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Chapter: Business Science - Human Resource Management - Perspectives in Human Resource Management

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Human source Information System (HRIS)

Acquisition , storage and retrieval of information is a significant challenge to the management

Human source Information System (HRIS)

 

Acquisition , storage and retrieval of information is a significant challenge to the management

 

        Human Resource Information System 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.

 

1 Purpose of HRIS

 

        Storing information and data for each individual employee for future references

 

        Providing basis for planning, Organizing , Decision Making, Controlling and other Human resources function.

 

        Meeting daily transactional requirements- marking present / absent , and granting leave.

 

Supply data and submitting returns to government and other statutory agencies

 

2 Applications of HRIS

 

         Personnel Administration

 

         Salary Administration

 

         Leave / absence recording

 

         Skill Inventory

 

         Medical History

 

         Accident Monitoring

 

         Performance Appraisal

 

         Training and Development

 

         HRP

 

         Recruitment

 

         Career Planning

 

         Collective Bargaining

 

3 Capabilities of HRIS

 

 

         Input Function


 

 

4 Steps in Implementing HRIS

 

 

         Inception of Data

 

         Originator of the idea should prepare a report showing the need for an HRIS and benefits of this system towards the development of the organisation.

 

 

         Feasibility Study

 

         It evaluates the Present system , details and benefits of HRIS .

 

         It calculates the cost and benefits of HRIS

 

 

         Selecting a project team

 

         Once the feasibility study has been accepted the resources are allocated

 

         Projet team is selected

 

         HR respresntative, Representatives from both management , information systems

 

& additional clerical people from HR department.

 

 

        Defining the requirements

 

        Statement of requirements specifies in detail exactly what HRIS will do.

 

         It is thw written descriptions of how users collect and prepare data,obtain approvals , complete forms, retrive data and performa other non technical tasks associated with HRIS use.

 

         Vendor analysis

 

         This step determines what software and hardware are available that will best meet the organisation needs for the lowest price.

 

         The result of this analysis will determine whether to purchase an ―off the shelf‖ package or develop the system internally

 

         Contract Negotiations

 

         Vendor has to selected and the contract must be negotiated.The contract stipulates the vendor‘s responsibilities with regard to software, installation, service, manintenance, training and Documentation.

         Training

         Members of the project team are trained to use HRIS.HR representative will train managers from other department in how to submit information to HRIS and how to request information from it.

 

•Tailoring the system

 

         This step involves making changes to the system to best fit the needs of organisation.

 

         A general rule of thumb is to modify the vendor package , because of modifications frequently cause problems

 

         Collecting data

 

         Data must be collected and stored in the system

 

         Testing system

 

         Once the system is tailored to the organisationa needs and data is entered , a period of testing follows

 

         The purpose of this testing is to verify the output

 

         All reports are analysed for accuracy.

 

         Starting up

 

         Start up begins when all current actions are put into the system and reports are produced

 

         Running in parallel

 

         It is desirable to run the system in parallel with the old system for a period of time.

 

 

         This allows for comparision of outputs both the system and examination for inaccuracies

 

         Maintenance

 

         It normally takes several weeks and months for the employees to feel comfortable with the system. During the stabilisation period any remaining errors and adjustments should be handled.

 

         Evaluation

 

         HRIS has been in plae for a reasonable length of time

 

         The system has to be evaluated

 

         To check the efficiency whether the system is benefitical and properly used by the organisation

 

 

Benefits

 

         Higher speed of retrieval of information

 

         Reduction in duplication

 

         Ease in classifying and reclassifying

 

         Effective decision making

 

         Higher accuracy of information

 

         Fast response of quires

 

         Improve quality of people

 

         Better work culture

 

         Systematic procedures

 

         Transparency

 

 

Limitations

 

         Expensive – finance – manpower requirements

 

         Large scale computer literacy – inconvenient and threatening

 

         Personnel designing do not have the thorough information of the users- user do not get the exact reports.

 

         Quality of response depends on the accuracy of the input – human intervention .

 

         Multi user environment – system is operated in batch mode – records are updated once a week – online facility has to be developed – report generated should not be out of phase with the realities.

 

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