Human resource information systems Content Introduction HRIS – Why it is needed? HRIS – Applications & Utilities HRIS – Benefits HRIS – Disadvantages Company Report: Systems Limited Assessment criteria for practical part Merits Demerits Conclusion HRM – An Introduction Human Resources is an organizational function that deals with issues such as recruitment and selection, training, appraisal, compensation and performance management of the employee. Human beings are also considered to be resources because it is the ability of humans that helps to change the gifts of nature into valuable resources. Information System A system, whether automated or manual, that comprises people, machines, and/or methods organized to collect, process, transmit, and disseminate data that represent user information. The Evolution of the HRIS First, paper files were located in the Personnel department. Then, punched card and magnetic media files were located in IS. Government legislation in the 1960s and 70s eventually called management's attention to the importance of HR data. In the late 1970's the concept of an HRIS was born. 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. HRIS – Why it is needed? Storing information and data for each individual employee. Providing a basis for planning, decision making, controlling and other human resource functions. Meeting daily transactional requirement such as marking absent and present and granting leave. Supplying data and submitting returns to government and other statutory agencies. HRIS Track Personal Records Recruitment & Selection Employment Equity Salary Administration Medical Records People Pension Administration Health & Safety Job Positions Employee Relations HR Planning Trng. & Dev. Compensation Benefits HRIS – Appl. & Utilities Personnel administration - It will encompass information about each employee, such as name address, personal details etc. Salary administration - Salary review procedure are important function of HRM, a good HRIS system must be able to perform what if analysis and present the reports Of changes. Leave and absence recording — Essentially be able to provide comprehensive method of controlling leave/absences. Skill inventory - It is also used to store record of acquired skills and monitor the skill database both employee and organisational level. HRIS – Appl. & Utilities Performance appraisal — The system should record individual employee performance, appraisal data, such as due date of appraisal, scores etc. Human resource planning — HRIS should record details of the organisational requirements in terms of positions Recruitment — Record details of recruitment activities such as cost and method of recruitment and time to fill the position etc. Career planning - System must be able to provide with succession plans reports to identify which employee have been earmarked for which position. Collective bargaining — A computer terminal can be positioned in the conference room linked to database. This will expedite negotiations by readily providing up to date data based on facts and figures and not feelings and fictions. HRIS - Benefits Employee Satisfaction Up to 50% Worker Productivity 40-60% Learning Effectiveness Up to 40% Service Levels 20-30% Employee Turnover 20-70% Time to Ramp New Hires 50% HRIS - Benefits Higher Speed of retrieval and processing of data. Reduction in duplication of efforts leading to reduced cost. Ease in classifying and reclassifying data. Better analysis leading to more effective decision making. Higher accuracy of information/report generated. Fast response to answer queries. Improved quality of reports. Better work culture. Establishing of streamlined and systematic procedure. More transparency in the system. Employee – Self Management. HRIS - Disadvantages It can be expensive in terms of finance and manpower. It can be threatening and inconvenient. Thorough understanding of what constitutes quality information for the user. Computer cannot substitute human beings. Company Report: Systems Limited Systems Limited, the first software house and computer services bureau in Pakistan. Application development. Application integration & product implementation. Business consulting processes. Application Re-engineering. Established 1977 Company operates as Visionet Systems and has established itself as a key player in critical market segments of United States. Employs strength 700 in Pakistan and United States. Head office – Lahore HRIS Q&A with Systems Limited Which system do you use in your organisation for HRM? Oracle/PeopleSoft Employee Suit HRMS Package. HRIS Q&A with Systems Limited What benefits do you get from the information system? HRIS system is able to provide us various benefits like speedy retrieval and processing of data, its easy classification. It helps in better analysis and more effective decisions making . Provides us with accurate information, quality reports and overall better work culture. Eliminates personal biasness, brings transparency. HRIS Q&A with Systems Limited What are the problems faced by HR people while using the system? Although the system is efficient, but sometimes we face the problems like system slowdown or higher downtimes and if there is some particular limitation in module than work suffers, some HR people are not comfortable in using system efficiently so time is to be given in training for the system. HRIS Q&A with System Limited How does implementation of such system in organization, affect its culture and employees? With the introduction of HRIS system the work culture in the organization gets changed and we as HR managers are able to serve to other employees in efficient manner which is again raising the satisfaction level among ourselves. But some time some senior employees are resistant to the change also. The transfer and application system seem to have provided the management with an excuse for leaving difficult problems to their successor. HRIS Q&A with System Limited What are the uses of HRIS in different functions of HR? HRIS system is helping out in all the functions and activities related to HR like payroll processing, training and development , job evaluation process and appraisals, recruitments etc. by providing accurate and timely information and helping in better analysis of information. HRIS Q&A with Systems Limited How much secure is the system actually from HR point of view? System is absolutely secure. We have three level security system in our application. Authorization, Authentication and Auditing. Merits Employee Satisfaction Up to 50% Worker Productivity 40-60% Learning Effectiveness Up to 40% Service Levels 20-30% Employee Turnover 20-70% Time to Ramp New Hires 50% Higher Speed of retrieval and processing of data. Reduction in duplication of efforts leading to reduced cost. Fast response to answer queries. Improved quality of reports. Demerits It can be expensive in terms of finance and manpower. It can be threatening and inconvenient. Thorough understanding of what constitutes quality information for the user. Computer cannot substitute human beings. Conclusion A Human Resource Information System (HRIS) refers to the systems and processes at the intersection between human resource management (HRM) and information technology. It merges HRM as a discipline and in particular its basic HR activities and processes with the information technology field. The importance of the human resource function and the human resources information system has grown over the last ten years. Companies using HRIS feels comfort in dealing with employees and save their costly time.