Human resource (Planning and Acquisition)

Madhvi mam
BBA-V
What is HIRS?
A HRIS allows a company to plan its HR costs more effectively, as well
as to manage them and control them without needing to allocate too
many resources toward them. In most situations, a HRIS will also lead to
increases in efficiency when it comes to making decisions in HR.
• The HRIS is a system that is used to collect and store data on an
organization’s employees. 
• In most cases, an HRIS encompasses the basic functionalities
needed for end-to-end Human Resources Management.  
• The HRIS can either run on the company’s own technical
infrastructure, or, more common nowadays, be cloud-based.
This system is also called Human Capital Management system.

Benefit of HIRS
 Record keeping
An HRIS is a record-keeping system that keeps track of changes to
anything related to employees. The HRIS can be seen as the single
source of truth when it comes to personnel data.
 Compliance.
This includes material for the identification of employees in case
of theft, fraud, or other misbehaviors, first contact information in
case of accidents, citizens identification information for the tax
office, and expiration dates for mandatory certification. All this
information can be stored in the HRIS.
  Efficiency
Having all this information stored in one place not only benefits
accuracy but also saves time. Some companies still keep a lot of
data about employees as physical paperwork. Finding the right
folder, and locating the right sheet, can take up a lot of staff time.
 HR strategy.
The HRIS permits the tracking of data required to advance the HR
and business strategy. Depending on the priorities of the
organization, different data will be essential to track.

Functions of HIRS
 Applicant tracking system
It tracks candidate information and resumes, enables recruiters to match job
openings to suitable candidates from the company’s application pool, and
helps in guiding the hiring process.
 Payroll
Payroll automates the pay process of employees. Contractual data and
information on new hires is often entered into this system – sometimes
combined with time & attendance data – and at the end of the month,
payments orders are created.

 Time and attendance

This module gathers time and attendance data from employees. These are
especially relevant for shift workers where employee clock in and out. Back
in the day, employees often wrote down their working hours on a piece of
 paper. Then, the manager would manually enter the data into a time tracking
system. Based on this data, payment orders were generated and paid to all
employees. Nowadays, workers often check into work by fingerprint or a
card that is synced with an HRIS. This gives an exact time for arrival and
departure. Any issues with lateness are easily detected.

 Training
This module allows HR to track qualification, certification, and skills of the
employees, as well as an outline of available courses for company
employees. An LMS usually includes available e-learning and other courses
to be followed by employees.

 Performance management
Performance management is a key part of managing people. Performance
ratings are generated once or multiple times a year by the direct manager or
peers of the employee.

 Succession planning
Creating a talent pipeline and having replacements available for key roles in
the organization is another key component of an HRIS.

 Reporting and analytics

Modern systems enable the creation of automated HR reports on various
topics like employee turnover, absence, performance, and more. Analytics
involves the analysis of these insights for better-informed decision making.
Types of HIRS
Operational
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.
  Employee Information Systems
The human resource department must maintain information on each of the
organization’s employees for a variety of decision and reporting purposes. One
part of this employee information system is a set of human resource profile
records. An employee profile usually contains personal and organization-related
information, such as name, address, sex, minority status, marital status, citizenship,
years of service or seniority data, education and training, previous experience,
employment history within the organization, salary rate, salary or wage grade, and
retirement and health plan choices.

 Position control system

A job is usually defined as a group of identical positions. A position, on the

other hand, consists of tasks performed by one worker. The purpose of a
position control system is to identify each position in the organization, the job
title within which the position is classified, and the employee currently assigned
to the position. Reference to the position control system allows a human
resource manager to identify the details about unfilled positions

 Applicant selection and placement information system

After jobs and the employee requirements for those jobs have been identified
and after a suitable pool of job candidates has been recruited, the candidates
must be screened, evaluated, selected, and placed in the positions that are open.
The primary purpose of the applicant selection and placement information
system is to assist human resource staff in these tasks

 Performance management information system

Performance Management Information Systems include performance appraisal data

and productivity information data.

Tactical

Tactical human resource 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.
  Job analysis and design information system

include information from sources external to the firm, such as labor unions,
competitors, and government from sources external to the firm, such as labor
unions, competitors, and government agencies. The outputs of the job analysis
information system are job descriptions and job specifications. These outputs
provide managers with the basis for many tactical human resource decisions.

 Recruiting information system

To direct the recruiting function, the organization needs to develop a recruiting

plan. The plan specifies the positions to be filled and the skills required of the
employees for these positions. different types of information needed to construct
the plan, including a list of unfilled positions; the duties and requirements of these
positions; lists of planned employee retirements, transfers, or terminations;
information about the skills and preferences of current employees; and summaries
of employee appraisals.

 Compensation and benefit information system

Compensation and benefit plans can play an important part in improving an

organization’s productivity. Tying employee productivity to pay or encouraging
increased productivity with incentive pay plans can often improve an
organization’s productivity substantially.

 Employee training and development information system

The training offered by the employee training and development systems must meet
the needs of jobs available in the organization as identified through the position
control system and the job analysis and design system. The training should also be
directed at those persons interested and capable of benefiting from it, as identified
by the skills inventory and human resource files.

Strategic

 Information system supporting workforce planning

Organization involved in long-term strategic planning, such as those planning to

expand into new market areas will need information about the quantity and quality
of the available workforce to achieve their goals. Information systems that support
workforce planning serve this purpose.

 Information system supporting labor negotiation

Negotiating with craft, maintenance, office, and factory unions requires

information gathered from many of the human resource information systems.

 Specialized human resource information system software