Human Resource

Information System (HRIS)

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Agenda
 Introducing HR & IS
 Concept of HRIS
 Need of HRIS
 Case Study of Visited Company
 Utility and Applications
 Implementation of HRIS
 Benefits
 Limitations
 Conclusion
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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.
While taking into account human beings as
resources, the following things have to be kept in
mind:
 The size of the population
 The quality
 "The people that staff and operate an
organization"; as contrasted with the financial and
material resources of an organization.
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HRM – AST&D View

Employee
assistance
Employee
assistance T&D

HR
HRareas
areasoutput:
output: OD
Compensation/
Quality
Quality of worklife
of work life
Benefits
Productivity readiness
Productivity readiness Organization/
for
forchange
change
Personnel Job design
Research &
IS HRP
Selection
And staffing

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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.

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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. 6
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.
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HRIS – Why it is needed?
 Building organizational capabilities
 Job design and organizational
structure
 Increasing size of workforce
 Technological advances
 Computerized information system
 Changes in legal environment

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HRIS Track

Personal Recruitment Employment Salary

Records & Selection Equity Administration

Medical Pension
Records People Administration

Health & Job Positions Employee

Safety Relations

HR Planning Trng. & Dev. Compensation Benefits

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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.
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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. 11
HRIS - Development

CONCIEVE & PLAN

ANALYSE

DESIGN

TEST

IMPLIMENT

MAINTAIN

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Planning Steps
 Develop overall objectives
 Identify HRIS project
 Set priorities
 Analyze resource requirements
 Set schedule and deadlines
 Develop the HRIS plan

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Selecting an investigating team
 HR personnel
 Consultants
 Users
 Top management

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Data analysis
 Document current application flows
 Document current technical architecture
 Conduct need analysis / business requirements

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Preliminary design tasks
 Finalize functional requirements
 Which functions will be adopted to new systems
 Finalize technical requirements
 Select hardware and systems software
 Application software evaluation and selection
 Make Vs Buy

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Implementation
 Specify application requirements
 Element of the design
 Data flow
 Data store
 Processes
 Procedures
 Controls
 Roles
Maintain the database

 Ongoing maintenance activity is required to ke

ep the information in the database up to date

The database is a living

breathing thing that requires
constant attention -- you can’t
just build it and say “that’s it”.
(Curtis)
HRIS – Example
 Oracle/PeopleSoft HRMS (ver. 12)
 Automates the entire recruit-to-retire
process.
 A single integrated application includes
the following HR activities:
 Recruitment
 Performance management
 Learning
 Compensation and benefits
 Payroll
 Workforce scheduling
 Time management and real time analytics.
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Oracle/PeopleSoft HRMS
 Example: Payroll System
 Based on a global HRMS engine with
country-specific localization extensions
 Integrated with Human Resources
(core), Advanced Benefits, Self-Service
HR, Incentive Compensation, and Oracle
Financials.

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Oracle Payroll: Scope & Utilities
 Defines comprehensive eligibility rules that link user-defined
criteria.
 Defines standard rules for automatically assigning and
changing employee compensation and benefits.
 Minimizes workforce inquiries by providing near real time
remuneration data and history.
 Utilizes simple, configurable formulae.
 Controls each employee’s unique processing rules and
calculations using FastFormula.
 Uses conditional logic for more complex cases.
 Streamlines administrative processes.
 Reduces set-up costs and processing time & errors.
 Manages global compensation with one application.
 Organization-wide control of workforce payroll and
compensation data. 21
Oracle Payroll: Scope & Utilities
 Implements Oracle Payroll's core payroll engine, by adding
local extensions to attain the legislative functionality and
country reporting requirements.
 Configures and manages personalized compensation policies
and programs with one global payroll engine.
 Monitors payroll processes end-to-end.
 Reconciles errors while maintaining current calculations.
 Simultaneous processing of multiple groups of employees.
 Reduces administrative costs with online paperless pay-slips.
 Standard and personalized reports are utilized to view and
analyze your payroll data.
 Configurable security for unique access.
 Maintains audit logs of changes.

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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%

Sources:  Giga 2003, Cedar 2002 

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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.

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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.

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