Human Resource Information Systems

Human ResourceInformation Systems

Contents • Introduction • HRIS – Objectives • PROCESS • HRIS – Advantages & Disadvantages • HRIS – Stages of Development • HRIS-Products Contents And Vendors • Conclusion

HRM – An Introduction • Human Resources is an organizational function that deals with issues such as recruitment and selection, training, appraisal, compensation and performance management of the employee. • Human beings are also considered to be resources because it is the ability of humans that helps to change the gifts of nature into valuable resources.

Information System • A system, whether automated or manual, that comprises people, machines, and/or methods organized to collect, process, transmit, and disseminate data that represent user information.

The Evolution of the HRIS • First, paper files were located in the Personnel department. • Then, punched card and magnetic media files were located in IS. • Government legislation in the 1960s and 70s eventually called management's attention to the importance of HR data. • In the late 1970's the concept of an HRIS was born.

HRIS - Introduction • Human Resource Information System (HRIS) is a systematic way of storing data and information for each individual employee to aid planning, decision making, and submitting of returns and reports to the external agencies. • It merges HRM as a discipline and in particular its basic HR activities and processes with the information technology field. • It can be used to maintain details such as employee profiles, absence reports, salary admin. and various kinds of reports.

HRIS Track Salary Administration Personal Records Recruitment & Selection Employment Equity People Pension Administration Medical Records Positions Job Employee Relations Health & Safety Benefits HR Planning Trng. & Dev. Compensation

Objectives Of HRIS Effective Planning and Policy Formulation – HRIS provides support for future planning and also for policy formulations, both at micro and macro levels. Monitoring And Evaluation : HRIS facilitates monitoring of human resources demand and supply imbalances and evaluation of the policy n development and utilization of human resource.

Contd.. • Providing Inputs to Strategic Decisions: HRIS provides required inputs to enterprise wide strategic decisions, like redundancy, rightsizing. Also HRIS helps to automate employee related information, cost minimization and faster response to employee related services.

1- INCEPTION OF THE IDEA 2- FEASIBILITY STUDY The idea for making & HRICS must be originated somewhere. Now in this feasibility study report should be prepared by the system/software maker for the analyzing to requirement of client The idea behind making or preparing this software / system which will provide the information as per the requirement of client. (who are modest operating user)

3- SELECTING A PROJECT TEAM 4- DEFINING THE REQUIREMENT After the step of report preparation suitable representative have been selected & start preparing the parallel & the supportive system/software of the client requirement In that from the analysis of the report & opinion of projected team efforts elaborate & defining the multiple usage of the system

5- VANDOR ANALYSIS In vandor analysis part will be important for both client & software/system maker. Here, actual execution of the system have been done all the trial basis by the client. At the same time software/system maker also identify & search out a new opportunity for further system development

6- PACKAGE CONTRACT NEGOTIATION As per the requirement and the feedback from the client side in terms of the discrepancy for the execution of the system/software. Here, constant trial and error basis will be done by the system/software maker for the trouble shooting to the system/software maker is by default entering in to the contract of assurance for helping the client. This called relationship is renouned by the name of maintenance contract package by the system maker for system user

7- TRANING After accomplishment of trial part when actual execution of the system will be done by the system/software maker. System/software maker usually provide the demonstration regarding the different configuration regarding the system/software

8- TRAINING THE SYSTEM After the training as per the client prospectus view what are the discrepancy will be face by them for the execution of the system/software. here, system/software maker trying to resolve the problem & make necessary changes as per the requirement of the client. In that change part some confregutation can be enlarged and some can be cut off

9- COLLECTING THE DATA 10- TESTING THE SYSTEM In this step the system/software maker analyzed the smooth functioning of the system without any error and without any complain from the client After training the system according to the client needs now this is the time to feed the information in terms of data

11-START ING UP WITH THE SYSTEM Here in this stage client is well acquainted with the system & scope of the system and also aware by being different aspects and objective related to the main system and parallel system

12- RUNNING THE PARELLAL SYSTEM Now here parallel system operation is generated of marginal utility increment for the support of the main software/system E.G.- in xyz organisation time keeping software which has a connecting wage & salary administration software has a connectivity with the accounting software & this three parellal system have a connectivity with the main software of the organisation & recognition for the organisation

13- MAINTENANCE OF THE SYSTEM 14- EVALUATION OF THE SYSTEM Evaluation can be done by the almost 3 aspects A- financial aspect B- human aspect C- time saving/techno saving aspect For the smooth function of the system maintenance must be needed by the organisation & moreover update the latest achievement for a specific system or software

HRIS-Stages Of Development Nature and types of HRIS depend on the level and ease of use. Primary Level- The organization is interested in automating processing of routine information. Its focus is on data, storage, processing and information flows at operational level of organization. In HRIS it is called Electronic Data Processing (EDP) which facilitates data and files storage.

Contd.. Second Level- The focus is shifted from EDP level to management information systems (MIS) level with more inquiry and report generation flexibility. This is intended for middle level managers to control operation, matching budget or projection. For eg. Overshooting of expenses on overtime, its extent and magnitude.

Contd.. Third Level- The enterprise wide decision support systems is one such HRIS type that facilitates decisions at higher level in the organization. At this stage HRIS is more interactive and capable of developing decision models on many strategic issues.

ADVANTAGES AND DISADVANTAGES OF HRIS In today's corporate world human resources has come to play a very critical role in a business. Whether it concerns the hiring and firing of employees or whether it concerns employee motivation, the Human Resources department of any organization now enjoys a very central role in not only formulating company policies, but also in streamlining the business process. One of the latest human resource technologies is the introduction of a Human Resources Information System (HRIS); this integrated system is designed to help provide information used in HR decision making such as administration, payroll, recruiting, training, and performance analysis.

The basic advantage of a Human Resource Information System (HRIS) is not only to computerize employee records and databases but to maintain an up-to-date account of the decisions that have been made or that need to be made as part of a human resource management plan. • The four principal areas of HR that are affected by the Human Resource Information System (HRIS) include; • PAYROLL • TIME AND LABOUR MANAGEMENT • EMPLOYES BENEFITS AND • HR MANAGEMENT

Payroll • The advantage of a Human Resource Information System (HRIS) in payroll is that it automates the entire payroll process by gathering and updating employee payroll data on a regular basis. It also gathers information such as employee attendance, calculating various deductions and taxes on salaries, generating automatic periodic paychecks and handling employee tax reports. With updated information this system makes the job of the human resource department very easy and simple as everything is available on a 24x7 basis, and all the information is just a click away.

Time and Labor management • In time and labor management a Human Resource Information System (HRIS) is advantageous because it lets human resource personnel apply new technologies to effectively gather and appraise employee time and work information. It lets an employee's information be easily tracked so that it can be assessed on a more scientific level whether an employee is performing to their full potential or not, and if there are any improvements that can be made to make an employee feel more secure.

Employees Benefits • Employee benefits are very crucial because they help to motivate an employee to work harder. By using a Human Resource Information System (HRIS) in employee benefits, the human resource department is able to keep better track of which benefits are being availed by which employee and how each employee is profiting from the benefits provided.

HR Management. • A Human Resource Information System (HRIS) also has advantages in HR management because it curtails time and cost consuming activities leading to a more efficient HR department. • Higher Speed of retrieval and processing of data. • Reduction in duplication of efforts leading to reduced cost. • Ease in classifying and reclassifying data. • Better analysis leading to more effective decision making. • Higher accuracy of information/report generated.

Disadvantages Although the system is efficient, but sometimes we face the problems like system slowdown or higher downtimes and if there is some particular limitation in module than work suffers, some HR people are not comfortable in using system efficiently so time is to be given in training for the system. • It can be expensive in terms of finance and manpower. • It can be threatening and inconvenient. • Thorough understanding of what constitutes quality information for the user. • Computer cannot substitute human beings.

HRIS –Products Contents And Features Some of HRIS products listed:- • CSS Horizontm • Elabour.comtm • Oracle • SAP@ • Smart Stream@

HRIS - Vendors • More than 25, world-wide. • Automatic Data Processing Inc. • SAP AG • Restrac Web Hire • Oracle/PeopleSoft • Human Resource Microsystems • Business Computer Systems • Lawson Software

Contd.. There are many other vendors with standard HRIS packages and each of them disseminate The nature of information that could be made available by their packages in different HR areas. Most of the HRIS vendors have defined their product contents and features, which can be downloaded from internet.

Conclusion • A Human Resource Information System (HRIS) refers to the systems and processes at the intersection between human resource management (HRM) and information technology. • The importance of the human resource function and the human resources information system is increasing day by day and it seems to benefit in future.

THANK YOU

Human Resource Information Systems