Professional Documents
Culture Documents
HRIS (Section: A)
Name: ID:
Khan, Md. Saquib 07-07642-1
Khan, Farhana Rahman 06-07290-3
Chowdhury, Mohd. Imran Hossain 07-07729-1
Ahmed Sharmin 06-06902-2
Haq, Faria. Taskin 07-08213-1
A Report Submitted to: Mr. Rana, Dipankar. Mazumder, Faculty and Instructor,
American International University-Bangladesh, in partial fulfillment of the
requirements of HRIS Course.
Spring 2010
Dhaka, Bangladesh
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ACKNOWLEDGEMENT
W e wo u l d li ke to e x p re s s o u r gr a t i t u de to t he o u r c o urs e
i ns t r uc to r R a na D i pa n ka r M a z u m de r , F a c u l ty o f A me r ic a n
I n te r n a t io na l U ni ve rs i t y – B a n gl a de s h f o r his ki n d , c o n ti n uo us
g ui da nc e a n d re le n tl e s s e f f o r ts to ma ke o u r G ro u p P ro j e c t
R e po rt a wo r t h o n e . W e be li e ve t ha t f o r h is e f f o rt a n d g ui d a nc e
we w e re a bl e to pre pa re t h is r e po r t w h ic h i s ba s e d o n ho w to
im p le me n t H R I S s o f t w a re a n d s o me pe r q uis i te be f o re ta lk i n g to
a n I T p e rs o n.
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Table of Contents:
Title: Page
1. HRIS; definition 4
2. Types of HRIS 5
8. Major Content 10
9. Recruiting Process 10
Security 17
Conclusion 18
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1. HRIS, Definition:
System: A system is defined as interrelated components with a clearly defined boundary working
together to achieve a common set of objectives. A system have 5 components; input, processing,
output, feedback and control.
Information system (IS): An information system depends on the resources of people, hardware,
software, data and network to perform input, processing, output, storage and control activities that
convert data resources into information products.
HRIS: Human resource information systems provide the manager with data to support routine and
repetitive human resource decisions.
The goal of human resource management is the effective and efficient use of human resources of a
company
4. Record keeping
5. Reporting
6. Decision making
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2. Types of HRIS:
Operational HRIS: Operational human resource information systems provide the manager with data to
support routine and repetitive human resource decisions. Several operational-level information systems
collect and report human resource data. These systems include information about the organization’s
positions and employees and about governmental regulations.
Tactical Information System : Tactical information systems provide managers with support for decisions
that emphasize the allocation of resources. Within the human resource management area, these
decisions include recruitment decisions; job analysis and design decisions, training and development
decisions, and employee compensation plan decisions.
Specialized Human Resource Information Systems Software : A great deal of software has been
specifically designed for the human resource function. This software is available for all types and sizes of
computers, including microcomputers. Software specifically designed for the human resource
management function can be divided into two basic categories: comprehensive human resource
information systems software and limited-function packages that support one or a few human resource
activities.
Business context (What is the organization’s culture, mission, technology, budget and
objectives?)
How the design will help the users to make effective decisions?
Corporate politics
Lack of communication
The human resource management (HRM) functions involve the recruitment, placement, evaluation,
compensation and development of the employees of an organization. The goal of human resource
management is the effective and efficient use of human resources of a company.
Thus HRIS is designed to support (1) planning to meet the personnel needs of the business (2)
development of employees to their full potential and (3) control of all personnel policies and program.
Today many organizations in Bangladesh have gone beyond the traditional personnel management
functions and have developed human resource information systems (HRIS) that also support (1)
recruitment selection and hiring (2) job placements, (3) performance appraisals, (4) employee benefits
analysis, (5) training and development, (6) health, safety and security.
A survey was conducted in 2008 among high performing and low performing firms in U.S.A, to find out
the effectiveness of HR practices. Interestingly all of the high and low performing firms had HR deliveries
(staffing, performance appraisal, training e.t.c) and similar qualified HR managers. The study found out
that HR deliveries alone cant help the organization to succeed, but when the HR practices/deliveries are
aligned with the firms business processes then it adds some value to the organization. Therefore an
understanding the entire business context is the pre-requisite for developing an HRIS diagram. The
business context is the organization’s vision, mission, objectives, strategy, culture and its budget. Here is
a sample organization structure which will provide us a framework for designing an HRIS diagram.
Organization Chart
Key User of the system
Owner/President
Managing Director
i. Chief HR Officer: The Chief HR Officer has to make sure that the entire organizations including
the retail stores have appropriate number of key staffs to keep the business operations running.
He has direct reporting relationships with each of the retail shops’ HR managers.
Information accessibility: A direct access to employee information, HR reports and
other information regarding the HR practices (staffing, training, performance appraisals
etc.) of the entire organization.
Have the authority to review every employee information using SELECT Statement as
well as create new data fields, update employee information and delete existing data by
using statements such as INSERT INTO, UPDATE and DELETE
ii. Store HR officer: The store HR officer has to maintain direct reporting relationship with the store
supervisor and the chief HR officer.
Information accessibility: A direct access to employee information, HR reports and other
information regarding the HR practices (staffing, training, performance appraisals etc. of
the specific store he/she operates within.)
Can review and update employee data using SELECT and UPDATE statements. However
they cannot DELETE any information
8. Major Content:
Training &
Development
Performance
Data Bank
Appraisal
Personal
Info.
Employee
Compensation
Attendance
Health &
Safety
9. Recruiting Process:
Medical
C.V Screening Interview
Exam
Job Offer
Data Personal
Information
Bank
In this organization people drop their CV’s for various posts e.g. HR Officer, Marketing Officer. Now
choosing the potential candidate out of a lot has to be done by the qualifications, experiences, skills,
trainings and language proficiency manifested in the CV’s and accordingly screen the right person to be
put in the right position and at the right time. The software will benefit the recruiting process through
automation of its processes. Here the diagram shows that when a candidate is screened out from the
recruiting process, his information is recorded into the Data Bank for the future. However, those
candidates who has passed the process, and accepted the job offer, their CVs will be transferred from
the Data Bank to the Personal Information system.
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The system will provide access to the assigned key users and provide those information which the user
is authorized to see. The fig 1 shows an initial entrance template which appears after the user clicks the
intranet browser.
Employee
ID:
Password:
Login Cancel
Figure: 1
After the user enters his ID and the correct password and the system has identified the user,
the following page will appear. (Here we assume that the user is the Level 1 user, who has
complete access to the system.)
Logout
Alerts
HR Report
HR Data Entry
Employee Personal
Information
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o No retirement
o 10 children are over aged
o No joining alert
o Assessment alert
o Contact expiration alert
o Movement alert
Save Cance
*The HR Report options provides published reports which are sent by the line managers. If the
Level-1 User wants to view or manipulate the data (Insert, update or delete), the HR data entry
option only created for this purpose.
Home Logout
HR Data Entry
Performance
Appraisal Report
Training Information
Compensation
Employee
Attendance
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If the user clicks Performance Appraisal Report, the following will appear:
Comment
Option o Check if no change will be allowed
o Check if manager can request
change
Check if manager and employee
request change
Custom Message
Employee Appraisal enables the HR Manager to continuously track the status of the appraisal process
and use analytics to manage employee increments, bonus, promotions and training. In this system each
manager will be able to update their subordinates appraisal form which can be later reviewed by the HR
manager.
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*Note: When the user wants to see the appraisal of M.l Khabir, he will click View Report and the
report of the respective employee will appear.
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Regular Training Sessions are being held for the employees of xyz Ltd. Therefore in order to update the
knowledge and skills of employees, need-based training programs are organized for employees at each
level. Since the training needs of employees are highlighted in the performance appraisal form, we will
design a system where training information form will be related to the performance appraisal form. This
will help managers to identify the training needs of various employees and take necessary actions. After
clicking the Training Button, the following will appear:
Description N/A
Time Line 2010- preferably in the month of Sep/Oct
Training Program Code TRN-003
Comment
Option o Check if no change will be allowed
o Check if manager can request
change
Check if manager and employee
request change
Custom Message
Note: If the user wants to change something, for instance to change the allocation period or creating a
new employee training request, than the manager will have to click modify. However if he wants to view
more detail information about the training content he just have to click “View” button. After clicking the
View button, the following page will appear.
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The organization will maintain records of employee's monthly salary and increments in the computer. In
this organization only the Chief HR manager can allocate bonus and increments for managers and
employer after the final approval from the board. The HRIS will help the HR managers to record
compensation information and sent those electronically to Chief accounts officer for further actions.
The company has a punch card system for employees which is electronically connected with the HRIS
software. Whenever an employee punches a card the system will automatically process employees ID
and time of entrance to the computer. The employee attendance sheet will be viewed by HR officers
and the account manager. If a user want to view an employees attendance report, he will see this:
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11. Security:
Now all the information that is to be stored systematically in a system has to be protected lest it might
be leaked out and fall into the hands of untitled users. For that we have to ensure security of the
system. We will look in details below why we need security of the system.
(a) Information is confidential and information of a particular employee should not be viewed by
anyone other than the employee himself/herself and HR manager, Accounts manager and top
management.
(b) It should be available, kept private and original whenever the authorized users will access it.
(c) Stored in computer so that can be retrieved whenever the authorized users need it.
(d) Prevents destroying of the information.
(e) Prevents data manipulation such as prevents the change and modification of the original
message.
Authentication- Confirmation of the origin of the message sent and that of the sender.
Access Control- The prevention of unauthorized and public access to information.
Data Confidentiality- The protection of data from unauthorized disclosure.
Data Entry- Confirmation of the accurate message that has been sent or received i.e. no
changes, insertion, deletion or replay has occurred during the transfer.
Non-repudiation- Protection against the denial of service in transferring messages.
(a) Password protection: This can be done through encryption. Encryption means to code the
original message so that even if it falls into the hands of unauthorized users the original message cannot
be retrieved. There are many ways a pass word can be encrypted. They are: Through Caesar Cipher
which is replacing the letters of the password with the third letter. E.g. The word Account Number A will
be replaced by its subsequent 3rd letter which is C will be replaced by its subsequent 3rd. letter E and so
on the Caesar cipher will continue. The account number will also be replaced the 3rd. letter e.g. the
account number 2425 5 will replace 2, 7 will replace 4 and so on.
Only authorized users will know how to decode the encryption and retrieve the original message.
Moreover the passwords chosen should be long and complicated on the part of the user usually should
be a combination of letter and numbers so that it cannot be easily retrieved.
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(b) Antivirus software scanning: There should be an excellent anti-virus stand by to always scan to
find out what viruses are there and kill them because viruses eat the entire files and information and
then it cannot be accessed by the users. Regular scanning for viruses should be conducted to secure all
the information and the anti-virus software should be regularly updated because old version software
cannot detect and kill the new emerging infections and viruses. E.g. of excellent quality anti-virus
software is Kaspersky, Norton, Avast and a few others.
(c) Define user level accessibility- No one other than the entitled users should be knowing the
passwords and the decoding of the encrypted codes. All of these people should be made to sign on a
bond which says that in case of password leaking to unauthorized people, authority reserves the right to
punish and terminate the person responsible.
(d) Backup and restore system- This is usually applicable in countries like Bangladesh and Pakistan
where load shedding is a common phenomena. There should be a save button which should be clicked
every two seconds during the process of creating the system so that current information is immediately
saved and UPS back-up systems so that in case of load shedding the UPS supports the PC being shut
down automatically. The PC being shut down automatically can mean the loss of information.
12. Conclusion:
Personal records have always been very important and necessary for good personnel administration. As
business continue to grow and the administration of personal becomes more sophisticated and
professional. The volume of records increases in proportion with the new technologies creating new and
vastly different records. Only sound records management can provide accurate information to
organization with the necessary clerks and balances in paper work and facilitate the retention of
information in an orderly manner. So the main function of HR specialists is to maintain control over
operations and to keep a record of how effectively the human resource have been utilized.