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c A human resource information system (HRIS) is defined as a computer based application for assembling and processing data related to the human resource management (HRM) functions. As in other types of information systems, an HRIS consists of a database, which contains one or more files in which the data relevant to the system are maintained, and a database management system, which provides the means by which users of the system access and utilize these data. The HRIS thus contains tools that allow users to input new data and edit existing data; in addition, such programs provide users with the opportunity to select from an array of predefined reports that may either be printed or displayed on a monitor. Reports may address any of a number of different HRM issues (e.g., succession planning, compensation planning, equal employment opportunity monitoring). HRISs also generally include tools by which users or system administrators may generate ad hoc reports and select specific cases or subsets of cases for display. A number of trends seem to have contributed to a growing reliance on computers as information-processing and decision-aiding tools in HRM. The emergence of the human resource management field (versus personnel administration) gave the human resource function greater credibility within the managerial hierarchy, necessitating more sophisticated use of information, especially as it related to the strategic management function. Firms have experienced increased competitive pressures that have translated into greater cost containment demands from upper management, leading to greater automation of the recordkeeping function in the HRM field. The ready availability of microcomputers and relatively userfriendly software means, that to an increasing extent, human resource managers are no longer dependent on information system professionals to develop and implement applications (which might be assigned a lower priority than other management functions). Many HRM departments in larger organizations have also developed internal information system capabilities, so that HRIS units have been established. Another important factor has been the development of numerous HRIS products by external vendors. There are several full-featured, human resource-dedicated database management systems available. Many of these utilize client-server architectures, where databases reside on a central server and are accessed from individual workstations, connected to a network, via local client applications. There is also a trend toward enterprise-wide applications that integrate information system applications for various managerial functions (e.g., marketing, finance, 2
human resources), which facilitates communication across functional areas, economizes on information system development at the enterprise level, and allows firms to collate information from multiple sources to facilitate strategic planning at the business unit and corporate levels. Specialized software, intended to supplement HRIS, is also widely available. These include modules to aid in such areas as succession planning, benefits administration, applicant tracking, job evaluation, employee performance evaluation, grievance handling, and labor relations. These products, coupled with declining costs and the increasing user-friendliness of computer applications, have meant that the use of HRIS is increasingly attractive to HR practitioners. As a result of the rapid change in computer and software technology, HRIS-related products are constantly upgrading and changing. Perhaps the most significant development in the HRIS area currently is the growing use of organizational intranets as a means of managing many aspects of a firm's HRIS. An intranet is an internal network that makes use of World Wide Web technology (browsers, servers, etc.) to gather and disseminate information within the firm. Intranets may be linked to the external Internet, but are usually secured in a variety of ways so that only authorized users can access the information on the internal components by utilizing firewalls. While it is quite easy to generate static extracts of HRIS data tables, queries, forms, and reports for posting on an intranet, it is also quite feasible to establish live links between an intranet and a firm's HRIS. This allows real-time collection and display of information. Thus employees can complete forms online that enroll them in benefits programs, allow them to bid on job openings, let them submit suggestions, and facilitate filing of various claims. In addition, intranet displays can be tailored to the needs of specific users. The user may check on the current status of his or her fringe benefits, vacation time, training program enrollment, or pension fund. Intranets obviously require extensive security measures to prevent inappropriate changing or accessing of data. The issues seem to have been addressed, however, and HRIS products are increasingly emphasizing their functionality in intranet environments.
× cc In a time of dynamism and constantly evolving technology, HR managers need to be aware of the technology that will increase effectiveness of their company. Human resource information systems (HRIS) was first introduced at General Electric in the 1950s, but since then it has come a long way. HRIS has gone from a basic process to convert manual information keeping systems into computerized systems, to the HRIS systems that are used today. Human resource professionals foresaw the possibility of new applications for the computer. The idea was to integrate many of the different human resource functions. The result was the third generation D
of the computerized HRIS; a feature-rich, broad-based, self-contained HRIS. The third generation took systems far beyond being mere data repositories and created tools with which human resource professionals can do much more. Many companies have seen a need to transform the way Human Resource operations are performed in order to keep up with new technology and increasing numbers of employees.
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The efficiency of HRIS is that the systems are able to produce more effective and faster outcomes than can be done on paper. Some of the many applications of HRIS are: Clerical applications, applicant search expenditures, risk management, training management, training experiences, financial planning, turnover analysis, succession planning, flexible-benefits administration, compliance with government regulations, attendance reporting and analysis, human resource planning, accident reporting and prevention and strategic planning. With the many different applications of HRIS, it is difficult to understand how the programs benefit companies without looking at companies that have already benefited from such programs. One such company is IBM. IBM has a paperless online enrollment plan for all of its employees. Not only has the online enrollment saved the company 1.2 million per year on printing and mailing costs, the employees enjoy working with the online plan. "Since we began offering online enrollment, we've learned that employees want web access," Donnelly [Senior Communications Specialist] says, so they can log on at home rather than through the company intranet. So the company has been working to put in place a web-based enrollment system that employees and retirees can access from anywhere (Huering, 200D). By utilizing the flexiblebenefits application HRIS has to offer, IBM was able to cut costs and give employees the freedom to discover their benefits on their own time and pace.
cc An effective HRIS provides information on just about anything the company needs to track and analyze about employees, former employees, and applicants. Your company will need to select a Human Resources Information System and customize it to meet your needs. With an appropriate HRIS, Human Resources staff enables employees to do their own benefits updates and address changes, thus freeing HR staff for more strategic functions. Additionally, data necessary for employee management, knowledge development, career growth and
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development, and equal treatment is facilitated. Finally, managers can access the information they need to legally, ethically, and effectively support the success of their reporting employees. The Human Resources Information System provides details on administration, payroll, recruitment, and training. This system is expected to deliver valuable results to your human resources division and your organization as a whole. It is an essential tool that aids management in making strategic decisions. An HRIS can prove to be beneficial in the following ways: Úc Úc Úc
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Management of all employee information Reporting and analysis of employee information Company-related documents such as employee handbooks, emergency evacuation procedures, and safety guidelines Benefits administration including enrollment, status changes, and personal information updating Complete integration with payroll and other company financial software and accounting systems. Applicant tracking and resume management.
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Attendance and PTO use Pay raises and history Pay grades and positions held Performance development plans Training received Disciplinary action received Personal employee information, and occasionally Management and key employee succession plans High potential employee identification Applicant tracking, interviewing, and selection
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c cc The evaluation determines whether or not the system has performed up to its expectations and if it is being used to its full advantage. One of the most significant challenges faced by personnel 5
executives today is measuring the performance of their human resources information system in order to justify the value-added contribution of the HRIS to accomplishing the organization's mission. Implementing an HRIS program may seem a necessary stem for a company, but unless it will be an effective tool for HR operations, it will not help increase efficiency and may hinder it instead.
[ c The privacy of employee information has become a major issue in recent years. Globally identity theft has become a common problem; therefore employees are becoming more sensitive about who sees their personal information, and the security it is kept in. By making sure employee information that is kept in the HRIS is relevant to the company and making sure there is limited access (password protection) to such information, companies can make its employees more secure with the safety of their information. Whether electronic or paper, employee files deserve to be treated with great care.
[ | c HRIS is usually fused with information technology to focus on human resource management. The system consolidates computerized employee data into one data bank. It also updates prior and future decisions according to the company's human resource management plan. HRIS also makes it possible for online users to view an employee's history with the company, personal profile and benefits. Before implementing it, you should first Identify all the tasks and resources needed for completion. Use a time line and your plan for weekly project monitoring. It is step-wise process that includes the project plan, system installation, overview training, system customization and work-flow improvement followed by data conversion, data entry and audit, report development, system administration, and communication to the organization.
c[ c c cc Who Will Perform HRIS Implementation is as Important as the Software You Select. Human Resource (HR) managers and staff go through a great amount of effort to find and select the Human Resources Information Systems ( ) that will best meet their needs. The problem is that they rarely apply enough effort into choosing who will implement the software. In any o
profession there are those with experience and those without, and there are those who are good at their jobs and those who are not. Unless you ask the right questions and demand information up front, you have no idea if the person installing your HR product has ever done so before or is qualified to handle your organization͛s unique HR Information Systems requirements. It is extremely important that you put the same effort into picking who will handle the implementation that you applied to selecting your HRIS application. Choose professionals that have dealt with implementation a number of times because until they have performed a large number of installs they may not be able to handle all the pitfalls and issues that inevitably arise. It is also a good idea to ask for references about the individual who will be working on your HRIS implementation, just as you would ask for references about an HRIS software product before purchasing it.
Now that you have verified that the HRIS implementation consultant or staff are qualified to handle the job, you need to make sure that both sides are in full agreement as to what is included in the scope of the project. Avoidable misunderstandings regarding expectations create cost overruns and can lead to poor implementations. Make sure everything is in writing, you should be provided with a detailed list of project requirements and an estimated time of completion for each.
[ c cc HRIS Implementation projects are typically quoted either daily or by the project. Project costing done in the form of budgeting, has some advantages; because you know you most likely will not go over the quoted amount unless needs arise that are outside of the project͛s original scope. The disadvantage of project costing is that companies are going to charge you a higher rate since they have to quote the project on the high side. Daily or hourly quotes for consulting are fine, but make sure to get a detailed plan on the consulting time.
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Before you begin the implementation, make sure all information and data the consulting staff will need is ready to go. There is nothing worse than a consultant (that you are paying on hourly basis) is doing nothing while waiting for data on benefits plans. This can become such a problem that the entire project can go off-schedule since there can be no implementation until all needed data and information for the implementation is received. Also make sure that anyone the consultant or implementation team will work with is available
during the process (IT staff especially - make sure they know when their services will be needed). If you have to close the department or limit the hours for accessing HR, do so.
cc As an HRIS system implementation is taking place the customers are learning more and more about the capabilities of their new . Make sure you do not get off track with work that is outside the scope of the project. The most important thing is that you have the base system setup and your staff trained on the HR product; push off anything extra or ͞nice haves͟ until the basics are completed.
[| c cc 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. To make a human resource department more effective and efficient new technologies are now being introduced on a regular basis so make things much simpler and more modernized. 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. Human Resource Information System (HRIS) merges human resource management with information technology to not only simplify the decision making process, but also aid in complex negotiations that fall under the human resource umbrella. The basic advantage of a Human Resource Information System (HRIS) is to not only 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.
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The four principal areas of HR that are affected by the Human Resource Information System (HRIS) include; payroll, time and labor management, employee benefits and HR management. These four basic HR functionalities are not only made less problematic, but they are ensured a smooth running, without any hitch. A Human Resources Information System (HRIS) thus permits a user to see online a chronological history of an employee from his /her position data, to personal details, payroll records, and benefits information.
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[ c 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 2åx basis, and all the information is just a click away.
c c c cc 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.
c× c 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.
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. This system reduces the long HR paper trail that is often found in most HR divisions of companies and leads to more productive and conducive department on the whole.
| c A human resources information system (HRIS) reduces paperwork allowing business processes to function productively and cost efficiently in a web-based environment. The system also allows an agency real-time capability to enter, update, maintain and secure employee data while adhering to policies and regulations 9
| Human resources specialists are responsible for providing management with consultation in areas such as employee turnover, disciplinary action and performance issues. Real-time access to employee information including demographics, compensation, performance reviews and leave balances is vital to providing the best service possible. HR also holds responsibility for the accurate and timely entry of a variety of personnel actions ranging from new hires and promotions to resignations and retirements. An automated method allows these actions to proceed as expeditiously as possible from the initial request to the transmission to payroll. Since there are approval requirements at various levels, an automated process facilitates electronic signatures. An HRIS also assists an agency in creating and maintaining employee position and compensation records to build historical data and move towards a paperless environment. Reports are often requested from management as well as external customers like state and/or federal government. Report inquiries include those regarding hiring practices (EEO and Vets100), staffing allocations, pay levels and retirement eligibility dates. The ability to create and distribute ad hoc reports as needed is vital to an agency's strategic planning process and government compliance. Time and attendance reports are also available to assist management with leave administration. In some instances, the ability to generate reports is delegated directly to management. Those reports can be in a predefined or customizable format. A human resources information system is regulated to engage in compliance and oversight activities to protect critical information and control access to data at all levels. The system also incorporates system edits to reduce the risk of inaccurate input and eliminate duplication. A centrally-managed HRIS allows an agency to define rules to ensure the quality of data entered into the system. c Perhaps the biggest benefit that the use of an HRIS system adds to a business is its ability to create reports and presentations. An HRIS system typically holds all information surrounding the firm's human resources initiatives, including details regarding the group's hiring practices, such as a comprehensive listing of all job applicants, an up-to-date index of job openings and electronic copies of each employee's onboarding paperwork, such as I-9 and W2 forms. It also holds data regarding the salary and incentive compensation of each staff member. Results of annual performance appraisals and any disciplinary actions that have been taken toward members of the team are included, as well. Because these figures are held in one database, a 10
business owner possesses the capability of running a variety of detailed reports that encompass some or all of this information. For example, when looking to hire additional staff, he can run a report of past candidates who possess a specific skill set. Alternatively, he can run a compensation report to obtain needed information when preparing the annual budget. c In support of a firm's staffing efforts, many HRIS systems provide a sophisticated interface allowing its use by both internal employees, as well as external job applicants. An HRIS system allows candidates for open positions to submit their resumes and contact information to a potential employer from a remote computer. The system then collects the information and archives it so it is easily accessible by the hiring manager. When seeking candidates, the manager is able to perform detailed searches of collected resumes, using a variety of queries, including location, level of education, years of professional experience and technical skill set. In addition, the software also allows current employees to electronically apply for new positions. | An HRIS system allows a business to streamline the administration of employee benefits. In many cases, employees and new hires may electronically enroll in benefit plans. They may also have the capability of logging onto the system to monitor and update their current coverage throughout the year, changing status, dependent information and contact data as required. A self-service system allows for benefits to be efficiently administered with as little manpower as possible, saving an organizations time and money.
c Ê | When an organization collects personal data about its employees in an HRIS, certain security risks may arise. An organization spends funds to keep employee private information secure against internal and external threats. One disadvantage of an electronic HRMS is that an organization must collect information about who accesses employee private information. This data requires follow up with an audit process, which could result in disciplining or prosecuting an employee who accesses employee data without authorization or without an official purpose. V The need for data control is another potential disadvantage of an HRIS. This data control extends beyond unauthorized access of employee private information. An organization using an HRIS must employ its own set of technical staff to program, troubleshoot, update and support the system. While an HRIS may help an organization reduce the cost of HR personnel, it could increase the requirements for technical staff with knowledge specific to the HRMS solution.
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An HRIS is also only as good as its human programmers and end users. People with high-level access, such as people who update an HR master file, may enter the wrong information deliberately or in error. If data is improperly updated, changed or lost, an organization can face government fines and other costs associated with damage to the HR master file. Pick a system with lots of internal controls so that one employee cannot make changes to your company's master file.
c [|c cc c[ | c|[[|| c | Performance appraisal systems began as simple methods of income justification. That is, appraisal was used to decide whether or not the salary or wage of an individual employee was justified. The process was firmly linked to material outcomes. If an employee's performance was found to be less than ideal, a cut in pay would follow. On the other hand, if their performance was better than the supervisor expected, a pay rise was in order. The employees͛ performance judgment process gets smoother and efficient by using HRIS which solely helps in the integration of all the functions regarding the companies procedures and policies inclined with employees performance and response towards those set rules and standards. HRIS has a strong impact on business strategy and also directs the manager towards achievement of the goals effectively. It does not only enhance employee productivity but also analyzes the degree of job satisfaction from employees. It increases knowledge of the managers about the ongoing performance, behaviors, perception of the employees for a specific task. Outcome of workshops, absenteeism, turnover etc., are one of the many other factors which can be identified and known through integration of HRIS.
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c The adoption of an HRIS may yield enumerable advantages, it can be a source of great assistance that leads to efficiency, but it should also be kept in mind that measures should be taken to keep a check and balance. One should not assume that if there is automation there is no need for monitoring. Rather there is a need to monitor and evaluate evermore, also periodic changes should also be brought to the system in order to adapt to the companies requirements. Lastly, means to ensure complete security of employee data should be taken at every step. Employees should also be trained every step of the way, in order to keep up with the transforming organization.
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http://www.hrhresourcecenter.org/taxonomy/term/M [Accessed on 9th Dec, 2010] http://www.shrm.org/Education/hreducation/Documents/0M-0MM2_Integrating_HR_Info_Sys.pdf [Accessed on 9th Dec, 2010] http://www.eurojournals.com/ejss_15_1_02.pdf [Accessed on 9th Dec, 2010] http://ivythesis.typepad.com/term_paper_topics/200M/01/human-resource.html [Accessed on 9th Dec, 2010] Ball, K. S. (2001). The use of human resource information systems: A survey. [ersonnel Review, D0(o), o o9D. Bedell, M. D., Floyd, B. D., Nicols, K. M., & Ellis, R. (200 ). Enterprise resource planning software in the human resource classroom. ¦ournal of Management Education, D1(1), åD-oD. Haines, V.Y., & Petit, A. (199 ). Conditions for successful human resource information systems. uman Resource Management, Do(2), 2o1-2 5. Hendrickson, A. R. (200D). Human resource information systems: Backbone technology of contemporary human resources. ¦ournal of Labor Research, 2å(D), DM1-D9å. Hosie, P. (1995). Promoting quality in higher education using human resource information systems. Xuality Assurance in Education, D(1), D0-å5. Lengnick-Hall, M. L., & Moritz, S. (200D). The impact of e-HR on the human resource management function. ¦ournal of Labor Research, 2å(D), Do5-D 9. http://en.wikipedia.org/wiki/Human_resource_management_system [Accessed on 10th Dec, 2010] http://ezinearticles.com/?Human-Resource-Information-System---HRIS&id= 0M 51 [Accessed on 10th Dec, 2010] http://www.referenceforbusiness.com/encyclopedia/Gov-Inc/Human-Resource-Information-SystemHRIS.html [Accessed on 10th Dec, 2010] http://www.bnet.com/topics/human+resource+information+system [Accessed on 10th Dec, 2010] http://office.microsoft.com/en-us/templates/human-resource-information-system-implementationTC0012DD0MM.aspx [Accessed on 10th Dec, 2010]
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