The HRIS system at Huffman Trucking tracks employee information from an operational and financial perspective across several categories. It includes personal details, payroll rates, compliance information, labor relations, and applicant tracking. Smith Consulting recommends converting to a new system they developed. The current system is integrated and allows employees to update personal details online or submit changes to supervisors. HR personnel also track FMLA absences and ADA accommodation requests.

1. Huffman Trucking - HRIS
The company has an HRIS system that was developed by in-house programmers prior to the
decision to outsource all IT services. Smith Consulting is recommending that Huffman convert to
a new system that was developed by Smith for its clients.
The current system is integrated to track employees from an operational and financial
perspective. Data is organized into several major categories.
Employee Personal Information
This part of the database includes information needed to prepare payroll and maintain employee
“census” information, such as:
Personal information, such as name, address, marital status, birth date, etc.
Pay rate
Personal exemptions for tax purposes
Hire date
Seniority date (which is sometimes different than the hire date)
Organizational information (department for budget purposes, manager's name, etc.)
Vacation hours accrued and used (for non-exempt employees)
Employees can go online through the company's intranet and update this personal information as
necessary. An employee without access to the company intranet may submit changes in writing
to his/her supervisor, who will forward the information to Human Resources for processing.
Compliance Information
For each employee, a separate part of the database contains information required for complying
with federal and state highway standards. This information includes:
Drug testing results
Hours/miles driven
Safety records - all violations and corrective actions
Attendance at mandatory training workshops
Injuries, workers compensation history
Licenses and training certifications
Employee/Labor Relations Information
Grievances filed
Resolution of grievances
Any investigations of employees

2. Applicant Tracking
Each recruiter maintains applicant information for open positions. Résumés and applications are
filed in a central storage area. Basic applicant tracking statistics required for compliance
reporting are entered into an in-house applicant tracking system, which can be accessed by all
recruiters. Applicants may also apply via the company's internet site, a recent systems addition
by Smith Consulting.
Official employee files are kept by the HR department. Individual managers may not maintain
copies for their personal use, however selected information for each subordinate may be accessed
via the intranet. Supervisors are expected to send originals of performance reviews, disciplinary
actions, etc. to HR for permanent record storage.
HR personnel are also responsible for tracking FMLA absences and any requests for
accommodation under the ADA. Employees who request FMLA accommodation must fill out a
request and send it to HR, where the request is investigated and approved or denied. HR staff
members will work with the employee and manager to determine whether accommodations are
feasible.
The compensation manager keeps an Excel spreadsheet with the results of job analyses, salary
surveys, and individual compensation decisions. The labor relations department keeps a separate
set of records related to union negotiations.
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