A human resource information system (HRIS) is defined as a computer based applic

ation for assembling and processing data related to the human resource managemen
t (HRM) function. As in other types of information systems, an HRIS consists of
a database, which contains one or more files in which the data relevant to the s
ystem are maintained, and a database management system, which provides the means
by which users of the system access and utilize these data. The HRIS thus conta
ins tools that allow users to input new data and edit existing data; in addition
, such programs provide users with the opportunity to select from an array of pr
edefined reports that may either be printed or displayed on a monitor. Reports m
ay address any of a number of different HRM issues (e.g., succession planning, c
ompensation planning, equal employment opportunity monitoring). HRISs also gener
ally include tools by which users or system administrators may generate ad hoc r
eports and select specific cases or subsets of cases for display.
In order to understand the types of applications available to HRIS users, it is
best to consider the evolving nature of human resource information systems appli
cations. The HRM field lagged behind a number of other functional areas of manag
ement in the utilization of computer applications, but beginning in the late 198
0s extensive use of sophisticated applications began to appear. Prior to that ti
me, manual record systems often dominated in personnel or human resource departm
ents. Computer applications used in the field were generally limited to basic re
cord keeping and payroll management systems. Virtually all such systems were bas
ed on mainframe computers and required extensive support from information system
s professionals. Thus, human resource managers had little opportunity to design
sophisticated reports and computer-based analytical tools to aid in managerial d
ecision making. In general, uses of computers in HRM fell into the category of e
lectronic data processing applications, which generally involve the automation o
f relatively routine tasks (e.g., calculating pay and printing checks).
A number of trends seem to have contributed to a growing reliance on computers a
s information-processing and decision-aiding tools in HRM. The emergence of the
human resource management field (versus personnel administration) gave the human
resource function greater credibility within the managerial hierarchy, necessit
ating more sophisticated use of information, especially as it related to the str
ategic management function. Firms have experienced increased competitive pressur
es that have translated into greater cost containment demands from upper managem
ent, leading to greater automation of the record-keeping function in the HRM fie
ld. The ready availability of microcomputers and relatively userfriendly softwar
e means, that to an increasing extent, human resource managers are no longer dep
endent on information system professionals to develop and implement applications
(which might be assigned a lower priority than other management functions). Man
y HRM departments in larger organizations have also developed internal informati
on system capabilities, so that HRIS units have been established.
Another important factor has been the development of numerous HRIS products by e
xternal vendors. There are several full-featured, human resource-dedicated datab
ase management systems available, both for mainframe and micro platforms. Perhap
s the best known of these is PeopleSoft, although numerous other such products e
xist. Many of these utilize client-server architectures, where databases reside
on a central server and are accessed from individual workstations, connected to
a network, via local client applications. There is also a trend toward enterpris
e-wide applications that integrate information system applications for various m
anagerial functions (e.g., marketing, finance, human resources), which facilitat
es communication across functional areas, economizes on information system devel
opment at the enterprise level, and allows firms to collate information from mul
tiple sources to facilitate strategic planning at the business unit and corporat
e levels. Examples of commonly used integrated systems that include HRIS modules
are SAP and Oracle.
Specialized applications, intended to supplement HRISs, are also widely availabl
e. These include modules to aid in such areas as succession planning, benefits a
dministration, applicant tracking, job evaluation, employee performance evaluati
on, grievance handling, and labor relations. These products, coupled with declin
ing costs of computer systems (especially microcomputer systems) and the increas
ing user-friendliness of computer applications, have meant that the use of HRISs
is increasingly attractive to practitioners.
As a result of the rapid change in computer and software technology, HRIS-relate
d products are constantly upgrading and changing. Advanced Personnel Systems, a
California-based HRIS consulting firm, markets a fairly up-to-date database list
ing a wide-range of HRISs and supplementary programsâ along with descriptions of th
e capabilities of these systemsâ to guide managers in selecting appropriate product
s. There are also several conferences and shows held annually around the United
States that are dedicated to advances in HRM-related information technology appl
ications, including HRISs. HRIS vendors often demonstrate products at such shows
. Leading practitioner-oriented magazines, such as HRMagazine (published by the
Society of Human Resource Management), review new products and carry articles hi
ghlighting changes in the field. And not surprisingly, a number of web sites doc
ument HRIS resources on the Internet. A comprehensive listing of major HRIS site
s can be obtained through the "Software and Technology" section of Workindex.com
, a comprehensive index of Internet resources related to human resource manageme
nt.
Perhaps the most significant development in the HRIS area currently is the growi
ng use of organizational intranets as a means of managing many aspects of a firm
's HRIS. An intranet is an internal network that makes use of World Wide Web tec
hnology (browsers, servers, etc.) to gather and disseminate information within t
he firm. Intranets may be linked to the external Internet, but are usually secur
ed in a variety of ways so that only authorized users can access the information
on the internal components. While it is quite easy to generate static extracts
of HRIS data tables, queries, forms, and reports for posting on an intranet, it
is also quite feasible to establish live links between an intranet and a firm's
HRIS. This allows real-time collection and display of information. Thus employee
s can complete forms online that enroll them in benefits programs, allow them to
bid on job openings, let them submit suggestions, and facilitate filing of vari
ous claims. In addition, intranet displays can be tailored to the needs of speci
fic users. The user may check on the current status of his or her fringe benefit
s, vacation time, training program enrollment, or pension fund. Intranets obviou
sly require extensive security measures to prevent inappropriate changing or acc
essing of data. The issues seem to have been addressed, however, and HRIS produc
ts are increasingly emphasizing their functionality in intranet environments.
Another variant is the extranet. Again, relying on World Wide Web technology, su
ch systems allow organizations to interact with clients in a secure environment
that mimics the Internet. Thus a health insurance company might establish an ext
ranet that links to the intranets of its major clients. Employees in client orga
nizations can then connect to the insurance vendor's extranet from within the em
ployer's intranet environment in order to check on the status of their policies,
obtain coverage information, file claims, and follow-up on outstanding claims.
All indications are that HRISs will continue to play an increasingly important r
ole in the HRM field. An important driving factor is that HRISs facilitate proce
ss reengineering in the HRM area, thus promoting greater efficiency. Functions t
hat once were carried out manually and in many steps can often be largely automa
ted. And the business firm's continuing demand for information to facilitate pla
nning and strategy formulation will necessitate further reliance on HRISs. Final
ly, the linking of HRISs to organizational intranets is apt to gain in popularit
y as a relatively inexpensive and appealing means of gathering and distributing
human resource information.
[John J. Lawler]
FURTHER READING:
Ceriello, Vincent, with C. Freeman. Human Resource Management Systems: Strategie
s, Tactics, and Techniques. Lexington, MA: Lexington Books, 1991.
Frantzreb, R. B. The Personnel Software Census. Roseville, CA: Advanced Personne
l Systems, 1993.
Greengard, Samuel. "Extranets: Linking Employees with Your Vendors." Workforce 7
6, no. 11 (November 1997): 28-34.
Holtz, Shel. "Strategizing a Human Resources Presence on the Intranet." Compensa
tion and Benefits Management 13, no. 4 (autumn 1997): 31-37.
Lawler, John J. "Computer-Mediated Information Processing and Decision Making in
Human Resource Management." In Research in Personnel and Human Resources Manage
ment, vol. 10, edited by G. R. Ferris and K. M. Rowland. Greenwich, CT: JAI Pres
s, 1992, 301-45.
Walker, Alfred. Handbook of Human Resource Information Systems: Reshaping the Hu
man Resource Function with Technology. New York: McGraw-Hill, 1993.