HRIS ( Human Resource Information Systems )

1. Human
Resource
Information
Systems
Saloni Agarwal

2. Human Resource
• Human Resource Management is
defined as acquiring the right talent,
training and developing them and
motivating them to sustain in the
workforce to effectively attain the
objectives of the organisation.
• Human beings are considered as
important resources because it is the
ability of humans that helps to change
the gifts of nature into valuable
resources.

3. Information
System
A system, whether
automated or manual, that
comprises people,
machines, and methods
organized to collect,
process, transmit, and
disseminate data that
represent user information.

4. HRIS -
Introduction
• 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.

5. Objectives
of
HRIS
• To improve the capability of HRM to
influence and adapt according to the new
and evolving problems arising in the
business areas.
• To form an information hub of HR for the
entire organisation. This hub bridges the
gap between people and information.
• To assist in prompt dissemination of
information and aid in making valuable
decisions so that the available human
resource can be used efficiently.
• To reduce the cost and wastage related to
manual record-keeping and increase
the accuracy, reliability and validity of
records.
• To give useful insight on strategic
decisions taken throughout the enterprise
like rightsizing, redundancy, technological
change, competency profiling, etc.

6. Steps in Implementing
HRIS:
1. Inception of idea
2. Feasibility study
3. Selecting a project team
4. Defining the statement of requirement
5. Vendor analysis
6. Package contract negotiation
7. Training
8. Tailoring the system
9. Collecting the data
10. Testing the system
11. Starting up
12. Running in parallel
13. Maintenance
14. evaluation

7. 1) Inception of idea:
The first step of HRIS implementation is the inception
of the idea. The need of the organization to have HRIS
software must be realized and agreed by the top
management. It is an investment and management
needs to keep it in mind.
2) Feasibility study:
As this is an investment the feasibility of HRIS must
be assessed. It covers the following areas
• Scope of the software
• Future benefits after implementation
• Potential software developers assessment
• Cost estimate
• Value addition to business
• ROI calculation
A proper feasibility study will help the management to
make the decision based on facts and figures.

8. 3) Selecting a project team:
After the step of report preparation suitable
representative have been selected and start
preparing the parallel and supportive system.
4) Defining the statement of requirements:
Scope needs to be defined. It gives precise
details about the performance of the HRIS. Not
detailed requirement specification, at least the
processes. The statements also elaborates
details about the ways of collecting and
preparing data by the users, getting approvals,
completing forms, restoring data and other
assignments that are non-technical in nature and
required for HRIS.

9. 5) Vendor Analysis:
This step is to identify the best suitable software and hardware to be
applicable as per the organisational needs, at the least price. It
involves discussions with vendors on how their HR information
system fulfills the organisational needs.
6)Package Contract Negotiation:
After getting the final offer from the vendor, the contract specifying
the price, delivery, duties of vendors regarding installation,
maintenance of service, employees training, etc. are negotiated.

10. 7) Training:
Firstly, project team members of
HRIS are given proper training to
use HRIS system.
Later, the project team members
train other managers from various
departments on how to give and
retrieve information from HRIS.
8) Tailoring the system:
In this step, suitable changes are
done in HRIS so that it can best suit
the organisational needs.
9) Collecting the data:
Before starting the system, data
should be collected and stored into
the system.

11. 10) Testing the system:
Its main objective is verifying the end-result of
HRIS and ensuring that the system is doing
exactly the same as per instructions.
11) Starting up:
HRIS starts after all the recent actions are fed into
the system and reports are generated. There are
possibilities that some errors may crop-up even
after testing the system.
12) Running in parallel:
It is safe to run the existing system in parallel with
the new system for some time so that in case of
any malfunctioning of the new system, the work
is not hampered. It also facilitates to compare
the results and problems of both the new and the
existing system.

12. 13) Maintenance:
Once the system has been installed,
proper maintenance, performance
monitoring and secrecy of records
should be carried out.
14) Evaluation:
The performance of HRIS is examined
and it should be checked that whether
the implementation of HRIS is in
accordance with the organisational needs
or not. If required, corrective measures
should be taken.

13. Importance of
HRIS:
• Helps in utilizing the human resources to their best
possible extent.
• Helps in speedy and effective human resource decisions.
• Optimum confidentiality and security regarding the safety
of employee data.
• Can be accessed anytime, anywhere for job performance
and reporting via web, e-mail, SMS, etc.
• HR manager can better focus on strategic activities as the
day-to-day tasks like work scheduling, attendance tracking
is already done by HRIS.

14. Limitations of HRIS:
• Costly for firms and hence
needs huge investment.
• Unsuitable for computer
illiterates.
• Depends on intelligence of
humans as computer needs to
be operated by some human
being.
• Requires online update very
frequently.