Research Paper

On
HRIS
(Human resource information system)

Submitted To: Submitted By:

Mrs. Radhika Bhutani Vipin Kumar
Lecturer, MBA Enrollment no 05720803939
MBA, 2nd semester

BHAGWAN PARSHURAM INSTITUTE OF TECHNOLOGY

AFFILIATED TO GURU GOBIND SINGH INDRAPRASTHA UNIVERSITY

Human Resource Information Systems

 TABLE OF CONTENTS

TOPICS PAGE NO.

1. Background 1
2. Current scenario 4

2.1 Ameriprise Financial 4

2.2Terasen Pipelines 6
2.3Shaw’s Supermarkets 8
2.4 CS Stars, LLC 11
2.5 IBM 13
2.6 Toshiba America Medical Systems Inc. 15
3. Security HRIS 18

4. HRIS software: 20

4.1 ABS (Atlas Business Solutions) 20

4.2 HRSOFT: 21
4.3 Human Resource MicroSystems: 21
4.4 ORACLE- HRMS: 22
4.5 PEOPLESOFT 22
5. Suggestion and recommendations 22

6. Conclusion 24

7. BIBLIOGRAPHY

Human Resource Information Systems Page 2

Human Resource Information Systems
RESEARCH PAPER TITLE- HUMAN RESOURCE INFORMATION SYSTEMS
NAME- VIPIN KUMAR
ENROLLMENT NO. 05720803909
EMAIL-ID- vipin.sahal@gmail.com

1.Background

 With the changing world and into computerized systems,

constant new technology to the HRIS systems that are
that is available, managers used today.
need to be aware of the  Human resource
technology that will increase professionals began to see
effectiveness in their the possibility of new
company. applications for the
 Human resource information computer. The idea was to
systems (HRIS) have integrate many of the
increasingly transformed different human resource
since it was first introduced functions.
at General Electric in the  The result was the third
1950s. generation of the
 HRIS has gone from a basic computerized HRIS, a
process to convert manual feature-rich, broad-based,
information keeping systems self-contained HRIS.

Human Resource Information Systems Page 4

 The third generation took  In the past recording
systems far beyond being keeping was done on paper
mere data repositories and and with spreadsheets.
created tools with which  Mangers at Terasen realized
human resource that there was a need to
professionals could do much change to a more
more. computerized system and
 Many companies have seen looked into different HRIS
a need to transform the way vendors.
Human Resource operations  By making the move to a
are performed in order to HRIS system, Terasen is
keep up with new able to keep more accurate
technology and increasing records as well as better
numbers of employees. prepare for future growth.
 Terasen Pipelines moved its  Another company that saw
headquarters from the benefits of keeping up
Vancouver to Calgary to be with new technology is
closer to the oil and realized WORKSource Inc.
a major growth in  To meet the challenge of
employees. handling 100 new
employees, WORKSource
Inc. acquired Web-based

Human Resource Information Systems Page 5

 technology programs from distribution, and exchange of
GHG Corp. like electronic data.
pay stub, electronic  An intranet is a type of
timesheet software, time-off network used by companies
system, and human to share information to
resource information people within the
system. organization.
 By adapting these new  An intranet connects people
programs, WORKSource to people and people to
was able to reduce waste information and knowledge
and cost. within the organization; it
 The Internet is an serves as an “information
increasingly popular way to hub” for the entire
recruit applicants, research organization.
technologies and perform  Most organizations set up
other essential functions in intranets primarily for
business. employees, but they can
 Delivering human resource extend to business partners
services online (eHR) and even customers with
supports more efficient appropriate security
collection, storage, clearance.

Human Resource Information Systems Page 6

 1.Current scenario security is the widespread
publicity generated by
Ameriprise Financial breaches at financial
services firm.
The Situation:
 In late December 2005, an
 The Department of Justice Ameriprise Financial
survey estimates that 3.6 employee’s laptop that
million U.S. households contained unencrypted data
were victims of identity theft on approximately 230,000
in 2004. customers and advisors was
 Trafficking in personal date stolen from a car.
goes beyond U.S. borders:  Other financial services firm,
 The New York Times reports including Citigroup and Bank
that stolen financial of America, also
information is often acknowledge large-scale
distributed among customer data losses in
participants of online trading 2005.
boards and the buyers are  President of NCS, Rita Dew,
frequently located in Russia, a compliance consulting firm
Ukraine, and the Middle in Delray Beach, Florida,
East. says that the Securities and
 One reason clients are Exchange Commission
concerned about data requires investment advisors
 to have policies and for a safety software
procedures that address the program is much needed.
administrative, technical,
The Outcome:
and physical safeguards
related to client records and  Employees who are
information. transporting laptops should
install the Steganos Security
Suite on their computer.
The Response:  This software allows
employees to create an
 Ameriprise Financial had to
encrypted virtual drive on
fight back and had to
the laptop that serves as
implement “layers of
data storage safe.
protection.”
 Employees stores all client
 It is important for employees
related data and tax
who their primary business
preparation software
computer, and employees
database on the encrypted
regularly transport the
drive, which employees has
computer between home,
set up with one gigabyte of
office, and meeting sites.
storage space.
 The vulnerability of this
 The best thing is that when
arrangement and the need
an employee turns off the
 computer the information is  Encryption ensures that
stored “safe”, the software anyone who steals the
automatically encrypts the computer will be absolutely
virtual drive’s data. unable to read the data,
 The software also generates even by connecting it to
encrypted backup files, another computer as a
which employees store on “slave drive”.
CDs in a fireproof safe.  This has given many
 This should keep the data financial advisors the
secure if any employee’s greatest peace of mind.
laptop is stolen or if the drive
Terasen Pipelines
is removed from the laptop.
 Other financial advisors are The Situation:
relying on encryption both in
 Terasen Pipelines is a
and out of the office.
subsidiary of Terasen Inc.
 Other programs that are
located in Vancouver,
being used to protect client’s
Canada and is located in
information are RAID Level
several provinces and U.S.
1 system to store data on
states.
the drives that are encrypted
 In 2001 the company
with WinMagic’s
changed its headquarters to
SecureDocs software.
 Calgary to be closer to the
oil.
 With the big move, the
company went through a
growth spurt.
 With the company in many
different locations and the
growing numbers
employees, the HR
department saw a need to
find a new system to keep
more accurate records.
The Response:
 In the past Terasen had kept
records on paper and with
spreadsheets and with the
growth of the company, this
system does not work as
well as in the past.
 In order to compensate for
future growth, Terasen
began to look into HRIS
companies to help with the
HR operations.
 After researching different
companies, Hewitt’s
application service provider
model with eCyborg was
of found to be the right fit.
The Outcome:
 Although there was difficulty
adapting to a new way of
recordkeeping, Terasen was
able to find a system that will
help support the current and
future growth of the
company.
 Fortunately, some of the HR
staff had experience working
with an HRIS and were able
to help their colleagues
 imagine new processes, as  In order to help Terasen
aided by a system. ease the HR burden of
 One theme often voiced implementing a new HR
throughout this process was: system, the management of
 "You guys don't know how Terasen was convinced to
hard we're working when we look for a vendor to help
can make it so much easier implement and maintain a
with a system that could do HRIS system.
a lot of this for us”.  This system has helped
 You don't always have to run Terasen better prepare for
to the cabinet for the current and future growth.
employee file just to get
basic information.
 It can all be at your Shaw’s Supermarkets
fingertips.
The Situation:

 Shaw’s Supermarkets is the

second largest supermarket
chain in New England.
 With a workforce of 30,000
located at 180 stores
throughout six states,
 Shaw's HR staff is The Response:
responsible for managing
 In order to centralize HR
employees' personal data.
operations Shaw’s decided
 Their employee mix includes
to implement an ESS
approximately 70 percent
(employee self-service)
part-time employees,
solution.
consisting of students,
 The use of self-service
senior citizens, second-job
applications creates a
part-timers, and career part-
positive situation for HR.
timers.
 ESS gives HR more time to
 One third of the workforce is
focus on strategic issues,
made up of union
such as workforce
associates, and Shaw's staff
management, succession
oversees the company's
planning, and compensation
involvement with three
management, while at the
unions and six separate
same time improving service
contracts.
to employees and
 In order to help manage the
managers, and ensuring that
workforce, the HR staff
their data is accurate.
became interested in
 With this solution,
centralizing its HR
employees have online
operations.
access to forms, training
 material, benefits the employee cost, and the
information and other payroll company subsidy.
related information.  An employee self-service
application makes it very
The Outcome:
easy for them to understand
 Shaw’s has had positive their contributions and
feedback since coverage options.
implementing the ESS  I received several e-mails
solution. from employees saying this
 "The reaction from our was a great change and how
employees has been easy ESS was, which the
extremely positive," case is not often when
 Penney, VP of employees are selecting
Compensation and Benefits, their benefit options.
says.  By giving the employees
 "We even had a significant more access to their
increase in our medical information they are able to
coverage costs, and it was see the benefit choices
almost a non-issue because available to them.
the online enrollment  Employees are also able to
featured the plan choices, update their information
 online, which helps reduce Information Security Breach
the paperwork of the past. and Notification Law,
 Shaw’s has also seen charged CS STARS LLC, a
improvement in productivity Chicago-based claims
because employees are management company, with
updating information at failing to give notice that it
home, not during work had lost track of a computer
hours. containing data on 540,000

 CS Stars, LLC New Yorkers’ workers’ comp

claims.
The Situation:
The Response:
 New York Attorney General
Andrew Cuomo has  The owner of the lost data,

announced that New York which had been in the

State has reached its first custody of CS STARS, was

settlement with a company the New York Special Funds

charged with failing to notify Conservation Committee, an

consumers and others that organization that assists in

their personal data had gone providing workers’ comp

missing. benefits under the state’s

workers' comp law.
 Cuomo’s office, which
enforces the state’s 2005  On May 9, 2006, a CS
STARS employee noticed
 that a computer was missing stolen the computer, and the
that held personal missing computer was
information, including the located and recovered.
names, addresses, and  In addition, the FBI found
Social Security numbers of that the data on the missing
recipients of workers’ computer had not been
compensation benefits. improperly accessed.
 But CS Stars waited until
June 29, 2006, to notify
Special Funds and the FBI The Outcome:
of the security breach.
 New York's Information
 Because the FBI declared
Security Breach and
that notice to consumers
Notification Law, effective in
might impede its
December 2005, requires
investigation, CS STARS
businesses that maintain
waited until July 8, 2006, to
computerized data which
send notices to the 540,000
includes private information
New Yorkers affected by the
to notify the owner of the
breach.
information of any breach of
 On July 25, 2006, the FBI
the security of the system
determined an employee, of
immediately following
a cleaning contractor, had
discovery, if the private
 information was, or is  CS STARS will pay the
reasonably believed to have Attorney General’s office
been, acquired by a person $60,000 for costs related to
without valid authorization. this investigation.
 The law affects not only
IBM
businesses in their dealings
with their customers, but The Situation:
employers in their role as
 IBM's paperless online
custodians of employees’
enrollment system,
personal data.
introduced in 1999, has
 Without admitting to any
proved to be a winner for
violation of law, CS STARS
both the company's 135,000
agreed to comply with the
active U.S. employees and
law and ensure that proper
the company, according to
notifications will be made in
Cathleen Donnelly, senior
the event of any future
communications specialist at
breach.
company headquarters in
 The company also agreed to
Armonk, N.Y.
implement more extensive
 The company saves $1.2
practices relating to the
million per year on printing
security of private
and mailing costs alone,
information.
Donnelly says, and the
 employees’ can take the deadlines and when
advantage of a variety of changes take effect.
technologies to learn about  They automatically get
issues, research program access to health plans that
information and access are available to them, and
decision support tools from the calculator lets them
their desktop computers. compare estimated benefit
amounts for each plan.
The Response:
 "Employees can select the
 One of those tools, a health care services they
personal medical cost expect to use in a particular
estimator, enables year, estimate expected
employees to calculate frequency of use, and
potential out-of-pocket calculate potential costs
health care expenses under under each plan option,
each of the plan options  Donnelly says” The
available to them, Donnelly feedback that we've
says. received from employees
 Employees log in personally tells us that this tool has
and are greeted by name really helped them to make
and with important a comparison between plans
information regarding their based on how they consume
benefits enrollment, such as medical services."
 The calculator shows both links to the health care
IBM's costs and the providers for research.
employee's  Donnelly says the system
has received high marks for
The Outcome:
convenience because
 "Since we began offering employees can "get in and
online enrollment, we've out quickly."
learned that employees want
Toshiba America Medical
web access," Donnelly says,
Systems Inc.
so they can log on at home
rather than through the The Situation:
company intranet.
 Lynda Morvik, director of
 So the company has been
benefits and human
working to put in place a
resources information
web-based enrollment
systems at Tustin,
system that employee and
California-based Toshiba
retirees can access from
America Medical Systems
anywhere.
Inc. (TAMS), thought it
 Employees can get
would make sense to add a
summary information on the
benefits communication
plans, drill down into very
component to it.
specific details and follow
 By having all the benefit CT, X-ray, ultrasound,
information online, the nuclear medicine, MRI, and
TAMS employee handbook information systems, had
would also be a living been using a payroll service
document, enabling Morvik bureau and an in-house
to make changes when solution for HR that didn't
necessary. include easy-to-use
 Such was the case halfway consolidated reporting or an
through the project, when employee portal.
TAMS changed health care  After evaluating UltiPro
plans from Aetna Inc. to alongside several enterprise
United Health Group Inc. resource vendors, TAMS
selected Ultimate Software's
offering and went live in
The Response: September 2002 after an on-
time and on-budget
 TAMS, an independent
implementation.
group company of Toshiba
 Almost immediately upon
Corporation and a global
rolling out the UltiPro portal
leading provider of
to employees, TAMS began
diagnostic medical imaging
seeing improvements, with
systems and comprehensive
an estimated 70% increase
medical solutions, such as
 in open enrollment  In an effort to expand the
efficiency. usage of the Web beyond

The Outcome:
 the benefits enrollment  To continue elevating its use
process, TAMS has posted of Ultimate Software's
a library of documents and HRMS/payroll solution,
forms on its HR portal, TAMS modified the UltiPro
including the benefits portal to meet the imaging
handbook, which garnered a company's unique needs.
2004 Apex Award for  It was completely integrated
publication excellence. with several proprietary
 That same year, Business applications created to
Insurance magazine also address compensation and
gave TAMS the Electronic performance management
Benefit Communication issues so that TAMS
(EBC) award for outstanding employees have a central
achievement in location for comprehensive
communicating employee workforce and payroll
benefits programs over the information from a Web
Web. browser that they can
access with a single sign-on.
 more secure with the safety
of their information.
3. Security HRIS
 Whether electronic or paper,

 The privacy of employee employee files deserve to be

information has become a treated with great care.

major issue in recent years.  Establishing security and

 With identity theft becoming end-user privileges calls
a common problem, for a balance of
employees are becoming incorporating, HR policy,
more sensitive about who system knowledge and
sees their personal day-to-day operations.
information, and the security  One company that faced
it is kept in. a major security issue
 By making sure employee was CS Stars, LLC.
information that is kept in the  CS Stars lost track of one
HRIS is relevant to the of its computers that
company and making sure contained personal
there is limited access information that included
(password protection) to names, addresses and
such information, companies social security numbers of
can make its employees workers compensation
benefits.
 The bigger problem was of the security of the
that CS Stars failed to system immediately
notify the affected following discovery, if the
consumers and private information was,
employees about the or is reasonably believed
missing computer. to have been, acquired by
 Though the computer was a person without valid
retrieved and no authorization.
information seemed to  Another company that
have been harmed, many experienced a breach in
employees lost their security is Ameriprise
sense of security with the Financial. In late 2005, a
company. computer that contained
 New York's Information personal information on
Security Breach and clients and employees
Notification Law, effective was stolen.
in December 2005,  Because many of the
requires businesses that employees at Ameriprise
maintain computerized take their computers
data which includes between work and home,
private information to the company determined
notify the owner of the there was a need to put
information of any breach
 more security into those sure all information is
computers. being kept secure.
 Ameriprise made sure all  Making sure employee’s
employees had the new information is kept as
security suite installed on secure as possible there
their computers. will be more trust in the
 By responding quickly to company and the HR
the need for more employees working with
security, Ameriprise made that information.

4. HRIS software:

and photos, Separation

information.
4.1 ABS (Atlas Business
Solutions): 4.2 HRSOFT:

 General Information,  Identify and track senior

Wages information, managers, Assess
emergency information, management skills and
Reminders, Evaluators, talents, Generate a wide
Notes customer range of reports,
information, Documents resumes, employee
profiles, replacement
 tables and succession Control/Succession
analysis reports, Identify Planning, Training
individuals for promotion, Administration,
skills shortages, Organization Charts,
unexpected vacancy, HRIS-Pro Net
Discover talent deep, (employee/managerial
Competency self-service), HR
Management, career Automation (eNotification
development, align and eScheduler), and
succession plans etc. Performance Pro
(performance
management)
4.3 Human Resource
MicroSystems:
4.4 ORACLE- HRMS:
 Sophisticated data
collection and reporting,  Oracle iRecruitment,
flexible spending Oracle Self-Service
accounts, compensation, Human Resources,
employment history, time Payroll, HR
off, EEO, qualifications, Intelligence, Oracle
Applicant/Requisition Learning Management,
Tracking, Position Oracle Time and Labor.
4.5 PEOPLESOFT: Processing, Enterprise
Services Procurement,
 Enterprise eRecruit,
Workforce Planning,
Enterprise Resume
Warehouse.

5. Suggestion and
recommendations

 When the administrative updating benefits

processes and tasks of information account for a
the human resources large portion of the HR
department have become department's time and
overwhelmed, the advantages of
implementing a human HRIS would help.
resources information  Businesses of all sizes
system (HRIS) may be a are already recognizing
viable solution. the advantages of HRIS
 Common administrative and implementing the
tasks that involve software to improve
completing paperwork, efficiency for the entire
filing reports, and organization.
  Here are some of the key • Applicant tracking
benefits of HRIS software. during the recruitment
stage
 HRIS provides:
• Easy compliance
• Easy-to-update
and statistics reporting
compensation and review
modules
information
• Email scheduling
• Self-service options
capabilities and improved
for different users in the
communications with
organization
employees
• Efficient benefit
administration and
updating

6. Conclusion

 The main conclusion of this influence that these systems

paper is the realization that have in the recruiting
the use of business HRIS is process, which make us
in a developing and retrieval. think that HRIS will gain a
 In spite of this, it is place in many organizations
recognized the positive
 in the short and medium  The parent companies, with
term. regard to their subsidiaries,
 Regarding the commonest and the largest firms in
applications of HRIS, terms of number of
findings indicate that a fairly employees.
large percentage of firms  This seems a logical finding
rely on these systems for at because their more complex
least one the stages of the structures may benefit more
recruitment process. of the advantages of HRIS
 Nevertheless, the presence to increase the efficiency of
of these applications is their recruiting processes.
scarcer for the most  Besides, HRIS are found to
complex and delayed in time be preferred in combination
tasks, such as decision with other HRM practices,
making processes, because instead of on their own.
they require, in return, more  This reveals that human
complex HRIS. judgment is still the main
 It was also observed that criterion for making
two groups of organizations decisions in this area, albeit
lead the HRIS assessed or supported by
implementation trend: the information provided by
the HRIS.