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The application of computers to employeerelated record keeping and reporting, and management decision making
What¶s an HRIS?
Any system that supports any aspect of the HR function Primary function:
± Documenting the employment relation in all it¶s complexity
± Storing, retrieving and distributing information
Databases are central
Consider the ³Top Ten Calculations´ for your HRIS:
Healthcare cost per employee Pay and benefits as a percentage of operating expense Cost per hire Return on training. . . Time to fill jobs«
All require database to get answers
daily & monthly absenteeism summary) Decision Support Systems (e.g. How many employees should we hire?) Expert Systems .g.g payroll) Management Information Systems (e.Evolution of Information Systems Transaction Processing (e.
An HR Example Input (hours worked) Processing (Calc. Net pay) Output (cut paycheck) Feedback Loop (Is paycheck accurate?) .
Any Computer-based Info Systems (HRIS included) Consists of. Hardware Software Databases Telecommunication Procedures People ...
Typical HRIS Record Keeping Requirements Employee information Wage and salary data Review dates Benefits Education and training Attendance Performance data/appraisal results .
HRIS Tracks... Medical Records Workers Compensation Health & Safety HR Planning Jobs People Positions Benefits Recruit/ Selection Employment Equity Payroll Training and Development Compensatio n Pension Admin Employee Relations .
Developing an HRIS: System Development Life Cycle (SDLC) Planning Analysis Design Implementation Maintenance .
unrealistic expectations Lack of overall plan for record mgt. Lack of flexibility and adaptability Misinterpret HR specifications Poor communication between HR/IS Inadequate testing .Why HRISs Sometimes Fail Unclear goals/objectives System solves the wrong problem Improper vendor/product selection Low user involvement Planning overlooks impact on clerical procedures Lack of HR/functional expertise in designing Underestimate conversion effort Management.
Why are Carefully Developed Info Systems Important to HR? Better safety Better service Competitive Advantage Fewer Errors Greater Accuracy Higher Quality Products Improved Health Care Improved Communication Increased Efficiency Increased Productivity More efficient administration More opportunities Reduced labor requirements Reduced costs Superior managerial decision making Superior control .
Developing an HRIS: Planning and HRIS Development Project Planning Analysis Design Implementation Maintenance .
HR Information Planning Steps Develop overall objectives Identify HRIS project(s) Set priorities and select projects Analyze resource requirements Set schedule and deadlines Develop the HRIS plan .
Selecting an Investigation Team HR personnel IS personnel Users Consultants Top management .
Developing an HRIS: Analysis Phase Planning Analysis Design Implementation Maintenance .
Data Analysis Document Current Application Flows and Functionality Document Current Technical Architecture (if applicable) Conduct Needs Analysis/Business Requirements Definition .
OBJECTIVES OF THE NEEDS ANALYSIS HR FUNCTIONS TO BE AUTOMATED WHICH FUNCTIONS ARE MOST (LEAST) CRITICAL? RELATIONSHIP OF HRIS TO OTHER SYSTEMS .
Work Flow Analysis Map an ³obsolete´ HR functional flow (pick an application/area) Reengineer the flow so as to add value to the organization Review ³obsolete´ and ³original´ work flows to determine if anything is missing .
Choosing a Consultant Why use consultants You could contract consultants if: ± Your organization does not have the expertise required to do the job. e. needs analysis.g. ± Existing staff may be fully committed and unable to take on the work. ± There is a need for someone outside the organization to facilitate a process or project. .
Developing an HRIS: Design Phase Planning Analysis Design Implementation Maintenance .
Preliminary Design Tasks/Steps Finalize Functional Requirements Which functions will be adopted for new systems? (user sign-off) Finalize Technical Requirements/Architecture Select Hardware and System Software Application software evaluation & selection Make vs. Buy .
Preliminary Design Tasks/Steps Acquire Hardware/Software Technical Design Design interfaces Logical and Physical Databases Messages and Screens Data Security Reengineer Business Processes Migration Plan .
Developing an HRIS: Design Phase Design Phase Preliminary (Conceptual) Design Detailed Design Implementation (Build. Roll-out) Implementation Phase . Test.
User Issues in Outsourcing Identifying what to outsource Gathering business information Conducting the feasibility study Developing the RFP Vendor selection Understanding pricing Setting service levels and measuring them Negotiation terms and conditions Managing the relationship .
Make vs.Quicker development. Buy? Advantages Disadvantages Packaged Systems .Many vendors/products to sort through .Long development timeline . cost spread across many buyers . quickly adapt to changes .Can easily evaluate to determine if needs met .Documented .Low distinctiveness .Lack of control in any updates/changes . (IS personnel) .Greater control.Unique needs addressed .Cheaper.High Maintenance ³burning platform´ . Turnkey .Supported Custom Systems .Distinctiveness High .Greater Staffing Reqs.Unlikely to meet all of organization¶s requirements .Poorly documented/Brain drain .
RFP: Request for Proposal Defines user¶s goals and requirements Simplifies decision making process Saves time and facilitates comparisons of vendor responses Reduces potential errors .
Writing the RFP Use the team approach Use outside consultants where applicable Give the vendors enough information as if selling a business(include financial data for outsourcing) Be comprehensive and concise Establish your evaluation criteria and state it in the RFP Give the vendors alternatives and push them into being creative. including time to tour your facilities. . asset verification & evaluation. after all they are the experts Give the vendors enough time to respond. etc.
business objectives Establishing the right relationship is more important than short term cost savings .Evaluating the RFP Develop the evaluation criteria before the closing date of the RFP Use a decision analysis tool Pricing is not the most important criteria Clarify vendor responses Develop a short list and bring the vendors in for a presentation Understand their culture. future direction.
Technical Design: Hardware Selection Select Software First Operating System and HW selection HW reliability and service reputation Manufacturer stability Expandability Cost .
Employee self-service Better communication/sharing between individuals groups .LAN/Client-Server Advantages Multiple users have can access/update records simultaneously Less dependence on IS. Greater control by HR.
Employee Life-Cycle Education Skills Additional Skills Additional Education Address Change Applicant Accession Employee Employee Status Change Separation Former Employee Job Pending Interview Offer Physical Exam Offer Salary Adjustment Benefits Change Retirement Continuing Benefit Job Reference Classification Change Career Plan Job Transfer .
higher quality hiring decisions . more consistent screening of applicants Quicker.HRIS Benefits Realized (versus Manual System) Save $$$ More efficient recruiting Better coordination of staffing resources Faster.
not interpretation or decision Used to: ± identify gaps and surpluses ± evaluate policy compliance ± determine implications of implementing new programs . and evaluation to summarize information Offers information. analysis. ³what if´ analyses Stimulate thinking about policies & programs Data collection.HR Planning Summary Decision support systems.
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