HRIS is a systematic procedure for collecting, maintaining, retrieving and validating data needed by an organization for efficient and effective management of human resources.

HRIS in Nutshell
‡ HRP is concerned with bringing balance in supply and demand of manpower to achieve present objectives. ‡ The basis of all HRP is information. HR managers need hard data to improve quality of HRP. ‡ HRIS provides a method by which organization collects, maintains, analyses and reports information on people and jobs. 

Points to be considered to make information's useful and effective 
Adequacy of information Specificity of information Over-estimating information Identifying need levels Mechanism for addition/deletion Management support Quality of information matters

HRI at Macro Level Forecasting manpower at the macro level
Database for Demand Forecasting Database for Supply Forecasting 


Population statistics Economic parameters Existing technologies Emerging technologies 

Age at entry & age at exit  Annual enrolment and outturn  Attrition rates  Retirement

HRI at Micro Level
DATA MODULE PERSONAL DATA MODULE WHAT IT SHOULD CONTAIN ‡Identification particulars ‡Educational qualifications ‡Technical qualifications ‡Special privileged category ‡Date of recruitment ‡Grading in different tests ‡Overall grading ‡Job preferences and choice if any ‡Placement history ‡Grade promotion ‡Tasks performed grade wise ‡Significant contributions etc ‡Performance appraisal at each job held ‡Job experience evaluated in the light of job description ‡Communication rating of interpersonal relationship




HRM as a total system :‡ Interacts with other systems of the organization. ‡ It also provides services to them in terms of :a. Forecasting & planning human resources b. Maintaining an adequate workforce c. Controlling the man power policies & programs.

MANPOWER SYSTEM INFORMATION INPUT ‡Company objectives ‡Operating plans ‡Job related information ‡Personnel plans ‡Personnel policies ‡Other planning premises SUB SYSTEM & PROCESSES ‡Recruitment, selection & hiring ‡Placement, training &development ‡Pay & compensation ‡Health, safety & security ‡Maintenance

OUT PUTS ‡For operating managers Improve personnel performance ‡For organization personnel Personnel satisfaction ‡For organization goals Related to manpower ‡ For Personnel management ‡Reports, records etc related to manpower

Feed back on effectiveness of manpower system

Types of Information's
Recruitment information 

Advertisement module Applicants profile Appointment Placement data

Personnel administration information comprises of personal needs of an employee 

Leave Transfer Promotion Increment etc

Manpower Planning information 

HR mobilization Career planning  Succession Planning Inputs for skill development

Training Information  Designing course material Arranging need based training Appraising the training program Health Information Health Safety Welfare of employees

Appraisal Information or inputs for Promotions Career Planning Succession Planning. Payroll Information Wages and Salaries Incentives, allowances Fringe benefits Deductions for provident fund etc

Personnel Research Information 

Employee attitude Turnover Absenteeism.

Sources of Information 
HRIS develop a personnel inventory, means a list of personnel and their background providing information that can be used for human resource planning.  Information's on personnel inventory is obtained from job applications and questionnaires filled by employees from time to time.

Data for Personnel Inventory System
Descriptive Data Name Address Date of birth Marital Status etc. Skill Inventory Skills Abilities Job experience Interests

Organizational Status Date of hire Organization location Job title Job location Type of work done

Work History Past organizational positions Performance and status changes Performance Appraisal Appraisal information Promotion Potential

Wage and Salary
Wage and salary Benefits administration Labor Reporting Data Time keeping Absence Production and labor cost information Work location.

Methods of data Collection 
Observation Questionnaires and special forms Interview Records and reports Employees should not be asked to provide information about them that has already been recorded else where. 

Employees should be asked to provide only non redundant and new information's.  As much information as possible should be retrieved from personnel files or from the pay role benefits system.  Information's that changes frequently may be updated automatically on a regular basis by merging with a pay role program.  Information that changes less frequently can be generated by having each employee complete a standardized update form at periodic intervals, such as annually.

Procedure of Maintaining HRIS
Inception of idea Feasibility study Selecting a project team Defining the requirements Vendor analysis Package contract negotiation

Training Tailoring the system Collecting the data Starting up Running in parallel. Maintenance Evaluation

Human Resource Reporting
It is the capability which enables the user to manipulate any of the items stored on the data base as required ( by means of the software referred as report generator )

Report generator means :Facility for producing more common standard reports. Ad hoc enquiry facilities Providing a diary facility Diary facility can be called up to cover a certain period of time such as the fourth coming month, and will produce a list of actions required by the personnel department on the basis of information held in the data base.

Reports on the present situation and past trends forms an essential part of any system of control. Manpower report/HR reports forecast both quality and quantity of manpower for manpower control.

One source of reports
There should be only one major source of statistics and reports on man power like:- 

Reconciliation problems will be minimized More errors will comes to light in the one that is most used. In the future it will often prove impossible to reconcile the two sources.

Frequency of Reports Inventories (monthly/quarterly) Recruitment and turnover (monthly/quarterly/annually) Age and service distributions, promotion rates, cost and productivity indicators, analysis of basic wage/salary levels, plus historical perspectives (annually).

Report Material 

An inventory of number employed Statistics showing education and qualification. Age and service matrixes Labor turnover Recruitment 

Promotion rates Analysis by seniority levels Productivity indicators Occupation analysis Costs Voluntary and medical absenteeism

Types of reports
Operational reports-are basically used in day to day management Regulatory reports- required for equal employment opportunities. Analytical reports- used with in the company for research purposes.

Computerized HRIS
There are basically two information systems :- 

Manual Information System  Computerized Information System

Why Computerized HRIs
Deficiencies of the manual system :- 

Cost  Accuracy  Fragmentation  Duplication Deficiency of analysis

Benefits of Computerized Information System 

Cost effectiveness  Improved accuracy  Validation of error detection (like criterion checks and link checks  Effective human resource information (manual as well as computerized)

Effective Human Resource Information
Retrieving information is slow.  Personnel function is bypassed as a source of useful information.  Separate identity of personnel function is lost.  Can not meet ad hoc enquiries for information.

COMPUTERISED  Retrieving information is fast and simple.  It is considered as a reliable source of information.  Information on personnel empower and influence policy decisions.  Information can be readily manipulated, merged and disaggregated.

Benefits of a Computer Based HRIS A computer based personnel record system A generator of personnel information An aid to personnel administration

Potential Application of Computer in Personnel Function  Personnel record keeping Report generation Word processing and integrated letter writing Recruitment Wage and salary planning 

Absence and sickness Human resource planning Personnel costing and control Training and development Other application packages

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