Unit II: Human Resource Information System

Concept, Objectives of HRIS,

HRIS module,
HRIS stages of development,
Types of information, sources of information, Method of data collection,
Procedure of maintaining HRIS at macro and micro level.
2.1 Concept, Objectives of HRIS
HRIS Defined
HRIS can be briefly defined as integrated systems used to gather, store and
analyze information regarding an organizations human resources. (Hedrickson,
2003, p.381).
HRIS One which is used to acquire, store, manipulate, analyze, retrieve and
distribute information about an organizations human resources. (Tannenbaum
1990)
Not just technology:
HRIS is not limited to the computer hardware and software applications that comprise the
technical part of the system: it also includes the people, policies, procedures and data
required to manage the HR function. (Hedrickson, 2003, p.381).
Systematic procedure for collecting, storing, maintaining, retrieving and validating HR
related information .
Input to corporate decision making process.
Computerized technology.
HRIS
Generic term referring to any information system used for obtaining relevant
and timely information on which to base human resource decisions.
Most HRIS Contains
I.
Personal history - name, date of birth, sex
II.
Work history - salary, first day worked, employment status, positions in the
organization, appraisal data and hopefully, pre-organizational information
III.
Training and development completed, both internally and externally
IV.
Career plans including mobility
V.
Skills inventory - skills, education, competencies...look for transferable skills
History Of HRIS

Early (pre-WW II)

Personnel
Old term for human resources
Historically isolated from core organizational functions
Record keeping
Name, address, phone, employment history
Between 1945 and 1960
Human capital issues
Formal selection and
development
Employee morale
No real changes from earlier
days

Early (1960s to 1980s)

Personnel became HR
HR was seen as key in organizations
Government and regulatory agencies increased reporting requirements
Still, HRIS was used mostly for keeping administrative records
Contemporary HRIS

Large and small businesses are utilizing HRIS.

Personal computers have made HRIS available and affordable for any sized firm.
HRIS has evolved from simple record-keeping to complex analytical tools to
assist management decision making.
Who Uses HRIS and How is it used ?
HR Professionals
Reporting and compliance
Benefits administration
Payroll and compensation
Applicant tracking, skills
analysis
inventory
Functional Managers

Performance management

Team and project

and appraisal
management

Recruitment and resume

Training and skills testing

processing

Management development
Individual Employees
Self-service benefit options
Career planning
Training and development
2.2 Objectives of HRIS
1. Effective Planning and Policy Formulation;
Supply the needed inputs for HR planning and HR policy formulation, both at
macro and micro level.
At company level, HRIS forms basis for HRM practices, specially in HRP.
2. Monitoring and Evaluation;
Support for careful checking of HR demand and supply imbalances, if any.
Basis for policy evaluation in the HR utilization and development area.
3. Provide Inputs to Strategic Decision;
Provides detail and logical information needed to SHRM.
Helps to make SHR decision- redundancy, rightsizing, competency profiling etc.
The common objectives of HRIS, are;
To make the desired information available,
To install HR related data processing methods,
To keep up to date information,
To maintain secrecy and security of HR information.
2.3 HRIS Module
Integrated form of techniques, technology, process, system, procedures etc. in HRIS.
HRIS modules should be compatible with organizations need to manage and maintain
HR related information.
Need to considered
Database technology,
Reporting system
Networking technology,
Decision support system etc.
Work flow,

i.

2.4 HRIS stages of development

TPS stage
MIS stage
DSS stage
2.5 Types of information
A computerized HRIS is designed to monitor, control and influence the activities of
people from the time they join the organization till the time they leave the
organization.
Includes integrated data about jobs, employees and organization.
Includes information about following sub system;
HR Planning sub system- HR demand and supply, skill development, job description,
job specification etc.
ii. Recruitment and selection sub system- advertisement, applicants profile,
appointment, placement data etc.
iii. Employee administration sub system- leaves, transfer, increments, promotion etc.
iv. Training sub system- TNA, training course design, training program assessment.
v. Performance appraisal sub system,
vi. Pay roll sub system,
vii. Personnel research sub system- employee attitude survey, absenteeism, turnover
rates.
2.6 Source of Information
Employees Application Blanks.
Performance Appraisal Report.
Job Analysis
Employee Administration Record.
Training Program.
Employee Audit.