresource.com/Human-Resource-audit

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human resources on!y for compensation and benefits(for e$amp!e& administering payro!!'

However& new advances in microchips have made it possib!e to store !arge 3uantities of data on

personne! computers and to perform statistica! ana!yses that were once on!y possib!e with !argemainframe computers' A Human Resource Information System 5HRIS6 is a system used to ac3uire&

store& manipu!ate& ana!y7e& retrieve& and distribute information re!ated to the company8s human

resources' 9rom the manager8s perspective& an HRIS can be used to support strategic decisionma%ing& to avoid !itigation& to eva!uate programs or po!icies& or to support dai!y operating concerns'

A human resource Information system can be as !arge or as sma!! as is necessary and may contain

one or two modu!es or upto twenty or so' Hundreds of HRIS software pac%ages are being mar%eted

for both mainframe and microcomputers' A great many decisions need to be made in the course ofadopting and imp!ementing an HRIS' #he specific needs of the organi7ation shou!d dictate the type

of human resource Information system chosen' Any project as potentia!!y e$pensive& comp!e$& and

time consuming as the addition or upgrading of an HRIS re3uires carefu! ana!ysis and p!anning'

In adopting a HRIS fo!!owing issues need to be addressed)

Carefu! need assessment

:hat type and si7e of HRIS shou!d be adopted

:hether to deve!op software or buy and use off the she!f software

Shou!d the HRIS be imp!emented in tota! or in stages'

A computeri7ed HRIS is an information system that ma%es use of computer and monitors contro!and inf!uences the movement of human being from the time they indicate their intention to join an

organi7ation ti!! they separate from it after joining ' It consists of the fo!!owing sub(system'

Recruitment Information) It inc!udes the p!acement data ban% advertisement modu!e& genera!

re3uirement and training re3uirement data'

Personne! Information) It inc!udes emp!oyee information such as transfer monitoring and

increment and promotion detai!s' Manpower P!anning Information) It see%s to provide information that cou!d assist human

resource mobi!i7ation& career p!anning& succession p!anning and input for s%i!! deve!opment'

#raining Information) It provides information for designing course materia!& arrange for need

base training and cost ana!ysis of training etc'

Hea!th Information System) #his subsystem provides information for maintenance of hea!th

re!ated activities of the emp!oyees'

Appraisa! Information) It dea!s with the performance appraisa! and merit rating information

which serves as input for promotion& increment and secession and career p!anning etc'

Payro!! System) It consists of information concerning wages& sa!aries incentives& a!!owance&

per3uisite deduction for provident fund etc' ;ata on compensation pattern of competitor isa!so inc!uded in it'

Personne! Statistics System) It is a ban% of historic and current data used for various type of

ana!yst'

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human resource in an organi7ation' =eed for such a system arises due to severa! factor'

*' Organi7ations that emp!oy a very !arge number of peop!e& it becomes necessary to deve!op

emp!oyee database for ta%ing personne! issues'+' In a geographica!!y dispersed company every office re3uires time!y and accurate information

for manpower management' If information is stored in a mu!tip!e !ocation cost and

inaccuracy wi!! increase',' Modern day compensation pac%age is comp!e$ consisting of many a!!owance and deductions

etc' A centra!!y avai!ab!e data can become usefu! for ta%ing time!y decisions'

-' Organi7ations have to comp!y with severa! !aws of the !and' A computeri7ed informationsystem wou!d store and retrieve data 3uic%!y and correct!y enab!ing the organi7ation to

comp!y with statutory re3uirements'

.' :ith the he!p of computeri7ation personne! information system& emp!oyer record and fi!ecan be integrated and retrieved for cross(referencing and forecasting' #he system shou!d be

oriented towards decision ma%ing rather than towards record %eeping'

/' =ecessary f!e$ibi!ity for adaptation to changes ta%ing p!ace in the environment can be bui!t

into mechani7ed information system'

In the fie!d of human resource management& information system has been !imited to payro!!preparation& job status and wor% history report of new hires& termination and insurance payment'

>radua!!y however progressive companies have started computeri7ed information system in the areaof co!!ective bargaining& emp!oyee manua!& training& performance appraisa! etc' :ith sophisticated

software& computer based information system can be used in a!most a!! the functions of human

resource management' A sound HRIS can offer the fo!!owing advantages)

C!ear definitions of goa!'

Reduction in the amount and cost of stored human resource data'

Avai!abi!ity of time!y and accurate information about human assets'

;eve!opment of performance standard for the human resource division

More meaningfu! career p!anning and counse!!ing at a!! !eve!s' Individua! deve!opment through !in%age between performance reward and job training'

High capabi!ity to 3uic%!y and effective!y so!ve prob!ems'

Imp!ementation of training programmes based on %now!edge of organi7ationa! needs'

Abi!ity to respond to ever changing statutory and other environment

Status for the human resource functions due to its capabi!ity for strategic p!anning with the

tota! organi7ation'

HRIS software)

Abra Suite) for human resources and payro!! management

A"S 5At!as "usiness So!utions6) >enera! Information& :ages information& emergencyinformation& Reminders& va!uators& =otes customer information& ;ocuments and photos&

Separation information'

COR#) HRMS) app!icant trac%ing& Attendance trac%ing and ca!endars& :age information&

S%i!!s trac%ing& Reports(to information& Status trac%ing& ?ob history trac%ing& Cost centertrac%ing& Reviews and trac%ing& Mass update and change too!s etc'

HRSO9#) Identify and trac% senior managers& Assess management s%i!!s and ta!ents&

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>enerate a wide range of reports& resumes& emp!oyee profi!es& rep!acement tab!es and

succession ana!ysis reports& Identify individua!s for promotion& s%i!!s shortages& une$pected

vacancy& ;iscover ta!ent deep& Competency Management& career deve!opment& a!ignsuccession p!ans etc'

Human Resource MicroSystems) sophisticated data co!!ection and reporting& f!e$ib!e

spending accounts& compensation& emp!oyment history& time off& O& 3ua!ifications&App!icant@Re3uisition #rac%ing& Position Contro!@Succession P!anning& #raining

Administration& Organi7ation Charts& HRIS(Pro =et 5emp!oyee@manageria! se!f(service6& HR

Automation 5e=otification and eSchedu!er6& and Performance Pro 5performancemanagement6

ORAC( HRMS) Orac!e iRecruitment& Orac!e Se!f(Service Human Resources& Payro!!& HR

Inte!!igence& Orac!e earning Management& Orac!e #ime and abor

POPSO9#) nterprise eRecruit& nterprise Resume Processing& nterprise Services

Procurement& :or%force P!anning& :arehouse

SAP HR) Human Capita! Management 5HCM6 for "usiness& A!!(in(One) Rapid HR&

SPC#R) HRA) DPoint(and(C!ic%D report writing& interna! Messaging System for !eaving

reminders to yourse!f& to someone e!se or to everyone using HRA ( very usefu! for "enefit

App!ications& ;iscip!inary Actions& Specia! vents& mp!oyee Summary Screen for "asic&

eave 5Absenteeism6 and Sa!ary@Position History& s%i!!s E training modu!e& eave #rac%ing

Modu!e'

:hy Imp!ement a Human Resource Information Software 5HRIS6 SystemF

Running a business wi!! generate a !ot of information& both re!ated to the business and re!ated to

your emp!oyees' Gou need to be ab!e to harness and secure this information in a system for a coup!eof different reasons' 9irst& you donDt want confidentia! information about your organi7ation oremp!oyees getting into the wrong hands' Additiona!!y& a human resource information software

5HRIS6 system is a wise choice because it wi!! reduce the amount of paper generated& organi7e your

data& stream!ine processes& and he!p your companyDs bottom !ine'

So& why is HR information importantF Gour emp!oyees are your biggest asset(having a system in

which to contain their private personne! information& safe!y and secure!y is critica!' Gou have

wor%ed hard to become an emp!oyer of choice(donDt ruin that credibi!ity by mishand!ingconfidentia! information'

Ma%ing a "usiness Case for the HRIS System#he HRIS system is an investment to an organi7ation' An HRIS system is more than just a storage

and organi7ationa! too! to contain confidentia! information about your organi7ationDs emp!oyees'

#he HRIS system needs to be viewed from a financia! perspective' 9or instance& an HR manager ordepartment usua!!y has to justify their e$penditures and if HRDs functions are not trac%ed proper!y&

you cou!d be !osing money' #hese inc!ude)

Providing benefits for ine!igib!e emp!oyees or their dependents'

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Cost of training new emp!oyees'

;ocumenting why peop!e !eave the organi7ation because the cost of terminations is high&

and if you can trac% why peop!e !eave& then changes can ensue'

=ot proper!y recording vacation or sic% !eave ta%en' #ime and attendance creates a !oss of

productivity& so having a way to trac% it to ensure there is not abuse of the system oremp!oyees ta%ing time they donDt have wi!! he!p to reduce the ris% of !osing productivity and&

u!timate!y& revenue'

Reduce potentia! !ega! e$penses in an emp!oyee dispute' Accurate and comp!ete records can

he!p bui!d your case or diffuse a situation before it even gets in the courts'

Other justifications for a HRIS system can inc!ude savings in paper and supp!y costs and savings in

time spent on human resource tas%s' "y imp!ementing an effective HRIS system& the organi7ation iswe!! on their way to increasing confidentia!ity of their emp!oyeesD information'

Critica! Ana!ysis

A!though a!most a!! HR managers understand the importance of HRIS& the genera! perception is thatthe organi7ation can do without its imp!antation' Hence on!y !arge companies have started using

HRIS to comp!ement its HR activities'"ut HRIS wou!d be very critica! for organi7ations in the near future' #his is because of a number of

reasons'

arge amount of data and information to be processed'

Project based wor% environment'

mp!oyee empowerment'

Increase of %now!edge wor%ers E associated information'

earning organi7ation

#he primary reason for de!ay in HRIS imp!ementation in organi7ations is because of the fear

psychosis created by techno!ogy and I# in the minds of senior management' #hey may not be

very tech savvy and fear being !eft out'

"ut trends are changing for the better as more and more organi7ations rea!i7e the importance of I#and techno!ogy' Major HRIS providers are concentrating on the sma!! and midd!e range

organi7ations as we!! as !arge organi7ations for their products' #hey are a!so coming up with veryspecific software modu!es& which wou!d cater to any of their HR needs' SAP and Peop!esoft provide

HR modu!es within their business inte!!igence software' Hence HRIS wou!d soon be an integra! part

of HR activities in a!! organi7ation'