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Study of Human Resource Information System Submitted to: - Prof. T. K. SINGHAL 20/9/2010 Submitted by: - Nishikant Mishra PG09068 Pragya Kumari PG09075 Rahul R. Choubey PG09080 Nitin Garg PG09069 Abhishek Gupta PG090126 MANAGEMENT INFORMATION SYSTEM

HRIS Project Report

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Page 1: HRIS Project Report

Study of Human Resource Information System

Submitted to: - Prof. T. K. SINGHAL

20/9/2010Submitted by: - Nishikant Mishra PG09068Pragya Kumari PG09075Rahul R. Choubey PG09080Nitin Garg PG09069Abhishek Gupta PG090126

MANAGEMENT INFORMATION SYSTEM

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A PROJECT REPORT ON

Study of Human Resource Information System

NAME OF INDUSTRY

Blue Chip Computer Consultants Pvt. Ltd

UNDER THE GUIDANCE OF

PROF. T. K. SINGAL

INTEGRATED ACADEMY OF MANAGEMENT AND TECHNOLOGY, GHAZIABAD (NCR)

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Sl. No. INDEX Page No.

1 Synopsis 4

2 Introduction 5

3 Structure & Subsidiaries of Blue Chip Computer Consultants Pvt. Ltd.

9

4 LITERATURE REVIEW 115 Projects Undertaken 14

6 Analysis 19

7 Recommendations 21

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Synopsis

Main Objective and Purpose of the Project:

To understand the demand of the HRIS software HumaNET in various verticals of the Corporate World and also Business Development of the same using various promotional tools.

To prepare an ROI (Return on Investment) report in order to convince the business organizations about the benefits and returns they are bound to reap on purchase and implementation of the software, and also to back up the claims made by the organization about their product, and also to find out the degree of usage of various modules of HRIS by different organizations and to highlight the most widely used HRIS modules.

Business Development of the HumaNET (SAAS), software available as a service, using various promotional tools,and pitching in for a live demonstration.

Methodologies Followed:

Secondary Data:- Data mining internet Browsing: Navigating blogs, Forums, Communities Promoting through free classifieds

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Introduction:

HRIS:

The Human Resource Information System (HRIS) is a software or online solution for the data entry, data tracking, and data information needs of the Human Resources, payroll, management, and accounting functions within a business. Normally packaged as a data base, hundreds of companies sell some form of HRIS and every HRIS has different capabilities. The HRIS package adopts the routine responsibilities and documentation associated with HR functions thus keeping the core focus of personnel ergonomics in the forefront, optimizing the department’s efficiency and communicating all necessary information across the enterprise. The workflow and messaging takes care of approvals and escalations with certain overriding rules, to certain authorized persons, so that, work is not stalled for long periods of time. If employees are considered to be the most important asset of an organization, then the HRMS becomes the first priority for an organization. It helps minimize the transaction time for processing all employee-related functions which keep managers and HR staff occupied with routine issues enabling them to gain time to focus on their operational and strategic goals, improving the organization’s top line, by partnering with the business.

Importance of HRIS in an Organization:

A HRIS is the lifeline of any HR department. The greater the sophistication and linkages in an HRIS, the more effective an organization’s HR department becomes. In today’s volatile market where time has become more important than money, an HRIS is the tool that addresses the requirement efficiently. It integrates almost all the modules of HR Dept, ranging from manpower planning, recruitment, employee relationship management and performance management to career planning and tracking, workplace communication and systems. Moreover, an HRIS is a key repository of employee information and records. It enables the generation of various reports and accurate data that otherwise would have been time consuming and cumbersome. For Example, Data, such as the history of an employee, can be easily tracked using a HRIS. It also facilitates the formulation of policies, helps gauge the effectiveness of existing policies and recommends modifications.1 1 Reffered from: www. Wikepedia.com/HRIS, [Accessed on 13/08/10].

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HRIS in India:

Human resources outsourcing is becoming increasingly prevalent in India. The number of companies outsourcing HR activities continues to rise, and the scope of outsourced HR activities continues to expand. HR outsourcing can happen in HR functions, like payroll administration (producing checks, handling taxes, dealing with sick-time and vacations), employee benefits (Health, Medical, Life insurance, Cafeteria, etc), human resource management (hiring and firing, background interviews, exit interviews and wage reviews), risk management, etc. Outsourcing has become a common response to manage people and technology resources strategically, enhance services, and manage costs more effectively.

Market Size of HRIS in India:

The Market Share of HRIS in India stood at $27 million in 2007 and is expected to grow at a steady pace when the market will touch $165 million approximately in or around 2010. CAGR is approximately 77% The key trends of HRIS adoption among SMBs in India include a surge in awareness and interest about the benefits involved. HRIS is the most suitable medium to reach the untapped SMB segment that cannot afford expensive applications earlier.

Future Expectations from the HRIS Industry

After analyzing the current scope of the HRIS industry, it can be very well forecasted that, in the current competitive era where companies have their presence in multiple geographic locations and working in distributed models, HRIS is going to play a very major role. It would play a crucial role in managing the huge resource database, financial details of the company, HR process implementation mapping, etc. As I did telecalling for BlueChip to various companies, I personally found out that still many small and mid-sized companies are managing such information using Excel sheets but this trend would become obsolete as automation of various processes and alignment of those to the HRIS will be required.

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History of the Organization: Blue Chip Computer Consultants Pvt. Ltd.

Blue Chip Computer Consultant was founded in 1983 by K.Srinivasan and Nandalal. It has been there as a foundation block in the fields of business consultancy and product development. Blue Chip has helped more than 75 companies to gain leverage in their respective fields, by providing better and more streamlined IT solutions. Its domain strengths are Customer Relationship Management, Supply Chain Management, Manufacturing and Human Resources.

HumaNET:

It is the domain of our project program, an HRIS software package made by BlueChip Computer Consultants which provides complete solutions for all kinds of diverse Hr related problems of an organization. It is a systematized approach to people management. HumaNET understands and captures the functions of the HR department and processes the same into a workflow .It presents an easy-to-use interface, enabling end to end HR activities to be performed in a time-effort-money saving manner.

HumaNET addresses end to end functions like Employee Information, Recruitment, Induction Training, Appraisal, Reimbursement, Leave, HR policies. It is a multi location product with a built in workflow and a 360 degree appraisal. Some of the companies who use HumaNET include Spice Telecom, TVS Group, Wipro Fluid Power, Textron and DHL.

HumaNET PAYROLL

The HumaNET PAYROLL software, is an individual module of the HRIS package. It s a multi location, multi company product, which has the following features: A built in formula driven calculator for pay head calculation.

Full fledged IT module along with e-tax declaration and all statutory reports with e-tds.

Individual level grade pay head mapping, salary structure break-up through CTC

Multi processing zones

Availability of reports in multiple formats

Facilitates easy integration with any attendance recording system

User defined IT slabs

Sectional controlled access.

HumaNET payroll has 50,000+ users. Some of its clients include Wipro Fluid Power, Allsec, Cli3i, Textron, Sunguard, DHL, Royal Orchid Group of Hotels, to name a few.

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HumaNET SAAS (Software Available As Service):

HumaNET SAAS, is a service provided by BlueChip to avail all the necessary modules and features of the main HRIS software to the small sized companies on a rental or per month basis. Humanet addresses end to end functions of the HR Dept like Employee Information, Recruitment, Induction Training, Appraisal, Reimbursement, leave, HR policies etc. It has a built in workflow and a 360’ appraisal.2 Benefits of HumaNET SAAS: 2 Reffered from: www.myhumanet.com www.bluechipsw.com, [Accessed on 24/08/10]. Customer can save on time of implementation and Cost.

Cost of Hardware/Software Maintenance and implementation.

All the Modules of HumaNET are available on SAAS on pay as you use basis.

Pricing is done on the basis of per user per month.

Salient Features of HumaNET SAAS: Corporate Portal

Employee Information

Leave Workflow

Homepage Updates

FAQ My Diary

Help Desk

HR Policies

Attendance Management

Asset Management

Library/ Room Bookings

MIS Report

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Structure & Subsidiaries of Blue Chip Computer Consultants Pvt. Ltd. Subsidiaries:

Headquarters in Mumbai, India, it has branches in Bangalore and Chennai within India and overseas subsidiaries in Singapore and USA. It has got an employee strength of more than 200 employees.

Structure:

The company follows a Flat Structure that features relatively few layers of managers between the top of the Organization and its normal employees. The Company follows an open door policy, where even the Marketing Head can communicate directly with the Managing Director and Vice Versa.

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Company Culture:

Corporate culture is the total sum of the values, customs, traditions and meanings that make a company unique. The values of a corporate culture influence the ethical standards within a corporation, as well as managerial behavior. Blue Chip Computer Consultants recognize true talent and acumen and thus utilize it for better productivity. The proficient and qualified personnel working in Blue Chip offer customized and user friendly solutions to every specific needs of clients, and cater to all verticals and industries. The philosophy of Blue Chip is "Grow and let grow". This gives professionals the freedom to discover and recognize the true potential within themselves. The company provides real-time professional training to keep the human resources of the organization in touch with the latest technology and even beyond, and keep them updated with the trends of today. The introduction of various specialized courses and availability of resources opportunities has enabled them to adapt to the rapid changes in the industry and stimulate their personal development. Budding professionals can discover their capabilities and grow with the company to become experts in the field. Blue Chip is a company that believes that it is the "people make all the difference"3

3 Reffered from: www.bluechipsw.com, [Accessed on 19/08/10].

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LITERATURE REVIEWHRIS: The Human Resource Information System (HRIS) is a software or online solution for the data entry, data tracking, and data information needs of the Human Resources, payroll, management, and accounting functions within a business. A Human Resource Information System (HRIS), HR Technology or also called HR modules, refers to the systems and processes at the intersection between human resource management (HRM) and information technology. It merges HRM as a discipline and in particular its basic HR activities and processes with the information technology field, whereas the programming of data processing systems evolved into standardized routines and packages of enterprise resource planning (ERP) software. On the whole, these ERP systems have their origin on software that integrates information from different applications into one universal database. The linkage of its financial and human resource modules through one database is the most important distinction to the individually and proprietary developed predecessors, which makes this software application both rigid and flexible.

SAAS Software as a Service is a model of software deployment whereby a provider licenses an application to customers for use as a service on demand. SaaS software vendors may host the application on their own web servers or download the application to the consumer device, disabling it after use or after the on-demand contract expires. The on-demand function may be handled internally to share licenses within a firm or by a third-party application service provider (ASP) sharing licenses between firms. As a term, SaaS is generally associated by software professionals and business associates with business software and is typically thought of as a low-cost way for businesses to obtain rights to use software as needed versus licensing all devices with all applications. The on demand licensing enables the benefits of commercially licensed use without the associated complexity and potential high initial cost of equipping every device with the applications that are only used when needed.4 4 Reffered from: www. Wikepedia.com/HRIS [Accessed on 10/09/10].

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Key characteristics:

Network-based access to, and management of, commercially available software

activities managed from central locations rather than at each customer's site, enabling customers to access applications remotely via the Web

application delivery typically closer to a one-to-many model (single instance, multi-tenant architecture) than to a one-to-one model, including architecture, pricing, partnering, and management characteristics

centralized feature updating, which obviates the need for end-users to download patches and upgrades.

frequent integration into a larger network of communicating software - either as part of a mash up or as a plug in to a platform as a service.

Service oriented architecture is naturally more complex than traditional models of software deployment.

Providers of SaaS generally price applications on a per-user basis, sometimes with a relatively small minimum number of users and often with additional fees for extra bandwidth and storage. SaaS revenue streams to the vendor are therefore lower initially than traditional software license fees, but are also recurring, and therefore viewed as more predictable, much like maintenance fees for licensed software.

eCRM:

E-CRM is not just customer service, self-service web applications, sales force automation tools or the analysis of customers' purchasing behaviors on the internet. E-CRM is all of these initiatives working together to enable an organization to more effectively respond to its customers' needs and to market to them on a one-to-one basis. Electronic Customer Relationship Management’ (eCRM) an approach that integrates all of the customer information and makes it available for each customer contact, so the concerned company can provide the kind of consistent and effective personalized service customers want. It need not be expensive for a small to midsized company as it not primarily a single technology, but a refocusing of an organizations collection and use of customer data using existing technologies. The goal of e-CRM is to serve the same essential purpose of customer service in any business. That is, understand the customers and their needs. The challenge for e-business is to quickly merge information from a variety of diverse sources into a sales face that can

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provide customers with the comforts of shopping environments with which they are already familiar. e-CRM integration supplies a familiar contact point that remembers them personally and has knowledge of their likes and dislikes, their history with the company and their details and credit status. e-CRM will enable companies marketing department to identify and target the best customers, manage marketing campaigns with clear goals and objectives, improve telesales, account, and sales management, generate quality leads for the sales team identifying the most profitable customers and providing them the highest level of service.5 5 Reffered from: en.wikepedia.org/wiki/ECRM Reffered from: www.crm2day.com/ecrm/ 6

Reffered from: http://www.cc.gatech.edu/classes/cs6751_97_winter/Topics/quest-design/ http://www.mrs.org.uk/standards/downloads/revised/active/questionnaire_may06.pdf

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Projects Undertaken Assessment of Market Potential & Business Development for HRIS software HumaNET (Payroll)

Primary Objective & Scope of the project:

1. Analyzing the demand for the HRIS software called HumaNET PAYROLL, & how many companies either big or small, use an HRIS system in their organizations. 2. To find out which different companies avail and make use of which specific modules of the HRIS provided. 3. To understand which specifications suit organizations of different verticals. 4. Assessment of the potential of the HRIS software in the market and also predict about its growth and existence in the Corporate World.

The project provides the exposure of IT and HR sector. Within the specified sphere, we analyze the potential and opportunity that the industry offers. To achieve this, we am using various methods like data mining, telemarketing, mailing to potential customers, advertisement and promotion of HumaNET through blogs, forums, communities, web posting in order to generate leads which can be further processed by sales team.

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Methodologies Followed:

Secondary Data

Data Warehousing Data warehouse is a repository of an organization's electronically stored data. Data warehouses are designed to facilitate reporting and analysis. This definition of the data warehouse focuses on data storage. However, the means to retrieve and analyze data, to extract, transform and load data, and to manage the data dictionary are also considered essential components of a data warehousing system. Many references to data warehousing use this broader context. Thus, an expanded definition for data warehousing includes business intelligence tools, tools to extract, transform, and load data into the repository, and tools to manage and retrieve metadata.

Work Done

We have been working on filtering the data of different companies, falling in different verticals, ranging from Law, FMCG, Electronics, Telecom, Media, Pharmaceuticals to Real Estates etc. of two different cities, viz Bangalore and Mumbai. We have also extracted the contact numbers and addresses of the HR Executives of these companies and We also sorted out the bifurcation of the same based on their employee strengths.

Internet Browsing

For analyzing the competitors, their products, for probing into other companies requirements etc.

Promotional tools i) Navigating blogs, Forums, Communities: For communicating with the HR executives of different organizations and to know whether they require an HRIS or independent modules.

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Work done

We have worked simultaneously on different HR related Blogs, Websites, Communities and forums for posting mails, banners, catalogues and also to find HRIS requirements for BLUE Chip Computers.

.

Preparation of an ROI analysis report for HRIS Software HumaNET Primary Scope and Objective of the Project: To prepare an ROI (Return on Investment) report in order to convince the business organizations about the benefits and returns they are bound to reap on purchase and implementation of the software, and also to back up the claims made by the organization about their product.

To find out the degree of usage of various modules of HRIS by different organizations and to highlight the most widely used HRIS modules.

Methodology Followed: Return On Investment: It is defined as a performance measure used to evaluate the efficiency of an investment or to compare the efficiency of a number of different investments. ROI is a very popular metric because of its versatility and simplicity. It is understood that if an investment does not have a positive ROI, then the investment should not be undertaken.

Return on Investment (ROI) analysis is one of several approaches to building a financial business case. The term means that decision makers evaluate the investment by comparing the magnitude and timing of expected gains to the investment costs. Decision makers will also look for ways to improve ROI by reducing costs, increasing gains, or accelerating gains.

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Business Development of the HumaNET (SAAS), software available as a service, using various promotional tools Primary Objective & Scope of the project:

1. Analyzing the demand for the HRIS software, available as a service HumaNET (SAAS), & how many Small and Medium Enterprises (SMEs), use HumaNET (SAAS) as a service in their organizations. 2. To Find out which different companies avail and make use of which specific modules of the HRIS service provided. 3. To understand which specifications suit organizations of different verticals. 4. Assessment of the potential of HumaNET (SAAS) in the market and also predict about its growth and existence in the Corporate World.

The project provides the exposure of IT and HR sector. Within the specified sphere, we analyze the potential and opportunity that the industry offers, and also whether companies prefer to purchase or avail the entire software or only as a service on a rental/per month basis. To achieve this, we have used various methods like data mining, telemarketing, mailing to potential customers, advertisement and promotion of HumaNET through blogs, forums, communities, web posting in order to generate leads which can be further processed by sales team.

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Methodologies Followed:

Secondary Data

Data Warehousing

Data warehouse is a repository of an organization's electronically stored data. Data warehouses are designed to facilitate reporting and analysis. This definition of the data warehouse focuses on data storage. However, the means to retrieve and analyze data, to extract, transform and load data, and to manage the data dictionary are also considered essential components of a data warehousing system. Many references to data warehousing use this broader context. Thus, an expanded definition for data warehousing includes business intelligence tools, tools to extract, transform, and load data into the repository, and tools to manage and retrieve metadata.

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Analysis

The analysis is bifurcated in two phases, namely

1. Analysis of the Entire HRIS Industry 2. Analysis of the HRIS software and customer Requirements

Industry Analysis:

The current trend in the HRIS Market is that large enterprises have started using HRIS software as they feel that data management is becoming a cumbersome task. Enterprises having global presence are finding that it difficult to run the organization without intelligent HRIS software. Some of the major trends affecting human resource management today are nurturing skilled resources, translating organizational strategy into action, managing growth, assimilating and leveraging technology and dealing with the changing nature of employer-employee relationships. Nowadays, Businesses tend to hold the line on new technology investment during a recession. Business needs, however, are driving some future-minded HR departments to purchase a new HRIS despite the substantial upfront cost of acquiring the same. Hence, the scope of HRIS has been extended to include recruiting, competency management, training, performance management, etc. BlueChip Computer Consultants Pvt. Ltd. Provides mainly Human Resource (HRIS) and Enterprise Resource (ERP) services, along with various other software solutions. In this cyber Age, it is quite obvious that software development companies are growing exponentially and the market for software solutions and products faces neck to neck competition, in terms of sales, services provided, pricing strategies, promotional tools and efficiency etc. BlueChip, being one of the strong contenders in its own segment of HRIS and ERP solutions, faces a lot of competition from its competitors, i.e. the companies providing similar solutions in the industry.

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Outcome:

Given below are the competitors of BlueChip providing HRIS software:

SimpleHR- HRIS SimpleHR is the affordable human resource software for small businesses. It is integrated with QuickBooks. Supports all common HR tasks such as tracking vacation, attendance and performance reviews. View salary and job history online. Record incidents and accidents and have access to a Document Library of over 110 reports, HR letters and forms. Auxillium West

HR Software For small to mid-size organizations -- comprehensive HRIS, self-service add-ons, work-flow features, HR portal, Online Employment Application Module.

Apex Business Software Powerful HRIS based on SQL Server that supports multiple users over multiple sites. Offers Web self-service, time & attendance, leave-approval workflow, benefit tracking, license management, and e-mailed reminders.

Atlas Business Solutions – Staff Files It gives managers and human resource professionals an easy and affordable way to manage employee information. Meant for businesses that need to store, retrieve and safeguard employee information. Tracks sick and vacation time, compensation, benefits, evaluations, training and much more – all in one location. Staff Files includes pre-written HR letters and professional-looking reports to export into PDF, Word, or Excel.

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Recommendations: Increase Marketing Budget and Create Awareness During my internship in BlueChip, we observed that the company uses electronic media such as emails, communities and blogs and telemarketing for the purpose of marketing of its software products. The above mentioned methodologies have become outdated and very commonly used by most of the companies. As a result, people in the corporate world are either unaware of the solutions the company provides or they are more attracted towards companies which use more flashy ad campaigns.

Hence, my humble recommendation to the company would be, to increase the budget of the marketing division so as to use more innovative marketing strategies and conduct countrywide advertisement and awareness campaigns to attract more customers and increase the awareness of the software among the corporate.

Better Customer Retention

In due course of time, as we learnt about the company history and its past clients, I came to know that BlueChip has lost some of its very crucial clients which are very big brands in the Indian Industry. These companies had seized to do business with BlueChip and found software providers with better prospects. This, I found, was a serious problem for the company.

Hence, we would like to recommend that BlueChip should apply better strategies and methodologies for retaining the old clients as well as making new ones. Retention of older clients and maintaining strong bond with them would help the company build its reputation as well as procuring new business from the same. In the times of recession, where making new clients seems to be a laborious task, the easy way out is to secure the company position by retaining old or ongoing clients. Regular interaction with the clients, real-time updates of their financial condition and their requirements, would certainly give BlueChip a cut above its competitors.

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