ALPHA UNIVERSITY

(Berbera Campus)
Human Resource Information Systems
Course (HRIS)

Senior Lecturer :
Mohamed Mohamoud Duale (Akram)
 BRIEF PROFILE OF LECTURER

 Certified in TOT International Board of Certified

Trainers (IBCT German Board).
 Over 6 years of lecturing in Management and
Leadership, Research Methodology.
 Working with International NGOs (NRC) as
Trainee of Yemen Refugee. Also with
 National NOGs as Human Resource Manager
(HudHud Charity Organization).
Mohamed M. Duale (Akram)  At Present Time Cargo Manager at Berbera
(MPPM, PGDPM BSW, BJMC)
International Airport (BIAC).
 CHAPTER ONE
Introduction of Human Resource Management
Overview of Human Resource Information System
By the end of this Chapter, the students will be able to:
 The Management Process
 The levels of the management
 What Is Human Resource Management (HRM)?
 Human Resource Management at Work
 Human Resource Management Process
 What is the importance of Human resource?
 Characteristics of HRM
 Objectives of HRM
 Scope of HRM
 Functions of human resource management
 10 Personnel Aspects of a Manager’s Job
 HRM Components
 Recruitment
 Training & Development
 Performance Appraisal
 Qualities of an HR Manager
The Management Process

Planning

Controlling Organizing

Leading Staffing
The levels of the management
ACTIVITY ONE

What Is Human Resource

Management (HRM)?
 What Is Human Resource Management (HRM)?

The process of acquiring, training, appraising, and

compensating employees, and of attending to their labor
relations, health and safety, and fairness concerns.
Organization
People with formally assigned roles who work together to
achieve the organization’s goals.
Manager
The person responsible for accomplishing the organization’s
goals, and who does so by managing the efforts of the
organization’s people.
 Cont.…

 The policies and practices involved in carrying out the “people” or

human resource aspects of a management position, including
recruiting, screening, training, rewarding, and appraising

 The process of planning, organizing, directing (motivating), and

controlling the procurement, development, compensation,
integration, maintenance, and separation of organizational human
resources to the end that organizational, individual, and societal
needs are satisfied.
 Human Resource Management

Human Resource Management includes all activities used to attract

& retain employees and to ensure they perform at a high level in
meeting organizational goals.
These activities are made up of
1. Recruitment & selection.
2. Training and development.
3. Performance appraisal and feedback.
4. Pay and benefits.
5. Labor relations.
 Human Resource Management at Work

Acquisition

Fairness Training

Human
Resource
Management
Health and Safety (HRM) Appraisal

Labor Relations Compensating

Human Resource Management Process
 What is the importance of Human resource?

Behind production of every product or service there is an human mind, effort

and man hours (working hours). No product or service can be produced
without help of human being. Human being is fundamental resource for
making or construction of anything. Every organization desire is to have
skilled and competent people to make their organization competent and best.
Among the five Ms of Management, i.e., men, money, machines, materials,
and methods, HRM deals about the first M, which is men. It is believed that in
the five Ms, "men" is not so easy to manage. "every man is different from
other" and they are totally different from the other Ms in the sense that men
possess the power to manipulate the other Ms. Whereas, the other Ms are
either lifeless or abstract and as such, do not have the power to think and
decide what is good for them
 Characteristics of HRM

 People oriented  Science as well as art

 Action- oriented  Staff function
 Individual- oriented  Young discipline
 Development –  Nervous system
oriented
 Pervasive Function
 Continuous Function
 Future- oriented
 Challenging function
 Objectives of HRM

 To act as a liaison between the top management and the

employees.
 To arrange and maintain adequate manpower inventory
 To devise employee benefit schemes
 To ensure and enhance the quality of work life
 To offer training
 To help keep up ethical values and behaviour amongst employees
both within and outside the organization.
 To maintain high morale and good human relations within the
organization.
Class Work
Briefly explain the history of human
resource management?
 Scope of HRM

1. Personnel or Labour Aspect

Planning, recruiting, selection, placement, transfer, promotion,
training and development, Lay-offs (dismissal), retrenchment,
remuneration, incentives and productivity
2. Welfare Aspect
Housing, transport, medical assistance, canteen, rest rooms,
health and safety, education, etc.
3. Industrial Relation Aspect
Union-management relations, collective bargaining, grievance
and disciplinary actions, settlement of disputes.
Functions of human resource management
Operative functions of HRM
 10 Personnel Aspects of a Manager’s Job

1) Conducting job analyses

2) Planning labor needs and recruiting job candidates
3) Selecting job candidates
4) Orienting and training new employees
5) Managing wages and salaries
6) Providing incentives and benefits
7) Appraising performance
8) Communicating
9) Training and developing managers
10) Building employee commitment
 HRM Components

Component should be consistent with the others, organization

structure, and strategy.
 Recruitment: develop a pool of qualified applicants.
Selection: determine relative qualifications & potential for a job.
 Training & Development: ongoing process to develop worker’s
abilities and skills.
 Performance appraisal & feedback: provides information about
how to train, motivate, and reward workers.
Managers can evaluate and then give feedback to enhance worker
performance.
 Cont.…

Pay and Benefits: high performing employees should be rewarded

with raises, bonuses.
Increased pay provides additional incentive.
Benefits, such as health insurance, reward membership in firm.
Labor relations: managers need an effective relationship with labor
unions that represent workers.
Unions help establish pay, and working conditions.
If management moves to a decentralized structure, HRM should be
adjusted as well.
 Recruitment
 External recruiting: managers look outside the firm for people who have
not worked at the firm before.
Managers advertise in newspapers, hold open houses, recruit at universities,
and on the Internet.
External recruitment is difficult since many new jobs have specific skill needs.
A multi-prong approach to external recruiting works best.
 Internal Recruiting: positions filled within the firm.
Internal recruiting has several benefits:
Workers know the firm’s culture, may not have new ideas.
Managers likely already know the candidates.
Internal advancement can motivate employees.
1) What is the HRM Components?
2) discuss the Recruitment process in Somaliland,
is fair or clan based? how we can overcome
this obstacle?
 Selection Tools

Background
Information

Interviews References

Selection

Performance tests Paper tests

Physical
Ability tests
 Reliability & Validity
Selection tools must be reliable and valid.
 Reliability: the degree to which the tool measures the same thing each
time it is used.
Scores should be close for the same person taking the same test over
time.
 Validity: Does the test measure what it is supposed to measure?
Example: does a physical ability test really predict the job performance of
a firefighter?
Managers have an ethical and legal duty to develop good selection tools.
What is the difference between work efficiency and work effectiveness?
Efficiency is defined as the ability to accomplish something with the least
amount of wasted time, money, and effort or competency in performance.

Effectiveness is defined as the degree to which something is successful in

producing a desired result; success
 Training & Development

Training: teach organizational members how to perform current jobs.

Help worker’s acquire skills to perform effectively.
Development: build worker’s skills to enable them to take on new duties.
Training used more often at lower levels of firm, development is common
with managers.
A Needs Assessment should be taken first to determine who needs which
program and what topics should be stressed.
 Types of Development
 Varied Work Experiences: Top managers must build expertise in
many areas.
Workers identified as possible top managers given many different tasks.
 Formal Education: tuition reimbursement is common for managers
taking classes for MBA or similar.
Long-distance learning can also be used to reduce travel.
Whatever training and development efforts used, results must be
transferred to the workplace.
 Job Analysis
Job Analysis-the act of examining positions within an organization
Job Description-narrative explaining the scope of a position
Job Characteristics-tasks involved in a position
Job Requirements-personal characteristics necessary to fill a position
 Performance Appraisal
 Process of evaluating employee performance
 job related strengths
 development needs
 progress toward goals
 determine ways to improve performance
 Pay an promotion decisions
 More systematic is better, for the most part
 Performance Appraisal (cont)
 Self Appraisal
 Peer Appraisal
 360 Degree appraisal
 Central Tendency Error-everyone ranked as average
 Leniency-individuals are ranked higher than they deserve
Who Appraises Performance?

Supervisors

Peers Customers &

Sources of Clients
performance
appraisals

Self Subordinates
Qualities of an HR Manager
Knowledge
Intelligence
Communication skills
Objectivity and fairness
Leadership and motivational qualities
 Emotional maturity and
 Empathy
Human Resource Managers’ Duties

Functions of
HR Managers

Line Function Coordinative Staff Functions

Line Authority Function Staff Authority
Implied Authority Functional Authority Innovator/Advocacy
 CHAPTER ONE
Part Two
Overview of Human Resource Information System
 📬DHAMBAALADA AKRAM📨
Today's wisdom
🔈Guushu waa talaabooyin xidhiidh ah oo hadafkaaga hore ugu
socotid, ha is dhiibin hana istaagin waligaa, noloshu ma istaagto
haddii aanad adigu istaajin.
"Little by little, a little becomes A LOT.
📝Hon-Mohamed Akram
By the end of this Chapter, the students will be able to:
 Definitions of HRIS
 Components of HRIS
 OBJECTIVES OF HRIS
 ATTRIBUTES OF HRIS
 IMPORTANCE OF HRIS
 BENEFITS OF HRIS
 Uses of HRIS
 LIMITATIONS OF HRIS
 Functions of HRIS
 BARRIERS TO THE SUCCESS OF HRIS
 HRIS SUPPORTS
 HRIS MODEL
 Definitions of HRIS
 Human resource information system (HRIS) can be defined as a
software or online solution that is used for data entry, data
tracking, and the data management of all human resources
operations of an organization.

 The information system of the organization should provide the

required information at the correct time at various levels of the
organization. So it is essential that the information systems that
are designed fulfill all these criteria

HRIS can be briefly defined as integrated systems used to gather,

store and analyze information regarding an organization’s human
resources.
Hedrickson
 Cont.…

There are Other commonly used names (interchangeably)

in HRIS system:
HRIS: stands for Human Resources Information System.
HRMS: Human Resources Management system.
HCMS: Human Capital Management systems,

 It is a systematic way of storing data & information for each

individual employee to aid planning, decision making &
submitting of returns and reports to the external agencies.
 A method by which an organization collects, analyses & reports
the information about people and job.
 HRIS CONTAINS INFORMATION ABOUT:

 Jobs
 Positions
 People
Components of HRIS

These are the various components of HRIS explained below:

 Database
 Time and Labour Management
 Payroll Function
 Benefits Management
 Employee Interface
 Recruitment and Retention
 Cont.…

An HRIS includes under its UMBRELLA A WIDE RANGE OF

SYSTEMS. For example, it includes all aspects of managing the
employee database and directory, applicant tracking, benefits
administration, payroll processes, work scheduling, time and
attendance, leaves tracking, electronic signatures, compliance
protocols, customizable insight reports, employee self-service,
performance management, and HR processes taken care of on
mobile apps.

It is thus an accessible, actionable database that enables the smooth

operation of all HR systems hosted either on the organization’s
server, the cloud, or on that of an outsourced vendor.
 OBJECTIVES OF HRIS

 To offer sufficient, comprehensive & ongoing information about

people & jobs.
 To supply up to date information at a reasonable cost.
 To offer data security & personal privacy.
ATTRIBUTES OF HRIS
 A part of the organization's larger management information system
 An integration of HRM and Information Systems
 Helps HR managers to perform the functions in an effective and
systematic way
 The system used to acquire, store, manipulate, analyze, retrieve,
and distribute pertinent information regarding human resources
 To make decisions H.R. and line managers require accurate human
resource information
 IMPORTANCE OF HRIS

1) Large amount of data and information to be processed.

2) Project based work environment.
3) Employee empowerment.
4) Increase of knowledge workers & associated information.
5) Learning organization

BENEFITS OF HRIS

1) Higher speed of retrieval and processing of data

2) Reduction in duplication of efforts leading to reduced cost
3) Ease in classifying and reclassifying data
4) Better analysis leading to more effective decision making
5) Higher accuracy of information/report generated
1-Explain Deeply The HRIS?

2-what Is The Benefit Of The HRIS In The Work Place?

 Cont.…

6)Fast response to answer queries

7)Improved quality of reports
8)Better work culture
9)Establishing of streamlined and systematic procedures
10)More transparency in the system
Uses of HRIS
Human Resource Information System gathers, classifies, processes,
records and disseminates information that is required for efficient
and effective management of human resources in the organization.
The following are the uses of HRIS:
 Strategic Human Resource Management
 Recruitment and Personnel Administration
 Rewards Management
 Cont.…

 Performance Appraisal
 Employee and Labour Relations
 Risk Management
 Workforce Planning
 Human Resource Development

LIMITATIONS OF HRIS

 It may be expensive in terms of finance and manpower

 It may be inconvenient for computer illiterates or people with
mere knowledge of computer
 Computers can not substitute human
 Functions of HRIS
The Following are the functions of HRIS:
1. Create and Maintain Employee Record
2. Ensure Legal Compliance
3. Human Resource Planning and Forecasting
4. Knowledge Management
5. Strategic Alignment
6. Enhanced Decision Making etc
BARRIERS TO THE SUCCESS OF HRIS

 Lack of management commitment

 Satisfaction with the status quo
 No or poorly done needs analysis
 Failure to include key people
 Cont.…

 Failure to keep project team intact

 Politics / hidden agendas
 Failure to involve / consult significant groups
 Lack of communication
 Bad timing (time of year and duration

 HRIS SUPPORTS IN:

 The strategic, tactical & operational use of the human resource of an

organization
 Collect, store and process employee information
 Provide reliable information for decision- making
 Allow organization to assess effectiveness of HR policies,
programmed and decisions
 HRIS MODEL
 Management Information System
 Training and development
 Job facilities administration
 Succession planning
 Performance planning and review
 Job descriptions, person profiles
 Work design
 Resources
 Occupational safety and health
 System Information
Class
Discussion
How HRIS can take part of HR function to be
smooth in Somaliland work force industry?

Time Duration:5 Minute

 HRIS MODEL Cont.…

 Recruitment
 Selection and placement
 Termination
 People
 Jobs
 Holidays and leave administration
 Positions
 Career development
 HRIS MODEL Cont.…

 Remuneration management
 Payroll administration
 Human
 Organization structure
 Employment terms and conditions

Note:
The following are components of HRIS: Database, Time and
Labour Management, Payroll Function, Benefits Management,
Employee Interface, Recruitment, and Retention, etc.
HOME WORK

Search a companies that use in their daily HR function

the HRIS software. With mention their names and
location.
Visit them and take photo in the HR office?
Write breefly the history of HRIS?
CHAPTER ONE
END
Thanks