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Chapter 2

Chapter 2. Computerized HRIS and HRM Functional Areas. HRIS. Using HRIS to effectively manage their company records that are related to Human Resources.

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Chapter 2

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  1. Chapter 2 Computerized HRIS and HRM Functional Areas

  2. HRIS • Using HRIS to effectively manage their company records that are related to Human Resources. • The ability to gather and analyze information at less time allows the provision or more time for value add services on transactions. (productivity) • Most computerized HRIS are modular and can expand on the fields/types of data that will be kept and maintained, and can take thousands of records.

  3. Learning Objectives • To identify the different computerized HRIS • To identify the record or information that each module tracks • To identify the data elements involved in the different modules of HRIS

  4. 1. Benefits Module • This module is designed to provide information on the benefits of the employees. • Leaves • Compensatory Day Off • % off to tuition fee • Scholarship • Sabbatical • Among others

  5. Benefits Administration • Before the advent of computers, this was a time-consuming activity that required either face-to-face question and answer interaction with employees * or reading up on lengthy manuals or brochures. • Benefits information can be accessed to provide information appropriate to the need, time, and requirements of the employee. *

  6. Benefits tracking • Such a module can do benefits tracking on a variety of things such as: dependents, membership – GSIS, SSS, pag-Ibig, Philhealth *

  7. 2. Personnel Management Module • This module is basic and captures the individual data each employee normally found in individual personnel files. Some of the elements* includes: • Personal Information • Emergency contacts and emergency information • Dependent’s statistics and tracking information • Educational Background • Status Information • Trainings undertaken • Job history • Salary and Compensation History

  8. Personal Data Sheet (PDS) • These data fields (grouped data) sometimes referred to as data elements, will be recorded in a Personnel Information System (PIS) • Using PIS just enter a primary key* usually the employee ID to open and browse employee PDS, also you can use to search/query a particular employee. • PIS can be integration to other IS * in an organization like payroll, trainings, medical records, and among others.

  9. Form Design of a PIS • Text • Options – checkbox/radio buttons • Drop-down • Text Area • Buttons Designing an IS, use multimedia – text, images, sound (audio and video if applicable)

  10. PIS Reports • Reports can vary in a degree of complexity, and in the way that a data are manipulated, analyzed, and presented. • Reports can present lists of information, tables, or information or graphs. • A simple list can contain the names of employees by length of service in the organization by salary, by position, among others.

  11. 3. Recruitment Module • Position Track • General information about job families in the company, approval for declaring a position open for recruitment, job description, requirement tracking, and requisition tracking • Applicant Management Track • Personal information, multiple positions applied for, applicant demographics, background and skills (education, history, skills, certification), refenreces, status information, position tracking and reference tracking offers and acceptance • Internal Recruitment Track • List of potential internal candidates with basic qualifications, for example, education, experience, service in the company, performance history, and training or certifications obtained.

  12. Online Job Application* • Jobstreet.com • Indeed.com • Monster.com • Carreerbuilder.com • hotjobs

  13. 4. Training Module • An IS recording training and employee competency data can be used by the HR department as basis for service credits, update PDS. • Most organizations use the information system to monitor the skills development of employees, and provide a skills profile at the organization level. • Integrated Training Information Systems - can be a sub-program in a PIS since in PIS in includes the training conducted by an employee.

  14. 5. Performance Management and Administration Module • This does an automatic scheduling reviews, generate electronic forms and references for doing the performance review by both manager and the employee. • Information depends on the nature of work, content include the nature of work with corresponding level of performance like very poor, poor, good, very good, excellent.

  15. 6. Medical Information/Wellness Module * • This can contain the following: • Height • Weight • Blood Type • Last Blood donation • Disability • Allergies • Wellness programs participated in • Present and Past Illness History (findings, diagnosis, treatment) 9. Family history 10. RH Factor 11. Smoker 12. Restrictions 13. Chronic conditions Among others

  16. 7. Time and Attendance Module • This module can replace the Bundy clock system with the use of computers for recording time in and out data by employees for the computerized preparation of hours for a payroll period, and for tracking accruals and usage.

  17. 8. Safety Management Module • A major innovation in the use of safety systems in industry is the recording of details of injury and non-injury incidents using computer systems. • These systems can store and manipulate extremely large amounts of information about safety behavior, and provide management with quicka and accurate reports detailing safety performance.

  18. What to bring next meeting • Forms from your HR Unit • Saving devices – flashdrive/usb drive (email can do)

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