HR Data Management: An Historical, Technological and Global Approach

Introduction

Objectives
Define HRIS and provide examples of how it can be used in a variety of human resource functions. Understand why project management is critical in the integration of an HRIS. Apply the basics of project management to an HRIS integration.

Purpose of Lesson

Why If How
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What

Why are these topics together? HRIS Project Management

HRIS HUMAN RESOURCE INFORMATION SYSTEMS

SECTION #1

What will be covered in this class?

HRIS
What is an HRIS? How is it used in organizations? The history of HRIS

Project Management
Methods of project management Project life cycle Project management tools and skills

Integrating an HRIS across cultures

Integration process Integration issues

HRIS
HRIS Defined > HRIS can be briefly defined as integrated systems used to gather, store and analyze information regarding an organizations human resources. (Hedrickson, 2003, p.381). > HRIS One which is used to acquire, store, manipulate, analyze, retrieve and distribute information about an organizations human resources. (Tannenbaum 1990)
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HRIS
Not just technology: HRIS is not limited to the computer hardware and software applications that comprise the technical part of the system: it also includes the people, policies, procedures and data required to manage the HR function. (Hedrickson, 2003, p.381).

History of HRIS
Early (pre-WW II) > Personnel
Old term for human resources Historically isolated from core organizational functions

> Record keeping

Name, address, phone, employment history

History of HRIS
Between 1945 and 1960 > Human capital issues > Employee morale > Formal selection and development > No real changes from earlier days

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History of HRIS
Early (1960s to 1980s) > Personnel became HR > HR was seen as key in organizations > Government and regulatory agencies increased reporting requirements: Affirmative action EEO OSHA > Still, HRIS was used mostly for keeping administrative records
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History of HRIS
Contemporary HRIS > Large and small businesses are utilizing HRIS > Personal computers have made HRIS available and affordable for any sized firm > HRIS has evolved from simple record-keeping to complex analytical tools to assist management decision making
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Who uses HRIS and how is it used?

HR Professionals
> Reporting and compliance > Payroll and compensation analysis > Benefits administration > Applicant tracking, skills inventory

Functional Managers
> Performance management and appraisal > Recruitment and resume processing > Team and project management > Training and skills testing > Management development
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Who uses HRIS and how is it used?

Individual Employees
> Self-service benefit options > Career planning

> Training and development

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Benefits of HRIS
Increased Efficiency > more transactions with fewer resources

Increased Effectiveness > more accurate information and simplification of processes

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HRIS Terminology
HRIS
> Generic term referring to any information

system used for obtaining relevant and timely information on which to base human resource decisions. (Mondy)

ERP
> Enterprise Resource Planning

Software system that integrates several data sources and processes into a unified system. An ERP system provides the functions of at least two separate systems. i.e. Accounting and Inventory Management. (www.bestpricecomputers.co.uk)

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HRIS Terminology
SAP
> System Applications and Products

Worlds largest business software company providing integrated software systems. In business since 1972

Discussion
> What are some examples of HRIS

systems, including both ERP and stand alone?

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Discussion Topics
Provide specific examples of HRIS systems and provide the details (costs, system requirements and web site resources etc.). What are the strengths of the systems? What are the weaknesses of the systems? Respond to other students examples. As a group, decide which HRIS is best for a large organization and which one is best for a small organization.
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Discussion Activity
What are your perceptions of an HRIS? Possible discussion topics:
List HRIS software you have heard of and what functions they can complete. What can an HRIS do for an organization? List why your organization would want or does use an HRIS.

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PROJECT MANAGEMENT
SECTION #2

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Project Management
Project Management
> a carefully planned and organized effort to

accomplish a specific (and usually) onetime effort.

www.managementhelp.org (retrieved 7/2/08)

> A project is a series of tasks and activities

that has a stated goal and objectives, a schedule with defined start and end dates, and a budget that sets limits on the projects dedicated use of resources.
SHRM Learning System, 2008 , Module One Strategic Management, p. 1-21
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Project Management
Projects are characterized by
> A group of people
> A goal > Limited time and money > A level of uncertainty regarding

achievement

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The Process of Project Management

Project Management Life Cycle
> Defining (Scoping)
Answers the question What will be covered by this project?

> Planning
Identifies: Who, What, When and With what resources

> Executing
Organizing people, allocating resources and scheduling tasks

> Monitoring and Controlling

Tracking progress and taking corrective actions

> Closing
Project completion and evaluation

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The Process of Project Management

The MPMM Project Management Life Cycle
> Project Initiation
Project Definition

> Project Planning

Detailed Planning

> Project Execution

Monitoring and Control

> Project Closure

Post Implementation Review
www.mpmm.com/project-management-methodology

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The Process of Project Management

The Rational Unified Process (RUP)
> The Inception Phase
Primary goal is to achieve consensus on project objectives and to obtain funding for the project

> The Elaboration Phase

Identifies details of the project and architecture for the system

> The Construction Phase

Development of the new system to the point where it is ready for deployment

> The Transition Phase

The focus is on delivering the system into production, testing and fine tuning

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The Process of Project Management

DANS
Initiation phase Idea
> Are we going to do this project?

Definition phase What?

> Is it possible? What is required?

Design phase How?

> Is it desirable? What will be the result?

Development phase How to implement?

> Is it feasible? How will we implement the project?

Implementation phase Carrying out the project

> Is the result adequate? How will we evaluate the project?

Follow-up phase Maintenance

> Final report
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Project Management Systems for Software Development

Linear process Waterfall model Cyclical Project Management

> Preferred for software development
Software development is a creative process Impossible to identify all requirements beforehand Difficult to estimate amount of time necessary for implementation Intermediate results must be tested by users throughout the entire project

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Cyclical Project Management

DANS 6-stage project management method depicted as a cycle instead of a linear process

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Project Management
DANS Software-Development Method

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Discussion Activity
What is the hardest for the HR professional to control in a project (time, cost, scope)? What can the HR professional do to help ensure success in time, cost, and scope?

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PM Tools Gantt Chart

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PM Tools PERT Chart

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PM Tools Fishbone Diagram

Figure 1: Fishbone Diagram Example

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PM Tools Event Chain

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PM Tools Run Chart

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Project Management Software

Desktop > Microsoft Project > Cerebral Project Web based > @task > Project Insight Opensource > Kplato > Openwork Bench > dotProject

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Discussion Topics
Provide an example of a project management tool and discuss how it could be used. Provide one software resource and identify its strengths and weaknesses.

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MANAGING PROJECTS AND HRIS

SECTION #3

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Managing Projects
Control Factors
> Time
Scheduling / Gnatt and PERT Charts

> Money
Budget projections

> Quality
Good enough is good

> Organization
Managing the project team

> Information
Communication and decision making

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People and the Project

Project Stakeholders and Tasks
> The Project Sponsor
Member of management Leadership role in getting project approved, funded and off the ground

> Organizational Management

Identifies need for the project Approves budget and assesses risk

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People and the Project

Project Stakeholders and Tasks
> The Project Manager
Manages the team and the process, has ultimate responsibility for project success

> Roles of the Project Manager

Interpersonal Informational Decisional

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People and the Project

Project Stakeholders and Tasks
> The Project Team
Carries out the activities for project completion

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Communications
Within the Project Team
> Kick-off meeting
Communications Plan: who, when, what, how Review/scope Technical review

> Establish how the team will be informed of

issues and decisions

Face-to-face Email Virtual teams

> International communications

One voice Language of customer

> Informing stakeholders

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Leadership
Effective Project Managers
> > > > > > >

Problem-Solving expertise Leadership expertise Context knowledge Analytical skill People skills Communication skills Administrative expertise

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Project Management and HRIS

Integrating HRIS systems
> Project Management expertise > HR knowledge

> Foundation Business knowledge

> Understanding of the Organization

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PM Phases in an HRIS Implementation

Initiation Planning Executing Controlling Closure/Evaluation

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Initiation
Feasibility study Establish charter Set up project office Review phase

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Project Planning
Resource plan: > People > Financial > Time Quality Risk Communication Procurement of materials Contact suppliers Contingency plan Perform review of planning phase

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Project Execution
Doing the project Build the deliverables Monitor and Control > Time > Cost > Quality > Risk > Resources > Acceptance > Communications

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Project Execution
Issues Management Change Process Review of Project Execution

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Project Control
Set baselines Measure: > Progress > Performance Compare: > Plan > Actual Take action

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Closure/Evaluation
Project closure Project review Project evaluation Lessons learned

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Specifics of PM to an HRIS Integration

Initiation Planning Executing Controlling Closure/Evaluation

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Engagement Exercise
Create a list of critical risks and contingencies for an HRIS implementation. As a team or individually, create an outline of how each of phase of project management is affected.

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HRIS IMPLEMENTATION
SECTION #4

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Traditional HRIS
Administrative Uses:
Monitor absences Salary structures Training information Recruitment Media response Current information Medical information Global administration

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HRIS in Business Decision Making

> Analytical Processes:
Budget control Applicant tracking and screening Skills matching Appraisals Feedback Manpower planning Succession planning Skills monitoring Training needs analysis Global analysis

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Why Not More? HRIS in Business Decision Making

> Organization size

> Organization culture

HR as a strategic partner Internal culture and politics

> HRIS time in use. > HR has limited IT and analytical

skills. > IT has limited HR skills.

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Application of HRIS
Strategic Management
> Environmental scanning > Tracks quality and productivity improvements

Workforce Planning and Employment

> Tracks promotions, transfers, hiring and

termination rates > Maintains and prints EEOC data in the required form > Prints applicant flow and utilization reports for affirmative action programs

Human Resource Development

> > > >

Outlines career path development Tracks, education, skills and training programs Registers employees in courses Evaluates employee performance

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Application of HRIS
Total Rewards
> Tracks salary survey information > Tracks retirement planning, tuition

reimbursement, COBRA and HIPAA info. > Facilitates benefit administration and salary analysis across job classifications

Employee and Labor Relations

> Stores employee discipline records > Records union data and labor distribution data > Maintains attitude survey results

Risk Management
> Identifies accident and illness trends > Tracks safety records, insurance and workers

comp. claims > Monitors high-risk conditions and accidents

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Legal Aspects of Data

Employee information
> > > >

What information should be gathered? How should it be used? Who should have access to data? How should data be safeguarded?

Privacy:
> Directly related to job > Need-to-know basis

Social security number.

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Data Security Issues

Whats causing the problem?
> Inconsistent legal standards > More telecommuters and distance workers > More use of vendors and outsourcing > Increasing of organization wide IT systems > Demand for ease of use for e-mail,

downloads, etc.

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U.S. Laws and Employee Privacy

Fair Credit Reporting Act Electronic Communications Privacy Act Health Insurance Portability and Accountability Act (HIPPA) Sarbanes Oxley Act

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Globalization and Employee Privacy

EU Data Protection Directive 1998
> Companies must give consumers (or

employees) access to correct their data > Personal data can be used only for the purpose for which it was obtained > Companies may NOT transfer personal data to countries that lack adequate data protection laws

Canadian Privacy Laws

> Federal Rules
> Provincial Regulation

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Conflicts of Globalization
Conflicting Privacy Regulations
> Collection of data > Transfer of data > Employee hot-lines

Whats a company to do?

> Safe Harbor program

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Other Issues in Globalization

Language barriers:
> Royal English vs. American English. > Belgium (part of country): In Brussels employee

selects (Dutch or French)

Processes differ slightly:

> In U.S. address may trigger benefit changes > In Europe this is not a concern

Government regulations and reporting

> Requirements will vary among countries

Terminology
> may be different from one country to another

Culture
> Individual vs. Collective

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Change Management and HR Integrating HRIS

What is the role of HR during change?
> Recognize individuals may react negatively to > > > > > > >

change Anticipate resistance and find ways to deal with it Show commitment and present a positive attitude toward the change Involve people in the process Ensure top management is visible and supportive Remind management and others that change is a process and successful change takes time Reinforce change with incentives Communicate with employees & management
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Conclusions
HRIS History of HRIS Project management. Integrating HRIS and project management HRIS in business decision making Globalization, legal, cultural and organizational change issues

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