2. HRIS
A human resources information system
(HRIS) is a software solution that maintains,
manages, and processes detailed employee
information and human resources-related
policies and procedures. As an interactive
system of information management, the HRIS
standardizes human resources (HR) tasks and
processes while facilitating accurate record
keeping and reporting.
3. KEY ASPECTS OF HRIS SECURITY OF DATA
• Access Controls: Implement role-based access controls to ensure that only authorized
personnel can access and modify employee data based on their job responsibilities.
This includes enforcing strong password policies, multi-factor authentication, and
regular password changes.
• Data Encryption: Encrypt sensitive data, both at rest (stored in databases) and in
transit (during data transmission), using industry-standard encryption algorithms and
protocols, such as AES and TLS/SSL.
• Audit Trails: Maintain detailed audit trails to track all user activities, including data
access, modifications, and deletions. This allows for monitoring and investigation of
any potential security breaches or unauthorized access attempts.
• Physical Security: Implement physical security measures to protect servers,
workstations, and other hardware components that store or process HRIS data. This
includes secure facilities, access controls, and environmental controls.
• Backup and Disaster Recovery: Regularly back up HRIS data and ensure that backup
media are stored securely off-site. Develop and test disaster recovery plans to ensure
business continuity in case of data loss or system failures.
4. The HRIS security checklist is:
• Review all PC-based HR applications.
• Verify that all users are properly trained in the secure use and handling of
equipment, data and software.
• Ensure that all users sign-off (log-off) before they leave the PC unattended,
regardless of how long they intend to be away.
• Caution users not to give or share their password with anyone. Each user
should be accountable for everything done with his or her ID and password.
• Recommend a change of password on a monthly or quarterly basis.
• Caution users against duplicating not only copyrighted programs purchased
from vendors but also programs and data that are proprietary to the company.
Copies should be made only to provide necessary backup.
• Ensure that all software acquired from sources other than vendors are run
through a virus detection program prior to installing on your system.
5. • The feasibility of separating the duties of the users (ie. assigning the tasks of
inputting data, balancing control totals, etc. to different people) to achieve and
maintain confidentiality. Keep in mind, the separation of some duties may
cause users to lose the continuity of the entire task. Look at the whole function
and how it relates to others in the department before separating duties.
• Review who will use the PCs and where their equipment will be located.
• Ensure that current and backup copies, data files, software, and printouts are
properly controlled so that only authorised users can obtain them.
• Conduct reviews, scheduled and unscheduled, to ensure that an effective level
of security is being maintained by PC users. Staff members who use PCs in
their work must be responsible for ensuring that practices and administrative
procedures adhere to security.
8. HUMAN RESOURCES
OPERATIONS OF HRIS:
1. PERSONNEL INFORMATION MODULE:
• Stores and manages employee personal information (e.g., name, address, contact
details, emergency contacts).
•Maintains employee employment history, including job positions, promotions, and
transfers.
•Tracks employee certifications, licenses, and professional development activities.
2.RECRUITMENT AND APPLICANT TRACKING MODULE:
• Manages job postings and advertising channels.
• Facilitates the application process for potential candidates.
• Tracks applicant information and resumes.
• Supports the screening, interviewing, and selection processes.
9. 3.PAYROLLAND COMPENSATION MODULE:
• Calculates and processes employee salaries, wages, bonuses, and
deductions.
• Maintains records of pay rates, pay grades, and compensation
structures.
• Handles tax calculations and reporting.
• Supports direct deposit and other payment methods.
4.BENEFITS ADMINISTRATION MODULE:
• Manages employee enrollment and participation in various benefit
programs (e.g., health insurance, retirement plans, life insurance).
• Tracks benefit eligibility, coverage levels, and costs.
• Facilitates benefit enrollment and changes during open enrollment
periods.
10. 5.TIME AND ATTENDANCE MODULE:
• Records employee work hours, overtime, and leave time.
• Supports time tracking methods (e.g., timesheets, time clocks,
mobile apps).
• Calculates and enforces attendance policies and rules.
• Integrates with payroll for accurate compensation calculations.
6.PERFORMANCE MANAGEMENT MODULE:
• Supports the creation and tracking of employee goals and
objectives.
• Facilitates performance reviews, feedback, and appraisals.
• Maintains records of performance evaluations and ratings.
• Identifies training and development needs based on performance
data.
