Human source Information System (HRIS)

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.