Human Resource Information System (HRIS)

Binish EB & Anoop R 1

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. 2

HRIS – Why it is needed? Storing information and data for each

individual employee. Providing a basis for planning,

decision making, controlling and other human resource functions.

Meeting daily transactional requirement such as marking absent and present and granting leave.

Supplying data and submitting returns to government and other statutory agencies.

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HRIS – Why it is needed?

Building organizational capabilities

Job design and organizational structure

Increasing size of workforce Technological advances Computerized information

system Changes in legal environment

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HRIS Track

Personal Records

Recruitment &

Selection

Employment Equity

Salary Administrati

on

Trng. & Dev.

Compensation

Employee Relations

BenefitsHR

Planning

Pension Administratio

n

Medical Records

Health & Safety

Job

People

Positions

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Basic system requirements Desktop PCs for accessing and inputting

information locally. Standard browsers are used to access information (e.g. Netscape or Internet Explorer)

Organization-wide server. In a small company this need be nothing more than a PC as well. The server must have an intranet server software package installed (Microsoft Internet Information Server, or Netscape Communications Server are examples.)

Server-side software such as HTML, Java, Java script, Perl.

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Intranet communications protocol running on both PCs and the server.

Relational database/Information processing software for records, payroll, etc. If data is to be accessed then the procedure is made slightly more complicated with the need for CGI scripts and database server software on the server.

Basic documents such as policy manuals typically loaded in HTML – but formats such as Adobe Acrobat PDF are also an alternative

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HRIS – Appl. & Utilities Personnel administration - It will encompass

information about each employee, such as name address, personal details etc.

 Salary administration - Salary review procedure are important function of HRM, a good HRIS system must be able to perform what if analysis and present the reports Of changes.

Leave and absence recording — Essentially be able to provide comprehensive method of controlling leave/absences.

Skill inventory - It is also used to store record of acquired skills and monitor the skill database both employee and organisational level.

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HRIS – Appl. & Utilities Performance appraisal — The system should record

individual employee performance, appraisal data, such as due date of appraisal, scores etc.

Human resource planning — HRIS should record details of the organisational requirements in terms of positions

Recruitment — Record details of recruitment activities such as cost and method of recruitment and time to fill the position etc.

Career planning - System must be able to provide with succession plans reports to identify which employee have been earmarked for which position.

Collective bargaining — A computer terminal can be positioned in the conference room linked to database. This will expedite negotiations by readily providing up to date data based on facts and figures and not feelings and fictions.

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Steps in Implementing an HRIS 1. Inception of idea 2. Feasibility study 3. Selecting a project team 4. Defining the requirements 5. Vendor analysis 6. Package contract 7. Training 8. Tailoring the system 9. collecting the data 10. Testing the system 11. Starting up 12. Running in parallel 13.Maintenence 14. Evaluation

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

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HRIS - Development

CONCIEVE & PLAN

ANALYSE

DESIGN

TEST

IMPLIMENT

MAINTAIN

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HRIS – Product Contents And Features Product on Recruitment

Management

Recruitment Management is one of the core HRIS modules, which is in the product profile of all HRIS vendors. To hire and deploy the best people of minimum cost and within time bound schedule it cover the following areas;

Applicant/vacancy details Short-listing Skills matching Mail merge facility Standard reports Internet job posting 13

Product on Training and Development

Planning implementing and costing of training are again essential part of HRIS for any organization. A standard HRIS of this covers the following;

Course specification Course scheduling Evaluations Mail merge facility Cost analysis External faculty database

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Product on attendance This module provides HRIS data on unplanned

absence, list of late arrivals, report on attendance, incentives, leave record, break profile etc…Tracking information on attendance also provides critical inputs to HR functions It covers;

Automatic exception reporting Accurate attendance role Integration with payroll Reports on unplanned absence and late arrivals Mail merge facility Overtime hours calculation

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HRIS - Benefits 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. Fast response to answer queries. Improved quality of reports. Better work culture. Establishing of streamlined and systematic

procedure. More transparency in the system. Employee – Self Management.

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HRIS - Disadvantages 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.

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What are the Uses of an HRIS?

Thank you

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