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HRIS – Human resources information system

HRIS – Human resources information system

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Published by tomjimmallorca
HRIS – Human resources information system
HRIS – Human resources information system

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Published by: tomjimmallorca on Sep 17, 2010
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HRIS – Human resources information system
Human Resource Information SystemsThe purpose of this paper is to identify other companies who have faced similar humanresources issues in regards to information technology. Through benchmarking differentcompanies we can learn how other companies have handled certain human resourcesissues related to information technology, information systems, new technology, and datasecurity. An overall analysis has been completed using research on IBM Europe,Ameriprise Financial, Terasen Pipelines, Shaw’s Supermarkets, CS Stars LLC, IBM,WORKSource Inc., and Toshiba America Medical Systems, Inc. This paper also includeseight synopses of companies facing similar issue to those in the reading. New TechnologyWith the changing world and constant new technology that is available, managers need to be aware of the technology that will increase effectiveness in their company. Humanresource information systems (HRIS) have increasingly transformed since it was firstintroduced at General Electric in the 1950s. HRIS has gone from a basic process toconvert manual information keeping systems into computerized systems, to the HRISsystems that are used today. Human resource professionals began to see the possibility of new applications for the computer. The idea was to integrate many of the different humanresource functions. The result was the third generation of the computerized HRIS, afeature-rich, broad-based, self-contained HRIS. The third generation took systems far  beyond being mere data repositories and created tools with which human resource professionals could do much more (Byars, 2004).Many companies have seen a need to transform the way Human Resource operations are performed in order to keep up with new technology and increasing numbers of employees. Terasen Pipelines moved its headquarters from Vancouver to Calgary to becloser to the oil and realized a major growth in employees. In the past recording keepingwas done on paper and with spreadsheets. Mangers at Terasen realized that there was aneed to change to a more computerized system and looked into different HRIS vendors.By making the move to a HRIS system, Terasen is able to keep more accurate records aswell as better prepare for future growth. Another company that saw the benefits of keeping up with new technology is WORKSource Inc. To meet the challenge of handling100 new employees, WORKSource Inc. acquired Web-based technology programs fromGHG Corp. like electronic pay stub, electronic timesheet software, time-off system, andhuman resource information system (“Tips,” 2006). By adapting these new programs,WORKSource was able to reduce waste and cost.The Internet is an increasingly popular way to recruit applicants, research technologiesand perform other essential functions in business. Delivering human resource services
 
online (eHR) supports more efficient collection, storage, distribution, and exchange of data (Friesen, 2003). An intranet is a type of network used by companies to shareinformation to people within the organization. An intranet connects people to people and people to information and knowledge within the organization; it serves as an“information hub” for the entire organization. Most organizations set up intranets primarily for employees, but they can extend to business partners and even customerswith appropriate security clearance (Byars & Rue, 2004).Applications of HRISThe efficiency of HRIS, the systems are able to produce more effective and faster outcomes than can be done on paper. Some of the many applications of HRIS are:Clerical applications, applicant search expenditures, risk management, trainingmanagement, training experiences, financial planning, turnover analysis, succession planning, flexible-benefits administration, compliance with government regulations,attendance reporting and analysis, human resource planning, accident reporting and prevention and strategic planning. With the many different applications of HRIS, it isdifficult to understand how the programs benefit companies without looking atcompanies that have already benefited from such programs.One such company is IBM. IBM has a paperless online enrollment plan for all of itsemployees. Not only has the online enrollment saved the company 1.2 million per year on printing and mailing costs, the employees enjoy working with the online plan. "Since we began offering online enrollment, we've learned that employees want web access,"Donnelly [Senior Communications Specialist] says, so they can log on at home rather than through the company intranet. So the company has been working to put in place aweb-based enrollment system that employees and retirees can access from anywhere(Huering, 2003). By utilizing the flexible-benefits application HRIS has to offer, IBMwas able to cut costs and give employees the freedom to discover their benefits on their own time and pace.Another company that has taken advantage of HRIS applications is Shaw’sSupermarkets. In order for Shaw’s to better manage its workforce, the company decidedit was time to centralize the HR operations. After looking at different options, Shaw’sdecided to implement an Employee Self Service (ESS) system. The use of self-serviceapplications creates a positive situation for HR. ESS gives HR more time to focus onstrategic issues, such as workforce management, succession planning, and compensationmanagement, while at the same time improving service to employees and managers, andensuring that their data is accurate. With this solution, employees have online access toforms, training material, benefits information and other payroll related information(Koven, 2002). By giving employees access to their personal information and the abilityto update or change their information as needed, HR was given more time to focus onother issues. Understanding the different applications HRIS has to offer will givecompanies the chance to increase employee efficiency and reduce costs.Measuring the Effectiveness of HRIS
 
The evaluation should determine whether or not the HRIS has performed up to itsexpectations and if the HRIS is being used to its full advantage (Byars & Rue, 2004). Oneof the most significant challenges faced by public personnel executives today ismeasuring the performance of their human resources information system (HRIS) In order to justify the value-added contribution of the HRIS to accomplishing the organization'smission (Hagood & Friedman, 2002). Implementing an HRIS program may seem anecessary stem for a company, but unless it will be an effective tool for HR operations, itwill not help increase efficiency and may hinder it instead.One company that implemented a HRIS system is Toshiba America Medical Systems,Inc. (TAMS). TAMS put all employee benefits information online and created an openenrollment option when TAMS changed healthcare providers. Almost immediately uponrolling out the UltiPro portal [new HRIS technology] to employees, TAMS began seeingimprovements, with an estimated 70% increase in open enrollment efficiency (Wojcik,2004). By determining the efficiency of the new program, TAMS was able to realize the benefits of the new HRIS system.Security of HRISThe privacy of employee information has become a major issue in recent years. Withidentity theft becoming a common problem, employees are becoming more sensitiveabout who sees their personal information, and the security it is kept in. By making sureemployee information that is kept in the HRIS is relevant to the company and makingsure there is limited access (password protection) to such information, companies canmake its employees more secure with the safety of their information. Whether electronicor paper, employee files deserve to be treated with great care. Establishing security andend-user privileges calls for a balance of incorporating, HR policy, system knowledgeand day-to-day operations (O’Connell, 1994).One company that faced a major security issue was CS Stars, LLC. CS Stars lost track of one of its computers that contained personal information that included names, addressesand social security numbers of workers compensation benefits. The bigger problem wasthat CS Stars failed to notify the affected consumers and employees about the missingcomputer. Though the computer was retrieved and no information seemed to have beenharmed, many employees lost their sense of security with the company. New York'sInformation Security Breach and Notification Law, effective in December 2005, requires businesses that maintain computerized data which includes private information to notifythe owner of the information of any breach of the security of the system immediatelyfollowing discovery, if the private information was, or is reasonably believed to have been, acquired by a person without valid authorization (Cadrain, 2007).Another company that experienced a breach in security is Ameriprise Financial. In late2005, a computer that contained personal information on clients and employees wasstolen. Because many of the employees at Ameriprise take their computers between work and home, the company determined there was a need to put more security into thosecomputers. Ameriprise made sure all employees had the new security suite installed on

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