HRIS for HR Analytics

Unit 2
HRIS for HR Analytics
1. Introduction to Human Resource Information System
2. Role of HRIS in analytics
3. HRIS development and Implementation
4. The development process- need analysis, systems
design, structure and culture
5. HRIS Applications- Making HRIS work.
2.1 Introduction to HRIS
2.1 Introduction to HRIS
• A human resources information system (HRIS) is a software solution that
helps organizations store and manage employee data. HRIS can help
businesses improve core HR functions and workforce management.
• HRIS can include features such as:
• Applicant tracking systems
• Payroll
• Benefits
• Time and attendance
• Training
• Performance management
• Employee self-service
• Leave management
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.
 • An HRIS enables the HR department to spend less time on clerical tasks, helps
Expedites tasks ensure the accuracy of employee data and can make it easier for employees to
manage their information.

• Having a centralized repository for employee data removes the need for storing
Reduces paper files, which can be easily damaged, as well as the need to search through
paperwork large paper-based employee files to find information.

Simplifies • Depending on the type of HRIS software, it may generate various reports,
provide ad-hoc reporting capabilities and offer HR analytics on important metrics
predictive such as headcount and turnover. Modern HRIS software also offers visualization
analysis and capabilities for employee data, such as automatically rendered organizational
charts or nine-box grids.
visualizations

Empowers • Employees can directly access and make changes to their personal information
without the need to contact HR.
employees
Example of a 9-box grid
 • When an HRIS offers employee or manager self-service, the process for making
employee master data or organizational changes becomes more efficient and uses less
Improves time than paper-based requests. Approval workflows enable changes to be approved
or rejected, with the necessary individuals automatically notified. An HRIS might also
productivity offer mobile capabilities that extend self-service and provide additional flexibility for
remote workers.

• HR tasks are highly regulated and there's little to no margin for error. Many HRIS
Maintains programs have monitoring capabilities and are designed with specific compliance
regulations in mind. This encourages organizations to stay compliant and avoid legal
compliance issues, penalties and financial losses.

• An HRIS also helps secure employee data and keep information private. When using
paper forms or spreadsheets, information can easily be accessed by people who may
Offers not have the authority to access it. An HRIS can secure information so that it can only
be accessed by authorized individuals. Data security and privacy are important factors
security and when handling sensitive personal information, especially in countries such as
Germany and France, where works councils have a strong role in protecting employee
privacy data. With the exception of a lock and key, protecting paper records can be extremely
difficult.
2.2 Role of HRIS in analytics
2.2 Role of HRIS in analytics
• HRIS is a database system that stores employee data.
• HR analytics is the collection, analysis, and interpretation of HR data
to help HR professionals make data-driven decisions.
• HR analytics can improve the accuracy and scope of HR data analysis,
and help HR professionals identify trends and areas for improvement.
2.3 HRIS Development and Implementation

2.4 The development process- need analysis,

systems design, structure and culture
 • In order to effectively implement an HRIS system, the HR department must work
Step 1: with other department leaders and management to gain a holistic understanding of
Determine company needs. HR should learn about the business strategy and long-term goals.
Company Needs Most HRIS systems offer a variety of modules to choose from, such as
recruiting, benefit administration, payroll, employee self-service (ESS), etc.

• Determine company’s budget for implementation along with the IT support required
Step 2: for the system. Will the organization host the HRIS through an on-premise option,
Assess the Project will it choose a software as a service (SaaS), or something else? Consider any time
Scope constraints that might prevent project team from completing the implementation in a
timely manner.

• Committee should be made up of employees who have a good understanding of

Step 3:
needs beyond the HR department. These employees typically come from
Organize Project payroll, talent acquisition, HR, training and development, IT and the operations
Committee department.

Step 4: • Once several systems are selected that meet project scope assessment and the needs
Demo and of the company, begin requesting proposals and scheduling demonstrations. Demos
Request for are a great time to ask clarifying questions and measure the systems’ performance
against pre-determined company needs.
Proposal (RFP)
 • Service agreement will typically outline the length of time implementation is expected to last. It
Step 5: could take from several months to several years. Work closely with organization representative and
representatives assigned from HRIS company. Continue designing, testing and configuring the
Configuration various workflows, processes, security settings, forms, etc. until they satisfy the demands of project
team.

• The first impression HRIS system leaves on management and employees will Dedicate adequate
Step 6: time to pilot the software with both project team and others in the organization who can provide
honest feedback. Consider testing the system with employees with longer tenure with the company
Pilot the since they might be the most resistant to change. This will give a great opportunity to understand
System possible concerns and overcome them before deploying the system.

Step 7: • A robust training program for workforce before and after deployment will ensure they’re
sufficiently prepared and capable of using the system. Training materials may already be provided
Train the by HRIS company. If training materials are not provided, a third party may have training or create
on own. Make sure the training is in a location where it can be easily accessed by workforce.
Workforce

Step 8: • HRIS system is ready to be deployed and reap benefits for the organization.
Deployment
Acquiring & Implementing HRIS

Needs Analysis

Implementation &
Design & Development
Maintenance
Needs Analysis
• Determine departmental needs for data
• Determining needs for reports
• Analyze short and long term needs
• Determine system specifications
• Vendors bid or packages are considered
• Make decision on system
Design and Develop
• Decide on project plan and user groups
• Purchase system
• Modify and customize
• Develop procedures and guidelines
• Test system and user acceptance
• Convert data
• Train systems staff
Implement & Maintain
• Train HR users
• Make system available to HR
• Develop user documentation
• Conduct field analysis
• Test system and user acceptance
• Maintain & enhance
• Evaluate & modify
Using HRIS in HRM

• Strategic HRM • Performance

• Job analysis appraisal
• EEO reports • Compensation&
benefits
• Recruitment &
selection • Health & safety
• HR • Labor relations
development • The future
Ethical & Evaluation Issues
• Ethical issues
• Disclosure
• Privacy
• Evaluation issues
• Efficiency
• Equity
HRIS Models
Input and output model of a basic HRIS
• This model enumerates the basic functioning of an HRIS – from input
to output.
• Both environmental and internal sources provide data for the input
subsystems, which are then interpreted into information.
• It is then used in recruiting, workforce planning, workforce/talent
management, compensation, benefits, and for various parts of the
reporting channel.
Input and output
model of a
basic HRIS
Model for HRIS adoption
• With a plethora of options available in the market (to the point where
the market seems overcrowded), choosing the right HRIS is a big
decision.
• But once that is done, to ensure that the organization has invested in a
winning system, the right adoption of the HRIS is necessary.
• It is a model that enumerates the different aspects of adopting the
right HRIS and adapting to new processes.
HRIS success model
• The following figure is the integrated HRIS model for success. This is
to reiterate how the users’ perception of the system is affected by the
quality of system processes, information access and application, ease
of use, and usefulness.

• The perceived utility of the HRIS is an interesting factor since it is

quite subjective and must make sense to the employee. All these
factors together contribute to the level of user satisfaction and
ultimately to the success of the HRIS.
HRIS Examples
https://www.selecthub.com/hris/the-three-types-of-hr-applications/