CHAPTER 2 Human Resources and Technology

1. CHAPTER 2 Human Resources and Technology

2. Chapter outcomes • Describe the Internet and identify the two functional categories of information available on the Internet that are most useful to HR managers • Define a human resource information system (HRIS) • Discuss the structural design of an HRIS • Distinguish between the different types of HRISs • Discuss some of the modules of an HRIS database • Discuss the steps to be followed in the development and implementation of an HRIS • Discuss five critical standards that must be met if information provided by an HRIS is to be viewed as quality information • List several things HR can do to foster data security throughout the organisation

3. HR and the Internet Conversational resources Reference sources Intranets ESS & MSS

4. Human Resource Information System (HRIS) Nature of an HRIS

5. Benefits of an HRIS Improves equality of information Reduces admin burden Improves speed of information Improves flexibility of information Improves services to employees Produces HR metrics

6. Components of an HRIS Hardware Software Data Procedures and users

7. Functional components of an HRIS Transformation Outputs Inputs Employee information, company policies & procedures Computers and software Reports Control system (feedback)

8. Types of HRISs • Concentrated HRIS • Distributed HRIS • Independent HRIS • Hybrid approach

9. Types of HRISs EDP (electronic data processing) MIS (management information system) DSS (decision support system

10. Reasons for the slow introduction of computer-based systems in HR departments Lack of support by top management Satisfaction with the status quo Defensiveness about revealing HR operations Lack of HRIS knowledge and skills by HR managers

11. Fully developed HRIS database Training & development Career development & planning Succession planning Affirmative action Skills inventory Employment equity DATABASE HR planning & forecasting Personnel module Corporate, Bio-graphical, Histo-rical, Company/ HR policies Compensation administration Position control • Benefits • Health claims Health & safety Future use Applicant tracking

12. Applications of the HRIS database modules • Applicant-tracking module • T&D module • Position control module • Wage & salary administration module • HRP module • Skills inventory module • Succession planning module • Basic personnel module

13. Why do HRISs fail? • Lack of management commitment & resources and inadequate numbers of personnel are made available • Project team not assigned for the duration of the project • Project is set up for failure (political intrigue, conflict & hidden agendas) • Incorrect decisions are made – poorly written needs-analysis reports • Key personnel are not included in the project team • Clients are not surveyed/interviewed to determine their needs

14. Development, implementation & maintenance of an HRIS database • Phase I – Needs analysis • Phase II – Design & development • Phase III – Implementation & maintenance

15. Securing the integrity of HR data • Biggest risk • Keeping records unaltered • Controlling access • Security technology

16. Summary Automation came late to the HR department. When it did, the system put in place resembled payroll more than personnel. The appearance of the personal computer (PC), perhaps more than any other single event, shifted information control away from the data processing/MIS department. The computer is becoming an integral part of the HR department. As a tool, it has moved beyond producing simple reports to helping HR managers make complex decisions. Human resource information systems (HRISs) are making this possible. As a whole, an HRIS creates more opportunities for the HR profession to influence the company. A typical HRIS is composed of a database, computer software and hardware.

17. Summary • There has been an explosion of PC hardware improvements and software offerings that greatly expand the possibilities of HRISs. Small employers can now benefit by getting the same results on PCs and minicomputers that could only be obtained using mainframes a few years ago. • The choice between mainframes, minicomputers and PCs is complicated by the blurring of distinctions between them. Technological improvements are levelling the playing field between competitive technologies, and a likely scenario is that a medium-sized to larger employer will employ a combination of networked computer systems. • Improvements in computer technology allow more tasks to be accomplished than ever before. Very sophisticated analyses can be performed on an ad hoc basis. Even PC programs allow complicated 'what if' questions to be answered.

18. Summary Modern HRISs place HR professionals in a better position to play a more integral role in the strategic management of today's organisation. Computer technology, which first seemed to divide departments, now serves to bring them closer together as they share information, and more of it, to implement the business strategy. For an HRIS to be effective, users must be properly trained to use it, and it must be used by those whom it is intended to serve. HRIS concerns about the privacy of information that the database contains are very important. Proper care must be taken to restrict access to the system to those individuals who have a legitimate need for its information.