5. Human Resource Information System
*Is the system that is used to acquire, store,
manipulate, analyze, retrieve and distribute
relevant information regarding the human
resources within the organization
*Is the system that is designed for the operative
management of the organization
*Is not simply hardware or the HR related software
system, but it is also includes the individuals,
forms, policies, procedures, data and information.
6. Leading factors that are leading to the
adoption of the computerized system
֎ complexity and scale of compensation system
֎ intricacy of job description and job specification,
֎ organizational structure and multi-plant locations for the
organization,
֎ complicatedness of legal and statutory requirements,
֎ innovations that are taking place in the field,
֎ increase in the number,
֎ eminence and degree of knowledge workers and the unwieldy
volume of HR information that needs to be analysed, classified,
interpreted and used
7. The Human Resource Information Systems makes provision of
information for the planning, controlling, decision making and
preparing of reports to the HR manager. It is vital for the HRIS
manager to acquire a clear understanding of the value and
significance of record keeping staff function to the fundamental and
managerial function. Human resources data and information have
now been converted into as many transaction processes as possible
and making them readily available and accessible to the line
managers, top management team, government organizations and
employees. This has caused a reduction in the time in terms of the
routine administrative tasks and elimination of number of positions,
which were needed previously to perform various functions related
to human resources
8.
9. Main Objective
To provide assistance and support to the
human resource management department to
operate as an efficacious and responsible
area for the management of human
resources, providing perfect, suitable and
precise information in terms of decision
making, policy framework and analysis
10. Other Objectives
1. To identify the HR information that is needed for every area of the organization.
2. To form a comprehensive database, with the main purpose to fulfil the needs
and requirements.
3. To make the information available in the desired form to the right person, in the
right form at the right time.
4. To develop complete functional specification for HRIS.
5. To design the necessary transaction processing and updated information.
6. To use the most efficient method of processing data.
7. To identify retrieved and reporting needs of information.
8. To prepare relevant and supporting documentation.
9. To provide security to necessary, important and confidential information.
10.To keep the information up-to-date.
11.
12. 1. Procurement Sub-system Information
Primarily comprises of information
regarding the employees, so that
processes such as, recruitment,
selection, transfers, placements,
appointments and so forth are made
more manageable
13. 2. HR Planning Sub-system Information
It includes the information that
could assist in the mobilization of
human resources, career planning,
succession planning, and inputs for
skill development
14. 3. Personnel Administration Sub-system Information
This used to maintain the personnel records of
each employee.
These include demographic information, date of
joining, designation and any other aspects that
have taken place within the organization, such
as, promotions or transfers and even demotions.
15. 4. Training and Development Sub-system
Information
֎ Training and development programs are initiated by the
employers with the main purpose of developing the skills,
knowledge and information among the employees.
֎ Programs are meant to generate awareness among the
employees and make provision of adequate information to
them in terms of various aspects of the organization, such
as history, departments, personnel, job duties and so forth
֎MAIN FUNCTION
* designing of course material, training schedule, training
module, training methods, and appraisal of the training
program
16. 5. Maintenance Sub-system Information
This system is designed to contain
data in terms of health, safety and
welfare of the employees within the
organization.
17. 6. Appraisal Sub-system Information
It contains information in terms of
performance rating of the employees.
These are the inputs that lead to
transfers, promotions, increment,
succession planning, career planning
and so forth.
18. 7. Pay roll Sub-system Information
This system contains the information
in terms of the salaries,
reimbursements, incentives, overtime
allowances, wages and so forth.
19. 8. Industrial Relations Sub-system Information
This system aims at making provision of
solutions to the problems and difficulties
that have been experienced by the trade
unions, resolution of grievances, disputes
settlements, rewards, and in solving other
types of problems that may take place
between union and management.
20. 9. Job Analysis and Design Sub-system
Information
Within the organization, there are numerous types of
jobs that individuals are engaged in. The recruitment and
selection of individuals, the initiation of training and
development programs, the development of skills and
abilities and how to go about towards the performance of
job duties in a well-organized manner are the essential
areas, which need to be implemented effectually. For the
implementation of these purposes, job analysis and
design sub-system information is regarded as an
imperative area.
21. 10. Projects and Assignments Sub-system
Information
When the organization undertakes
certain major projects that are for the
welfare of the community, then it is
vital for them to maintain adequate
records.
22.
23. Data Collection Functions
Data collection is regarded as an important
function of the organizations.
In the case of data collection functions, it is
essential to identify the individuals, who
should collect the data, what method and
techniques should be adopted and in what
form the data should be collected.
24. Data Management Functions
Management of data is a comprehensive aspect, which needs
to take into consideration number of aspects. These include,
processing operations, i.e. classifying, analysing, summarizing
and editing of the data; storage of data, i.e. indexing, filling
and coding of information; retrieval of data, when required;
evaluation of data, in the case of evaluation, the usefulness
and accuracy of information needs to be assessed, so that it
proves to be beneficial to the organization and the individuals;
and dissemination of data, i.e. making provision of the required
data in the right form and at the right time.
The individuals, who are operating the system needs to
possess adequate knowledge and they should be able to solve
the errors and inconsistencies in a manageable manner.
25.
26. Planning of System
The planning of the HRIS requires
identification of the objectives of the
system. This requires the members of
the organization to acquire an
adequate understanding of the
objectives
27. Organizing Flow of Information
The flow of information needs to take place
in a methodical and systematic manner. The
deficiency under which most of the managers
function is the lack of information, the
manager wants the information for decision
making, enhanced communication would lead
to implementation of job functions smoothly
and the managers of all departments should be
able to make use of the information systems
appropriately.
28. Implementation
In the case of implementation of
HRIS, the old information flow may be
allowed to continue as it is, and the
new information system is installed to
meet the needs. Another point is, old
system may be replaced by a new one
and it is appropriately installed.
29. Feedback
The regular feedback obtained is regarding
the actual functioning of the HRIS. The way the
HRIS is operating, whether it has been
productive and beneficial, whether it is able to
meet the needs and requirements of the
individuals within the organization are the
major areas that are required to be undertaken
in feedback. The feedback is usually obtained
by the upper management from the individuals,
who are working on HRIS.
30.
31. HR Planning and Analysis
In the case of HR planning and analysis,
the organization charts, staffing
projections, skills inventories, turnover
analysis, absenteeism analysis,
restructuring costing, internal job
matching and job description tracking are
the main tasks that are performed by
HRIS
32. Equal Employment Opportunities
The organizations need to formulate
this aspect as one of the objectives that
equal employment opportunities would
be made available to the individuals and
there should not be any type of
discrimination on the basis of caste,
creed, race, religion, gender, and socio-
economic background.
33. Staffing
Staffing is the function of selection and
recruitment of the individuals within the
positions that are required to get filled.
To carry out this function, the members
are required to ensure that the
educational qualifications, competencies,
experience and other professional traits
are in accordance to the needs and
requirements of the jobs.
34. HR Development
The development of human resources is
regarded as one of the important aspects within
the organization.
The main areas that are vital in HR
development are, skills and abilities,
competency traits, generation of awareness, job
requirements and interests and aspirations of
the individuals in terms of promotional
opportunities.
35. Compensation and Benefits
Salaries, compensation and
benefits are the important areas
that are of utmost significance to
the employees, which they earn to
sustain their livelihoods.
36. Health, Safety and Security
In organizations and particularly
in hazardous jobs such as, mining,
plantations, hotel industry, etc. it is
vital to formulate measures that
are used to promote health, safety
and security among the employees.
37. Employee and Labor Relations
Within the organization, it is vital for the
management and union to work in
cooperation with each other.
Disagreements and conflicts lead to
occurrence of impediments and first and
foremost areas in employee and labour
relations is to lead to their resolution.
38. Management of Records
HRIS has the main function of managing of the records regarding
the employees. There are numerous types of records regarding
human resources, demographic information, salary and
reimbursements, training and development programs, performance
of job duties, or records are even maintained in terms of the
accidents or any problems that they have experienced within the
organization. The records that are maintained through HRIS
include, personal history of the employees, name, gender, date of
birth; work history, first day worked, employment status, positions
in the organization, appraisal data, and pre-organizational
information, training and development programs completed both
internally and externally; career plans including mobility; and
skills inventory, including skills, education and competencies
39. Promoting Well- being
This includes making provision of
information regarding how to react,
when they are experiencing any type of
discriminatory treatment, not given
equal opportunities or when they
experience any type of crime and
violence.
40. Behavioural Traits
Attitude and behavioural traits of the
employees are of the areas that are of
utmost significance.
The behavioural traits of the
individuals are the primary aspects that
influence the performance of their job
duties.
41.
42. Recognition of need
For the recognition of need, the heads of the departments and
the directors, who are in charge of various departments need to
render their active contribution. They need to wholeheartedly pay
attention and recognize, whether the tasks and functions are
carried out in an efficient and in a well-organized manner. They
need to ensure that the staff members, and human resources within
the departments are aware of their job duties and responsibilities,
and are able to put into practice their job functions in a well-
organized manner. One of the main areas is, the members of the
organization need to depict efficiency in the implementation of
tasks and functions, particularly, when they are dealing with
customers.
43. Principle areas that require information as well
as the recognition of need are, salary and wage
administration, implementation of HR activity,
preparation of employee records, rewards and
incentives programs, performance evaluation, HR
environment, candidate searching, organizational
culture, recruitment sources, selection procedures,
HR inventory and planning, industrial relations,
training and development, record keeping, skill
development, management of infrastructure, time
management, morality and ethics, career planning,
and promotional opportunities.
44. Viability Study
The viability study helps in ensuring, if the system is going
to be functional and successful in terms of costs and benefits.
It is regarded as an endeavour to look into various factors that
will have an impact upon the meaningfulness of the system in
the achievement of organizational goals and objectives. The
main purpose of HRIS is to cause smooth implementation of
tasks and functions. Therefore, the purpose of viability study
is to ensure, whether HRIS has been actually beneficial in the
implementation of various tasks and functions. The variables
that are included are, economic considerations, behavioural
issues and technical deliberations and issues. Economic
considerations are related to the costs involved in relation to
the accruable benefits.
45. System Exposition
Systems exposition is an in depth study of various
functions and activities that are performed by
different sub-systems of the information system and
their relational impact within as well as outside the
system.
The analysis of the information system should be
adequately done with the help of devices and
machinery. These include, the study of documents,
analysis of the situations, holding of interviews and
administration of questionnaires.
46. Systems Formulation
The stage of systems formulation helps in
clarifying the ways in which things are required
to take place in terms of various types of
problems. The system formulation begins right
after the functional and the requirements
specifications have been finalized, documented
and accepted by the users. This stage is
primarily concerned with projecting of the
business requirements of the user managers in
terms of the system.
47.
48. A human resource information system is the system that is used to store,
retrieve, analyse and distribute information in terms of human resources.
The scope of HRIS include, procurement sub-system information, HR planning
sub-system information, personnel administration sub-system information,
training and development sub-system information, maintenance sub-system
information, appraisal sub-system information, pay roll sub-system
information, industrial relations sub-system information, job analysis and
design sub-system information, and projects and assignments sub-system
information. There are two types of functions of HRIS, data collection
functions and data management functions. Process of designing HRIS includes
four stages, these are, planning of system, organizing flow of information,
implementation and feedback. The role of HRIS within the organizations are
highlighted in HR planning and analysis, equal employment opportunities,
staffing, HR development, compensation and benefits, health, safety and
security, employee and labour relations, management of records, promoting
well-being and behavioural traits. The measures involved in the development
of HRIS are, recognition of need, viability study, systems exposition, and
systems formulation.
49. As it has been stated in the chapter that HRIS has proven to
be beneficial not only to the employees, but to all the
members of the organization at all levels. To implement this
function in an appropriate manner, it is vital for the
individuals to put into practice the measures that are needed
to develop the appropriate skills and competencies. With
regards to the employees, their recruitment and selection,
their growth and development, their training and
development and in making of various types of decisions, it is
essential to make effectual use of HRIS. This system has been
useful in the maintenance of previous records as well. Finally,
it can be stated that in the present existence, within all types
of organizations, large or small, this system has been put into
practice in an effectual manner.
