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Introducing HR & IS Concept of HRIS Need of HRIS Case Study of Visited Company Utility and Applications Implementation of HRIS

Benefits Limitations Conclusion

HRM An Introduction
Human Resources is an organizational function that

deals with issues such as recruitment and selection, training, appraisal, compensation and performance management of the employee. Human beings are also considered to be resources because it is the ability of humans that helps to change the gifts of nature into valuable resources. While taking into account human beings as resources, the following things have to be kept in mind: The size of the population The quality "The people that staff and operate an organization"; as contrasted with the financial and material resources of an organization.

HRM AST&D View Employee assistance Compensation/ Benefits Personnel Research & IS Selection And staffing HRP Organization/ Job design OD T & D Employee assistance HR areas output: Quality of work life Productivity readiness for change


AST&D View Employee assistance Compensation/ Benefits Personnel Research & IS Selection And staffing HRP Organization/ Job design OD T & D Employee assistance HR areas output: Quality of work life Productivity readiness for change



A system, whether automated or manual,

that comprises people, machines, and/or methods organized to collect, process, transmit, and disseminate data that represent user information.

Human Resource Information System (HRIS) is

a systematic way of storing data and information for each individual employee to aid planning, decision making, and submitting of returns and reports to the external agencies. It merges HRM as a discipline and in particular its basic HR activities and processes with the information technology field. It can be used to maintain details such as employee profiles, absence reports, salary admin. and various kinds of reports.

1950s - virtually non-existent 1960s - only a select few (large companies eg. GM, IBM Ford-custom designed & expensive) 1970s - greater need (equal opportunities, laws, OSHA) 1980s - HRIS a reality in many orgs (4 GLs, LANs stand alone systems) 1990s - Numerous vendors, specialties

Employee information Wage and salary data Review dates Benefits Education and training Attendance Performance data/appraisal results

Employee profiles/lists Summary reports on employee groups Historical trends in workrelated info Person-position comparisons


Recruit/ Records Employ EEO/AAP Workers Comp Payroll Health & People Safety Jobs Positions Benefits HR Planning Emp. T&D Relations Comp. Pension Admin

Better safety Increased Productivity Better service More efficient Competitive Advantage administration Fewer Errors More opportunities Greater Accuracy Reduced labor requirements Higher Quality Products Reduced costs Improved Health Care Superior managerial Improved Communication decision making Increased Efficiency Superior control

HRIS Why it is needed?

Storing information and data for each

individual employee. Providing a basis for planning, decision making, controlling and other human resource functions. Meeting daily transactional requirement such as marking absent and present and granting leave. Supplying data and submitting returns to government and other statutory agencies.


Why it is needed?

Building organizational capabilities Job design and organizational structure Increasing size of workforce Technological advances Computerized information system Changes in legal environment


Track Personal Records Recruitment & Selection Employment Equity Salary Administration Trng. & Dev. Compensation Employee Relations Benefits HR Planning Pension Administration Medical Records Health & Safety Job People Positions

Many firms have gone beyond these traditional personnel management functions and have developed human resource information systems (HRIS) that also support
1. 2. 3. 4. 5. 6.

Recruitment, selection, and hiring Job placement Performance appraisal Employee benefits analysis Training and development Health, safety and security

Staffing the Organization

The staffing function must be supported by

information systems that record and track human resources within a company to maximize their use for:
Human Resource Planning
One of the first aspects of any HRIS is determining personnel and human needs. The overall purpose of this HRIS is to put the right number and kinds of employees in the right jobs when they are needed. Effective human resource planning requires defining the future number of employees needed and anticipating the future supply of people for this jobs.

It involves forecasting personnel requirements to assure a business an adequate supply of highquality human resources. This application provides forecasts of personnel requirements in each major job category for various company departments or for new projects and other ventures being planned by management. Such long-range planning may use a computerbased stimulation model to evaluate alternative plans for recruitment, reassignment, or retraining programs.

Personnel selection and recruiting

If the human resource plan reveals that additional personnel are required, the next logical step is recruiting and selection of personnel. Companies seeking new employees often use computers to schedule recruiting efforts and trips and to test potential employees skills. Some software companies, for example, use computerized testing to determine a persons programming skills and abilities. A HRIS can be used to help rank and select potential employees. For every applicant, the results of interviews, tests, and company visits can be analyzed by the system and printed.

This report, called a job applicant review profile, can assist corporate recruiting teams in final selection. Some software programs can even analyze this data to help identify job applicants most likely to stay with the company and perform according to corporate standards. Many companies now use the Internet to screen for job applicants. Applicants use a template to load their resume onto the Internet. HR managers can access these and identify the applicants they are interested in interviewing.

Scheduling and job placement

Scheduling people and jobs can be relatively straightforward or extremely complex. In most cases, various schedules and job placement reports are generated. Employee schedules are developed for each employee, showing their job assignments over the next week or month. Job placements are often determined based on skills inventory reports, which show which employee might be best suited to a particular job. The employee skills inventory system uses the employee skills data from a personnel database to locate employees within a company who have the skills required for specific assignments and projects.

Training and Development

Information systems help human resource managers

plan and monitor employee recruitment, training, and development programs by analyzing the success history of present programs. They also analyze the career development status of each employee to determine whether development methods such as training programs and periodic performance appraisals should be recommended. Computer based multimedia training programs and appraisals of employee job performance are available to help support this area of human resource management.

Compensation Analysis
Information systems can help analyze the range

and distribution of employee compensation (wages, salaries, incentive payments, and fringe benefits) within a company and make comparisons with compensation paid by similar firms or various economic indicators. This information is useful for planning changes in compensation, especially if negotiations with labor unions are involved. It helps keep the compensation of a company competitive and equitable, while controlling compensation costs.

Governmental Reporting
Nowadays, reporting to government agencies is

a major responsibility of human resource management.

So organizations use computer based

information systems to keep track of the statistics and produce reports required by a variety of government laws and regulations.

For example, in the United States, statistics on

employee recruitment and hiring must be collected for possible use in Equal Employment Opportunity Commission (EEOC) hearings; statistics for employee health, workplace hazards, accidents, and safety procedures must be reported to the Occupational Safety and Health Administration (OSHA); and statistics on the use of hazardous materials must be reported to the Environmental Protection Agency (EPA). Software packages to collect and report such statistics are available from a vareity of software vendors.

Personnel administration - It will encompass

information about each employee, such as name address, personal details etc. Salary administration - Salary review procedure are important function of HRM, a good HRIS system must be able to perform what if analysis and present the reports Of changes. Leave and absence recording Essentially be able to provide comprehensive method of controlling leave/absences. Skill inventory - It is also used to store record of acquired skills and monitor the skill database both employee and organisational level.

Performance appraisal The system should record individual

employee performance, appraisal data, such as due date of appraisal, scores etc. Human resource planning HRIS should record details of the organisational requirements in terms of positions Recruitment Record details of recruitment activities such as cost and method of recruitment and time to fill the position etc. Career planning - System must be able to provide with succession plans reports to identify which employee have been earmarked for which position. Collective bargaining A computer terminal can be positioned in the conference room linked to database. This will expedite negotiations by readily providing up to date data based on facts and figures and not feelings and fictions.

SunGard is a global leader in Software and processing solutions for financial services Higher education and the public sector. Business continuity services. Established 1978. Annual revenue exceeding $4 billion (2006-07). More than 25,000 customers in more than 50

countries, including the world's 50 largest financial services companies . Employs strength 16,000 in more than 400 offices in 30 countries. Headquarter - Wayne, Pennsylvania. India offices Bangalore, Pune. Pune Office Meridian Plaza, Senapati Bapat Road.

HRIS Q&A with SunGard

Which system do you use in your organisation for HRM? Oracle/PeopleSoft Employee Suit HRMS Package.

HRIS Q&A with SunGard

What benefits do you get from the information system? HRIS system is able to provide us various benefits like speedy retrieval and processing of data, its easy classification. It helps in better analysis and more effective decisions making . Provides us with accurate information, quality reports and overall better work culture. Eliminates personal biasness, brings transparency.

HRIS Q&A with SunGard

What are the problems faced by HR people while using the system? Although the system is efficient, but sometimes we face the problems like system slowdown or higher downtimes and if there is some particular limitation in module than work suffers, some HR people are not comfortable in using system efficiently so time is to be given in training for the system.

HRIS Q&A with SunGard

How does implementation of such system in organization, affect its

culture and employees?

With the introduction of HRIS system the work culture in the organization gets changed and we as HR managers are able to serve to other employees in efficient manner which is again raising the satisfaction level among ourselves. But some time some senior employees are resistant to the change also. The transfer and application system seem to have provided the management with an excuse for leaving difficult problems to their successor.

HRIS Q&A with SunGard


What are the limitation in the existing HRIS in your Although the system is highly supportive, but there is also a requirement of Query Based Ticketing System (QBTS) with SLA. On query resolution queries raised on window will go to the concerned HR officer, at the same the HR officer will get a work list pertaining to the query, raised by an employee in his department.

HRIS Q&A with SunGard

of view?

How much secure is the system actually from HR point System is absolutely secure. We have three level security system in our application. Authorization, Authentication and Auditing.

More than 25, world-wide. Automatic Data Processing Inc. SAP AG Restrac Web Hire Oracle/PeopleSoft Human Resource Microsystems Business Computer Systems Lawson Software


Complete Business Solutions (CBS) Build Your Own Integrated System

Approach (BYOSIS) Multiple Systems and Data Hub Approach (MS&DH)

Oracle/PeopleSoft HRMS (ver. 12) Automates the entire recruit-to-retire process. A single integrated application includes the following HR activities:
Recruitment Performance management Learning Compensation and benefits Payroll Workforce scheduling Time management and real time analytics.



Example: Payroll System Based on a global HRMS engine with country-specific localization extensions Integrated with Human Resources (core), Advanced Benefits, Self-Service HR, Incentive Compensation, and Oracle Financials.

Defines comprehensive eligibility rules that link user

defined criteria. Defines standard rules for automatically assigning and changing employee compensation and benefits. Minimizes workforce inquiries by providing near real time remuneration data and history. Utilizes simple, configurable formulae. Controls each employees unique processing rules and calculations using FastFormula. Uses conditional logic for more complex cases. Streamlines administrative processes. Reduces set-up costs and processing time & errors. Manages global compensation with one application. Organization-wide control of workforce payroll and compensation data.

Oracle Payroll: Scope & Utilities

Implements Oracle Payroll's core payroll engine,

by adding local extensions to attain the legislative functionality and country reporting requirements. Configures and manages personalized compensation policies and programs with one global payroll engine. Monitors payroll processes end-to-end. Reconciles errors while maintaining current calculations. Simultaneous processing of multiple groups of employees. Reduces administrative costs with online paperless payslips. Standard and personalized reports are utilized to view and analyze your payroll data. Configurable security for unique access. Maintains audit logs of changes.


- Benefits

Employee SatisfactionUp to 50% Worker Productivity40-60% Learning EffectivenessUp to 40% Service Levels20-30% Employee Turnover20-70% Time to Ramp New Hires50% Sources: Giga 2003, Cedar 2002

Saving time [efficiency] Easy data maintenance Administrative processes automated Employee selfservice Adequate information base that leads to timely and just decision making Responding faster to employee inquiries to enhance efficiency and productivity Saving costs Less time spent on tasks = less money Minimum paperwork Timely and accurate decision making includes less cost Work re-allocation Helping the employees perform better through effective career planning and performance management Integrating the human resource function with other business functions in the enterprise, to serve personnel better

HRIS - Benefits
Higher Speed of retrieval and processing of data. Reduction in duplication of efforts leading to reduced

cost. Ease in classifying and reclassifying data. Better analysis leading to more effective decision making. Higher accuracy of information/report generated. Fast response to answer queries. Improved quality of reports. Better work culture. Establishing of streamlined and systematic procedure. More transparency in the system. Employee Self Management.

HRIS - Disadvantages
It can be expensive in terms of finance and

manpower. It can be threatening and inconvenient. Thorough understanding of what constitutes quality information for the user. Computer cannot substitute human beings.

We are becoming the servants in thought, as in

action, of the machines. Evidently, we actually have created them to serve us.

HRIS the latest and greatest core HRIS functions is intranet HR self-service online appraisals, career management, training registrations and publishing people related company information. HRIS can also integrate with desktop applications including e-mail, word document merges and schedules via triggered actions within the HRIS latest and greatest HRIS include time-clock systems, OLAP(online analytical processing databases), real time systems, web GUIs and scanned data.

Unclear goals/objectives Management- unrealistic System solves the wrong expectations problem Lack of overall plan for Improper vendor/product record mgt. selection Lack of flexibility and Low user involvement adaptability Planning overlooks impact on Misinterpret HR clerical procedures specifications Lack of HR/functional expertise Poor communication in designing between HR/IS Underestimate conversion effort Inadequate testing

HRIS is lack of buy-in from important parties Another common issue is that HR and payroll go forward and purchase software thats not compatible with the mainstream organisation or is not compatible with a broader IT strategy Reduction in HRs involvement in the everyday processing of paper flow.

Effects on Applications and Users These human resources systems will be built and maintained by the central human resource specialist group, but they will be administered locally by human resources representatives at the local level. This system of the future will have several audiences that will access it directly; senior management for the reports and statistics it needs to run the business; an outside constituency of those who need data, such as insurance carriers and actuaries; and the line unit itself, comprised of the employee, the manager, and the personnel representative.

An integral part of the system will be a series of

policy interpretations and knowledge-based systems which will permit employees and management to obtain answers to particular work problems and situations arising from the work setting. Such items as conflict resolution, questions of pay for time not worked, access to company material, use of company equipment, assessment, training programs, career guidance, and more will be available on-line for those who need it, tailored to the work unit or location of the requester.

The underlying technologies will be highly user oriented, with voice activation and language adaption built into the product and database management systems which will be much easier to implement and change by the human resources team The value-added part of the work, as today, will be in understanding of the work that has to be performed and in improving its fit to available technology. Advances in both hardware and software will continue to outpace the users ability to digest and deploy them.

Advances in relational systems, knowledgebased systems, and systems development software will permit databases to contain and support as many different compensation, benefit, and career development plans and programs as there are employees The company of the future will rely more on technology than it does today to reach its markets, deliver its products, and satisfy its customers. And, it is clear, human resources work will rely heavily on technology, because most of the management information and administrative process remain to be automated.

Fundamentals of HRM S. P. Robbins Human Resource Management - Biswajeet

Patnayak Management Information Systems: New Approaches to Organisation and Technology Upper Saddle River Integrated HR Systems Linda Stroh PeopleSoft 8.8 Application Fundamentals for HRMS PeopleBook Web References: ces/intro.html