HUMAN RESOURCE INFORMATION SYSTEM
INTRODUCTION
The job of HR management is hardly just to super-sleuth about. There are far more important undertakings to which they should be applying their valuable skills, and time squandered on basic administrative tasks is time which could have otherwise been spent on innovating company strategy and implementing progressive new plans. MEANING
A human resource information system refers to the systems and processes at intersection between human resource management and information technology. It is also known as human resource management system. Mathematically we can say…….
HUMAN RESOURCE + INFORMATION INFORMATION SYSTEM = HUMAN RESOURCE INFORMATION INFORMATION SYSTEM Human resource=Human resource resource is a set of individuals who make up the workforce of an organization, business sector and an economy. Information system=Information system is the study of complementary networks of hardware or softwares that organization used to collect,filter,process,creat collect,filter,process,create e and distribute data. HRIS=A human resource information system is a software application designed specifically for the aggregation and synthesis of employee information. These human resource systems can provide functions varying from payroll and benefits breakdown to the relevant position of available positions with qualified applications already existing within the system.
MOSTLY USED HRIS SOFTWARES
1.EPICOR
2.SAGE HRMS
3.ICIMS
4.RESUMATOR
5.HALOGEN
6.ORANGE HRM
7.KRONOS
8.TRIBE HR
MODULES OF HRIS
PAYROLL MODULE=The payroll module automates the pay process by gathering data on employee time and attendance, calculating deductions and taxes and generating periodic pay cheques and employee tax reports. This module can encompasses all employee transactions as well as integrate with financial management system.
TIME N ATTENDENCE MODULE= The time and attendance module gathers standardize time and work related efforts. This module provide flexibility in data collection method, labour distribution capability and data and cost analysis.
BENEFIT MODULE=The benefit administration module provide system for organization to administer and track employee participation in benefit programme. These encompass insurance, profit sharing, compensation and retirement.
HR MANAGEMENT MODULE=The hr management module is a component covering many other hr aspects like system records of demographic and address data, selection, training and development, capability and skill management, compensation planning and other activities.
RECRUITING MODULE=Online recruiting has become one of the primary method employed by hr department to garner potential candidates for available position in organization. This encompass on analyzing personnel usage, identify potential applicants, recruiting by company facing listing or online recruiting.
TRAINING MODULE=Training module provide a system for organization to administer and track employee training and development efforts. This system also called Learning management system. It allows hr to track employee education, skills as well as outlining what training courses, books, CDs, web based learning or material are available to develop which skills.
EMPLOYEE SELF-SERVICE MODULE= Empolyee self service module allows employee to query hr related data and perform some hr transactions over the system. Employee may query their attendance record from the system without asking the information from hr personnel.
This module also let supervisor approve any request from their subordinate by the system without overloading the task of hr department.
SELECTION PROCESS OF HRIS A successful human resource information system software selection project must be based on a proven methodology that combines quantitative techniques and qualitative analysis. There are some basic steps that we need to consider during your hris process.
EXECUTIVE SPONSERSHIP
DEFINING BUDGET
EVALUATION AND RATING
NEED/ REQUIREMENT
RESEARCH POTENTIALS
IMPLEMENTATION
CONSOLIDATION
CREAT DEMONSTRATION
FEEDBACK/ REVIEW
EXECUTIVE SPONSERSHIP- The first and most critical step in hris software selection process is to get executive sponsorship. Human resource treated as an administrative function and a cost counter. It can be difficult to get management to invest in an automation and information tool to manage organisation’s most valuable asset, their people. If company’s goals are impacted by the hris solution, then management buy-in can be achieved.
NEED- We should understand our organisation’s need and requirement. Some important questions considers following:1. What are my most critical hr processes? 2. Is the company in growth mode or incur high turnover? 3. What type of personnel data do I need to collect? 4. Do I need to track education, training and certification?
Can I leverage a self service application for my employees to manage personal data and benefits enrollment?
CONSOLIDATION- These requirement should then be documented, reviwed and prioritized. These requirements should be then consolidated and used to develop a request for proposal document[RFP]. The RFP structure depends on the complexity and volume of requirements. Some essential components:
Company background, current situation and hris objectives.
Contact information.
Software features and functionality requirements.
DEFINING BUDGET-A common mistake in many enterprise in their selection project is not defining a budget at the start of the project. An i nitial project budget should be estimated based on what the company is willing to pay to realize the benefits of hris solution. This budget can adjusted and approved as final decisions are made and the new system payback become more clear.
REAEARCH POTENTIALS-Next you can do your research in order to select a long list of potential application vendors. Polling other hr colleagues in your network is good method of research. Visit the vendors website and find out if their solutions fits your high level need. The size of your vendor list depends on how much time and resourcing you have to devote to evaluating RFP response and software demonstrations.
CREAT DEMONSTRATION-Begin the process of creating demonstration scripts while waiting on RFP response. It is imperative to always use software demonstration scripts when scheduling hr software demos. This is essential to make sure that your vendors demonstrate the most critical feature sets and functionality requirements not just the bells and whistles of the system. By scripting the demos, all vendors are forced to show the same functionality so you can make the apples to apples comparison.
EVALUATING AND RATING-Evaluate and score your RFP responses. Usually, no one vendor will be able to meet all your requirements. Develop a vendor short list which best meet the majority of your highest priority objectives and invite them to demonstrate their solution. Rate your vendor based on both qualitative and quantitative such as RFP response, ability to demonstrate required functionalities, vendor contract, company reputation and market share, vendor financial, vendor support hours, plans, price, implementation team and customer references.
IMPLEMENTATION- A preliminary implementation plan and scope should be reviewed prior to the final decision and before the contract is signed. Your vendor should by now understand your organization and need and be able to with an i mplementation approach and plan that includes time, costs and benefits.
FEEDBACK/REVIEW-A you have selected the right software, present the decision to your executive team. Get the executive buy in and make sure the regular review of your implemented hris programme and get the feedback results from executives.
BENEFITS FO HRIS
SAVE TIME-A human resource information system stores the employee data and all information in computer and there are separate lists and folders for each and every employees data collection that provide immediate information about them. That saves time of hr department from spending more time on file searching.
IMPROVING DATA CONTROL-A human resource information system improves data control system in the organization. Due to most of the working on the computer system it improves the skills and efficiency of employees in data handling and they can adopt new techniques of data controlling.
QUICK RESPONSE-In human resource information system, all work is computerized. That enables to give quick response to user as there is a click on screen and we get the needed information and solution.
IMPROVE SERVICES-Human resource information system provides improved services as it enhances employees knowledge, skills, efficiency and effectiveness in their working style.
REDUCING MANPOWER-Human resource information system refers to systematically working in an organization. This system reducing the manpower as there is need of limited trained hr employees who can handle it effectively and it also reduce the cost that spend on manpower in terms of salary, compensation and other benefits.
LESS ERRORS-As in human resource information system the work is done by trained and skilled employees so there are less chances to do errors in data handling and also all type of data and information gathered at one place that reduces the chances of happening errors.
EMPLOYEE INFORMATION- A human resource information system gives us every information about the employee related to qualification, education, training, skills and experiences and achievements of the in their fields.
PITFALLS OF HRIS Some of the pitfalls in selecting and implementing HRIS is common to many software selection projects. These are some danger areas in human resource information system. Some negative points in this context are as follows:-
SCOPE CREEP-Scope creep is first and foremost danger area in human resource information system which refers to the complexity of requirements and needs of an organization. That means if there are increasing numbers of needs and their complexity we can not specify the most important need and its sub requirements which can lead us to wrong selection of HRIS.
TIMING-Timing refers to project time line and duration. While selecting a human resource information system we have to consider time factor and plan ahead. As in case of open enrollment we should plan HRIS application for 6 or 8 month and in case of change management to control it we should plan ahead for it because it i s critical and underestimated during HRIS implementation.
DATA QUALITY-As HR department implement a human resource information system to use their data more effectively so there is a need to visualize data quality. Data quality refers to store important data, unnecessary data cleansing, data tracking and elimination of duplicate data. If we ignored data quality in HRIS then we can face many troubles such as loss of data, unnecessary storage and problem in conversion of data at needed time.
MANAGEMENT SUPPORT-To implement a human resource information system we need our management support and their sponsorship. After all they are the top managers or executives who arrange financing facilities, technical facilities and motivational tool. If we have no support from our top managers then we can not implement the human resource information system as we don’t have finance as well as motivational tool for other employees who gone be users of HRIS.
HUMAN ERROR- One big reason for failure of human resource information system is human error. Although it is a online software programme which provide computerized data in very effective manner, besides this it is made by humans and its operators are also humans. The users of HRIS can do some mistakes such as wrong selection of HRIS, wrong data tracking, mistakes in data entry, and inefficiency in information gathering which leads failure of HRIS.
COST EFFECTIVE-As human resource information system has a long process in installation. It increases cost of organization in such ways as long selection process of HRIS, installation cost of computers, networking cost, technical users salary, compansations and training of non users.
SECURITY AND PRIVACY OF EMPLOYEE INFORMATION AT HRIS In human resource information system there is three systems that provide the security and privacy to the employees information in the organization. These three systems are as follows:-
CONFIDENTIALITY
INTEGRITY
AVAILABILITY
CONFIDENTIALITY-Confidentiality refers to preventing the disclosure of information to unauthorized individuals or systems. It refers to provide the personnel security. For example of a credit card holder the system attempts to enforce confidentiality by encrypting the card number during transmission, by limiting the place where it might appear and by restricting access to the places where it is stored.
INTEGRITY-In information system, data integrity means maintaining and assuring the accuracy and consistency of data over its entire life cycle. This means that data can not be modified, unauthorized and undetected. It also refers to the product or physical security of organization.. Information security system typically provide message integrity in addition to data confidentiality.
AVAILABILITY-High availability system aim to remain available at all times, preventing services disruption due to power outage, hardware failure and system upgrades. It refers to procedures or organizational security. It provide security control to protect it and communication channels used to access it must be functioning correctly.
SUBSYSTEMS OF HRIS
INPUT SUBSYSTEM-Three input subsystem enter data into database. They are data processing, human research and human intelligence. Each of these subsystem can include all type of data entry processes. These are following:-
DATA PROCESSING-This subsystem consist of those systems residing both in the accounting department and HR, which process data relating to human resource. The data consist of personnel data describing HR transactions that occur during the resource flow and payroll data.
HUMAN RESOURCE RESEARCH- This subsystem has the responsibility to conducting special studies to provide data on the firm’s human resource related activites. This subsystem is the
introspective view taken by the HR of its own operations. This subsystem describes job content and knowledge and skills of candidates that are required.
HUMAN RESOURCE INTELLIGENCE- This subsystem has the responsibility for keeping current on environmental activities that are important to HR activities. Data and information are gathered describing activity of govt., labour union, suppliers, local and financial community and competitors. Much of the intelligence data can be obtained from commercial data bases.
HRIS DATABASE-All of the data and information provided by input subsystem is held in computer storage. The data relates primarily to the firm’s employees but also can describe the
environmental elements with which HR interface. Database management system software performs maintenance processes.
OUTPUT SUBSYSTEMS-The output subsystem consists of various types of softwares that transform data in database into information output. This include five subsystems consist of workforce planning, recruiting, benefit, compensation and environmental reporting. These are as follows:-
WORKFORCE PLANNING-The status of workforce planning in HRIS firm including most popular applications that are organization charting, salary forecasting, and job analysis/ evaluation. Of the firma that reported computer activity in these workforce planning area, 75% of application have been implemented.
RECRUITING –Although considerable attention has been given to HRIS support for recruiting the data indicates that such support is relatively rare. In this subsystem more attention is paid to applicant tracking than to internal search. In terms of both number of applicants and percent in use, the recruiting component of HRIS is fairly modest.
COMPOANSATION SUBSYSTEM-This is the area of greatest saturation, with the application is use at 88% level. One reason for popularity of compensation application is the fact that they are essentially the transaction processing variety, are easier to implement than application oriented more toward decision support. Since, compensation is a BREAD AND BUTTER subsystem of HRIS application, a large portion of software is included in the core HRIS.
BENEFIT SUBSYSTEM-Running a close second to compensation in overall popularity are the benefits applications. Flexible benefits, those that can be tailored to an individual employees needs, are currently very popular and accouting for the hi gh number in use. Benefit statements are prepared for both current and retired employees to reflect the benefits that are paid. Benefit subsystem consists benefit plans that are special retirement plans that are complex and difficult to administer, and require computer processing.
ENVIRONMENTAL REPORTING SUBSYSTEM- This is the portion of HRIS that satisfies the information reporting responsibility of firm to its external constituencies, primarily the government and the labour union. The environmental reporting are implemented to the second highest degree. The applications of this subsystem are also the most likely to be housed in the core HRIS.
BENEFITED COMPANIES THROUGH HRIS With the efficiency of HRIS, the systems are able to produce more effective and faster outcomes than can be done on paper. With many different applications of HRIS, we can see many companies that have already benefited from HRIS.
IBM- One such a company is IBM. IBM has a paperless online enrollment plan for its employees. Not only has the online enrollment saved company’s 1.2 million per year on printing and mailing cost, employees enjoy working with online plan. By utilizing HRIS, IBM was able to cut cost and give employees freedom to discover their own benefits.
SHAW’S SUPERMARKET-In order for shaw’s to better manage its workforce, the company decided to centralized the HR operations. In this way they implement employee self service application of HRIS. ESS gives HR more time to focus on strategic issues, such as workforce mgt,
compensation mgt, succession planning and at same time improving service of employees and ensuring their data are accurate.
TAMS-One company that implemented a HRIS system is Toshiba America medical system inc. TAMS put all employee benefit information online a nd created an open enrollment option. By seeing 70% increase in work efficiency TAMS was able to realize benefit of HRIS.
CS STARS LLC-One company that faced a major security issue was CS Star,LLC. Cs star lost track of one of its computers that contained personal information that included names, addresses, and social security numbers of workers compensation benefits. The bigger problem was that many employees lost their sense of security with the company then New York’s
human resource information security system effective in December 2005, that leads to solve the problems of that companies who maintain the computerized data which include private information.
CONCLUSION In conclusion, we can say that human resource information system is the breath of HR department of any organization in today’s world. We can conclude that human resource information system is such as web and technology which gives new breath on human resource management. Work become easy, efficient and effective. Human resource information system is a software for data entry, data tracking, data information needs of human resources, payroll management and accounting functions in an organization. In future, we hope there is many improvements in HRIS from time to time as the environment also a changing factor. To fulfill the need of future, human resource information system technologies become more effective. We hope human resource information system become more advance with more functions that gives a lot of benefits to users especially human resource management.
