Human Resources Management - Human Resource Information System
Inputs of Human Resource Information System
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Some of the applications which could be computerized and the nature and type of information that can be recorded and stored are described below.
Inputs of Human Resource Information System
Some of the applications which could be computerized and the nature and type of information that can be recorded and stored are described below.
It will contain information about each employee, such as name, address, date of birth, date of joining the organization, and information about next of kin and family. The facility should allow the user to maintain a number of address records such as permanent home address, local postal address, and the address of next of kin.
Salary review procedures are an important function of the human resources department. Details of present salary, last increase and the proposed increase will all be compiled and stored.
An important requirement of HRIS is providing comprehensive and accurate method of controlling leave and absences. A complete leave history for each employee, days of absence and delay in reporting are all stored. Eligibility of leave, medical, maternity leave under credit, leave encashment, and eligibility are also stored.
HRIS is used to record acquired skills and monitor a skill database at both employee and organizational level. This will give the necessary information to identify employees with necessary skills for certain positions or job function.
The HRIS may be used to record occupational health data needed for industrial safety purposes, accident monitoring, exposure to potentially hazardous materials, and so on. For example, hearing loss, nervous debility in certain work areas may be monitored and results recorded on HRIS. The records of periodical medical examinations may also be maintained.
The system should record the details of the accidents for the injured employees. This could highlight accident prone areas or accident prone times within the organization.
The system should record individual employee’s performance appraisal data such as the due date of the appraisal, scores for each performance criteria, potential for promotion, and other information to form a comprehensive overview of each employee.
The system should record the details of training imparted, training evaluation development opportunities given and availed. The type of training needed may be identified and stored.
The HRP plan, extensions, plan executed, to be executed strength and weaknesses of the plan, plan evaluation etc, may be recorded.
Recruitment pool, screening, preliminary selection etc, may be stored for HRIS.
Placement, training, selected candidates for career planning and supervisor’s view can be stored.
Wage, salary administration, bonus, negotiations, trade Unions views, most welcome and least resistant measures may also be recorded.
Following are the steps in implementing HRIS.
Idea should originate somewhere. The originator should make a preliminary report justifying the need for HRIS and illustrate how it could assist management in making certain decisions.
The cost-benefit analysis of HRIS in terms of labour and material and also as intangible savings, such as increased accuracy and fewer errors should be highlighted.
Once the feasibility study has been accepted and the resources accepted, a project team should be selected. The project team should consist of a human resource representative, who is knowledgeable about the organization’s human resource functions and activities, and the organization itself, and also a representative from management information system. As the project advances, additional clerical people from the human resource department will have to be added.
A statement of requirements specifies in detail exactly what the system needs to do. A larger part of the statement of requirements normally deals with the details of the reports that will be produced. The objective is to make sure that the mission of an HRIS truly matches with the management’s needs of an HRIS.
The purpose of this step is to determine what hardware and software are available that will best meet the organization’s needs at the least price. This is a difficult task. This involves discussions with various vendors on how their HRIS will meet the organization’s needs.
The contract stipulating the price, delivery, vendor’s responsibilities with regards to installation, service maintenance, training to organization’s employees etc, may be negotiated.
Project team members may first be trained to use the system and then they could train all users from other departments.
It involves making changes to the system that best fit the organizational needs.
Data is collected and fed into the system.
The object of verifying is to test the output of HRIS and make sure that it is doing what it supposed to do. All reports are to be critically analysed.
Even after testing, some additional errors may crop up. These errors surface during start up. These are to be sorted out.
Just for the security, the new system is to be run in parallel with the old till the new system stabilizes and people gain confidence in its operation.
Proper maintenance of the system and maintenance of secrecy of records are to be guarded. It normally takes several months for HR people to get acquainted with HRIS.
After a year or so, the project team should audit the performance of HRIS and if required, corrective actions should be taken.
Large organizations generally install computerized HRIS system because it enables them to collect, process and use large amount of data. It links the various subsystems of HRM. Following is a figure of HRIS linking various sub-systems.
Storing
Some of the applications which could be computerized and the nature and type of information that can be recorded and stored are described below.
Personnel Administration
It will contain information about each employee, such as name, address, date of birth, date of joining the organization, and information about next of kin and family. The facility should allow the user to maintain a number of address records such as permanent home address, local postal address, and the address of next of kin.
Salary Particulars
Salary review procedures are an important function of the human resources department. Details of present salary, last increase and the proposed increase will all be compiled and stored.
Leave / Absence Recording
An important requirement of HRIS is providing comprehensive and accurate method of controlling leave and absences. A complete leave history for each employee, days of absence and delay in reporting are all stored. Eligibility of leave, medical, maternity leave under credit, leave encashment, and eligibility are also stored.
Skill Inventory
HRIS is used to record acquired skills and monitor a skill database at both employee and organizational level. This will give the necessary information to identify employees with necessary skills for certain positions or job function.
Medical History
The HRIS may be used to record occupational health data needed for industrial safety purposes, accident monitoring, exposure to potentially hazardous materials, and so on. For example, hearing loss, nervous debility in certain work areas may be monitored and results recorded on HRIS. The records of periodical medical examinations may also be maintained.
Accident Monitoring
The system should record the details of the accidents for the injured employees. This could highlight accident prone areas or accident prone times within the organization.
Performance Appraisal
The system should record individual employee’s performance appraisal data such as the due date of the appraisal, scores for each performance criteria, potential for promotion, and other information to form a comprehensive overview of each employee.
Training and Development
The system should record the details of training imparted, training evaluation development opportunities given and availed. The type of training needed may be identified and stored.
HRP
The HRP plan, extensions, plan executed, to be executed strength and weaknesses of the plan, plan evaluation etc, may be recorded.
Recruitment
Recruitment pool, screening, preliminary selection etc, may be stored for HRIS.
Career Planning
Placement, training, selected candidates for career planning and supervisor’s view can be stored.
Collective Bargaining
Wage, salary administration, bonus, negotiations, trade Unions views, most welcome and least resistant measures may also be recorded.
Steps In Implementing Hris
Following are the steps in implementing HRIS.
Inception Of Idea
Idea should originate somewhere. The originator should make a preliminary report justifying the need for HRIS and illustrate how it could assist management in making certain decisions.
Feasibility Study
The cost-benefit analysis of HRIS in terms of labour and material and also as intangible savings, such as increased accuracy and fewer errors should be highlighted.
Selection of Project Team
Once the feasibility study has been accepted and the resources accepted, a project team should be selected. The project team should consist of a human resource representative, who is knowledgeable about the organization’s human resource functions and activities, and the organization itself, and also a representative from management information system. As the project advances, additional clerical people from the human resource department will have to be added.
Defining the Requirements
A statement of requirements specifies in detail exactly what the system needs to do. A larger part of the statement of requirements normally deals with the details of the reports that will be produced. The objective is to make sure that the mission of an HRIS truly matches with the management’s needs of an HRIS.
Vendor Analysis
The purpose of this step is to determine what hardware and software are available that will best meet the organization’s needs at the least price. This is a difficult task. This involves discussions with various vendors on how their HRIS will meet the organization’s needs.
Contract Negotiations
The contract stipulating the price, delivery, vendor’s responsibilities with regards to installation, service maintenance, training to organization’s employees etc, may be negotiated.
Training
Project team members may first be trained to use the system and then they could train all users from other departments.
Tailoring the System
It involves making changes to the system that best fit the organizational needs.
Data Collection
Data is collected and fed into the system.
Testing the System
The object of verifying is to test the output of HRIS and make sure that it is doing what it supposed to do. All reports are to be critically analysed.
Starting Up
Even after testing, some additional errors may crop up. These errors surface during start up. These are to be sorted out.
Parallel Running
Just for the security, the new system is to be run in parallel with the old till the new system stabilizes and people gain confidence in its operation.
Maintenance
Proper maintenance of the system and maintenance of secrecy of records are to be guarded. It normally takes several months for HR people to get acquainted with HRIS.
Audit
After a year or so, the project team should audit the performance of HRIS and if required, corrective actions should be taken.
Large organizations generally install computerized HRIS system because it enables them to collect, process and use large amount of data. It links the various subsystems of HRM. Following is a figure of HRIS linking various sub-systems.
Tags : Human Resources Management - Human Resource Information System
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