HRIS Definition

The Human Resource Information System (HRIS) is a software or online solution for the data entry, data tracking, and data information needs of the Human Resources, payroll, management, and accounting functions within a business. Normally packaged as a data base, hundreds of companies sell some form of HRIS and every HRIS has different capabilities. Pick your HRIS carefully based on the capabilities you need in your company. Typically, the better The Human Resource Information Systems (HRIS) provide overall: Management of all employee information. Reporting and analysis of employee information. Company-related documents such as employee handbooks, emergency evacuation procedures, and safety guidelines. Benefits administration including enrollment, status changes, and personal information updating. Complete integration with payroll and other company financial software and accounting systems. Applicant tracking and resume management. The HRIS that most effectively serves companies tracks: attendance and PTO use, pay raises and history, pay grades and positions held, performance development plans, training received, disciplinary action received, personal employee information, and occasionally, management and key employee succession plans, high potential employee identification, and applicant tracking, interviewing, and selection. An effective HRIS provides information on just about anything the company needs to track and analyze about employees, former employees, and applicants. Your company will need to select a Human Resources Information System and customize it to meet your needs. With an appropriate HRIS, Human Resources staff enables employees to do their own benefits updates and address changes, thus freeing HR staff for more strategic functions. Additionally, data necessary for employee management, knowledge development, career growth and development, and equal treatment is facilitated. Finally, managers can access the information they need to legally, ethically, and effectively support the success of their reporting employees

How to Select Human Resources Information Technology . Human Resources information technology is essential for companies to manage their benefits plans and their employee information. Benefits management technology is no longer a nice to have, but a necessity to help HR manage both a sea of information and the money spent on benefits plans, as HR faces limited resources and constantly changing data. But how do HR and other executives know they are selecting the best HR information technology to manage all of the details, and that the solution they select will stand the test of time? Following are the key questions to ask and answer in the process of selecting Human Resources information technology. What is the degree of flexibility and scalability that the HR information technology software provides? HR professionals should determine if the software can import data from multiple Excel spreadsheets, databases, and paper documents and the level with which it can interface with all kinds of systems and data. The software should be able to take in and filter information from multiple sources. Ideally, this process should also be automated. Many online enrollment solutions require that data be manually manipulated before it can go to a carrier to update their systems. Automation of the update format, transmission schedule and delivery method can help to eliminate billing and eligibility issues. Will the software be able to accommodate HRs company and benefits carriers rules? A truly capable enrollment engine will evaluate each enrollment activity and apply any necessary combination of rules, messages, prompts, and options specifically designed to meet the exact eligibility requirements desired. The software should accommodate any eligibility rules that the company and carriers have. Will the HR information technology be able to grow and scale with the organization? HR should assess the technologys ability to grow as the company brings on new employees, offices, benefits changes, and rules. HR should ask about the thresholds for each of these elements. Is the HR information technology software able to integrate with other systems? Payroll and other functions often share much of the same information as benefits management. HR can obtain greater efficiencies when data and other employee information entered into one system can be shared with another system. Who is responsible for implementing, or building, the solution? What level of training is involved? Some solutions require the client to be very involved with the initial implementation, which can be overwhelming for already busy HR administrators. HR should have a clear understanding of the level of training and technical

expertise that will be required and the amount of time expected. Questioning solution providers on this topic can provide insight into subtle areas that might initially appear simple, yet involve significant technological expertise. HR can then determine specific tasks that may be so cumbersome as to realistically impede completion, potentially reducing HR information technology value and ROI. If training is involved, is there a charge? Costs of training should also be assessed including time away and travel expenses for off-site travel. HR needs to become aware of all hard and soft costs involved in the HR information technology adoption. Who will own the data? The answer to this question should be the Human Resources organization. Companies should be able to transport their data to any Application Service Provider (ASP). If the data resides on a carriers proprietary server, the company may sometimes be charged additional fees should it switch carriers. What types of maintenance and upkeep are required? When software is installed on a companys on-site workstations or servers, regular updates to that technology are often required and may be cumbersome to plan for and manage. Updates to HR information technology are often made automatically with software available online through an Application Service Provider (ASP) or Software as a Service (SaaS) model. What security measures are built into the HR information technology? If the software is available online, through an ASP or SaaS model, the provider should offer daily backups, backup servers, and added protective layers. Additional systems and procedures should be in place to safeguard information from being lost or accessed by unauthorized personnel. HR, in consultation with other managers, should have exclusive authority to decide who will be allowed access to the HR information technology and to what degree. Will employees be able to enroll in benefits plans and make changes in real-time to their personal data and plan choices? Employee access should be a given, considering the widespread, general access to computers; 70% of the population has Internet access at home. Employee self-service provides huge potential to save time and money. A good self-service system will guide employees smoothly through entering information about themselves and their dependents. The system should clearly present the plans available and enable employees to make selections at their convenience, simplifying these actions throughout the process with wizards. Employees should also be able to add dependents and change information as necessary, 24 hours a day, seven days a week. These are additional questions to answer as you assess your organizations Human Resources information technology needs. Here is the first half of the questions.

Will the technology provide Human Resources with the authority to decide who will be allowed access and to what degree? Along the same vein of providing employee access, the technology should give HR the final say. HR should have the authority to approve all data before it is transmitted to carriers, and should also determine the extent to which employees and others have access. What types of reporting capabilities are available from the HR information technology? Reporting technology should offer multiple views and formats (spreadsheet, PDF, html), big picture assessment and the ability to drill down to enhance decision-making. HR should be able to assess, at any time, enrollments in specific plans, outstanding actions, and changes in employee demographic information in relation to benefits and other employee data. Does the software offer specific features to help HR save time? Depending on its own departmental needs, HR might want to inquire about the technologys ability to process information in batches, manage notifications and billing for COBRA policies, provide self-billing and bill reconciliation tools, and specific reporting. Does the software offer specific features to help HR communicate better with employees? Some programs give HR the flexibility to communicate with employees on a number of levels - via mass email, electronic "bulletin boards," and by specific filter criteria (such as location, department, insurance plans, enrollment status, retirement status, and others) through the HR information technology system. Having a number of means to communicate can further automate processes and help HR to better target messages. Does the HR information technology system provide a means of checks and balances? In addition to enabling HR to approve transactions, many HR information technology systems also provide capabilities for HR to serve as the gatekeeper in auditing carrier billings to make sure they agree with the data in the system. This can: --ensure the accuracy of carrier invoices, --save time and money, --assist in the timely delivery of employee enrollments, and --enhance confirmation of eligibility when employees go for care. How will information be exchanged with carriers? And, who will be responsible for this interaction? Integration of the HR information technology system should be judged not only by the number of carriers with which the software has relationships, but by the type of connection that it enables. Ensuring successful interaction with carriers through a benefits management software requires many steps, including: --gathering initial implementation data census; --setting up initial integration for the ongoing information exchange; --coordinating daily or weekly interaction to make sure data is received and

accurately applied; --reviewing ongoing updates; --ensuring carrier requirements for enrollment are being met in compliance with regulators; and --fostering a proactive relationship with each carrier to improve the relationship of data exchange. Knowing who is responsible for each task is essential to fully understanding a product offering. Each software provider will offer a different level of integration in providing some, to all, of the tasks outlined above. HR should look to work with vendors that demonstrate strong, ongoing, seamless relationships with the companys selected carriers. Many providers enable transmission of a generic ANSI 834 file, which may or may not be accepted by the carrier, a factor often influenced by the size of the group. Managers should look for providers that offer clean, validated transfers (ensuring the eligibility of the transaction), customized to each carriers needs to avoid issues. They should also look to providers that have a dedicated EDI (Electronic Data Interchange) department to interact with the carriers own, specific transfer language. What level of customer service is provided? Is there an additional charge for service? HR should determine the level of access to help that is provided and what constitutes customer service - online help via a database, online chat, email support, conversations with a live person, or a combination thereof. Given the sensitivity of benefits and other HR information, managers should expect a response to inquiries within 24 hours from a direct contact that can help. What is the cost of the HR information technology system and does it outweigh the benefits? HR should assess the complete cost of the HR information technology system, including all annual, monthly, and one-time charges, alongside the benefits provided. A slightly more expensive system may more than pay for the difference with features that enable employees to maintain their own records and offer greater convenience, time savings, and accuracy. These factors should be considered and weighed in selecting an HR information technology system. The need for HR information technology systems is increasing. With HR staff finding a vast array of options in HR information technology systems, it is increasingly important to analyze and weigh all options available. Choosing an HR information technology system should be looked at as an investment that will grow with the department and companys needs. These questions will lead you to the appropriate HR information technology system for your company.

Spring Cleaning Your Human Resources Department Adopt a Web-based Human Resources Management System Solution The spring and summer seasons are finally here bringing with them warmer weather and a host of seasonal traditions. Included in this group is the dreaded, but necessary spring and summer cleaning. While many households participate in this ceremonial cleansing, it is often neglected in the office environment, where it may actually be needed the most. By June, individual desks and workspaces are often primed for a thorough cleaning. On an even larger scale, however, entire departments are also in need of the same overhaul namely the Human Resources department. What many consider to be the heart of a company, the HR department is the information center for the most important assets of any organization the employees. Maintaining a well-organized HR department is imperative for cultivating a successful and satisfied workplace. Beginning this task can seem overwhelming, but selecting an innovative Web-based Human Resource Management System (HRMS) and dividing the process into five easy-to-handle steps, the transformation is extremely manageable. In order to complete this project, the following list identifies the most important steps an organization can take to ensure their HR operations provide the best environment for businesses to thrive and grow. Go Green An easy place to start is by removing the clutter that has piled up in and around the workplace. In the same way your desk acquires excess paper, the HR department constantly gathers unnecessary clutter. Integrating the use of a Web-based Human Resource Management system payroll platform with document storage allows HR managers to streamline the entire HR lifecycle from recruitment and training to payroll and benefits administration. Consolidating these processes into one system allows small and medium sized businesses to proactively manage HR operations and improve efficiency. A Web-based Human Resource Management system payroll platform is a valuable option for many organizations that are looking for a centralized, integrated and cost effective solution. Through a centralized platform, employees at each level can easily access vital information deleting an expensive and environmentally unfriendly paper trail. From a managerial standpoint, a Web-based Human Resource Management system provides online access to and secure storage of employee reviews, paid time off tracking, payroll information, job description development and employment law information. Individual employee information such as pay stubs, vacation days, company handbooks, benefit enrollment information and emergency contact forms are also stored online for quick and efficient retrieval. Open the Windows Opening the HR window and letting employees access personnel information is beneficial for an organization. Providing an employee self-service option grants employees the capability to do things such as enroll for employee benefits online, request and track paid time off or vacation days, update contact information, and keep

track of issued office property. A Web-based Human Resource Management system provides real-time access to vital information and equips employees and HR managers with tools while eliminating unnecessary HR workflow. Simple requests that once required HR or management approval can now be automated, streamlining routine and redundant paperwork and improving efficiency. Self-service functionality takes HR one step further. By empowering employees with these self-service tools, your HR department can expect fewer calls. Giving employees the capability to manage certain aspects of their personnel file not only improves data accuracy and reduces potentially costly errors, but also builds trust and produces more satisfied, productive workers. Tidy Up Benefits Once the physical HR space is straightened up the next place to address is employee benefit administration. In a recent poll conducted by the National Association of Professional Employer Organization, inadequate benefits are among the top reasons employees leave an organization. Unfortunately, the same study revealed that only 8.9% of employers expanded health benefits in 2007. Typically, brokers fall into the status quo of showing up 60-90 days prior to renewal to discuss plan and carrier options. In order to avoid falling into this trap, it is important to utilize a proactive insurance solution that begins searching for the most comprehensive plans a full six months prior to the renewal deadline. The extra time allows the broker to fully analyze data, understand company goals and research the most innovative benefits programs. This approach allows companies to achieve cost efficiencies as well as receive the most appropriate plans for their employees specific needs. See the final two steps in the Human Resources office spring and summer cleaning. Make Employees Shine At the beginning of the year employees and employers often make resolutions and promises that become difficult to maintain as the months pass, but the spring and summer season is the perfect time to get back on track. A great way to motivate drained employees is by offering a variety of online training programs to sharpen skills and expand education. Allowing employees the chance to research and improve specific skill sets, promotes both business and personal advancement. Additionally, the warmer months are the perfect time to start a midyear incentive program. Whether you choose distributing employee rewards or participating in team building activities, showing your employees gratitude for their hard work is always worthwhile. Prepare for Success

Generally, companies wait until December to begin conducting Human Resources audits and implementing major changes. The end of the year, however, is usually a very chaotic time with deadlines and end of quarter demands. The spring and summer seasons are customarily slower presenting the ideal opportunity to begin introducing company changes without sacrificing business progress. Taking the time in May and June to prepare for the future helps position your company to propel through the closing months and into the New Year. Also, with the right recruiting and forecasting tools in place, companies can be sure to attract and retain the best candidates, further increasing their chances for future success. Taking the Plunge The easiest way to start making these changes is by integrating a Web-based Human Resources Management/payroll system into your HR department. Most Web-based Human Resources Management systems offer more than HR and employee benefits administration services such as payroll, talent management, applicant tracking, recruiting tools, pre-employment testing, background checks, labor law resources and skills training. Also it is equally as important to choose a Web-based Human Resources Management system that is easy to use. Selecting a solution with an interface that is difficult to access and navigate can discourage employees from embracing the service. Be sure to select a user-friendly option to encourage employee participation. Regardless of your industry or business size, a Web-based Human Resources Management/payroll system can help your company achieve productivity while staying within the company budget. By choosing a Web-based Human Resources Management system and making these simple, but valuable changes, employers can turn a basic HR practice into a highly efficient and responsive process that benefits employees, organizations and the environment. See the first three steps in the Human Resources office spring and summer cleaning. Summary description The Eenadu Group (Ushodaya Enterprises Ltd) is a media company based in India. The company primarily operates in newspaper publishing, specifically in the Telugu language. It also operates in magazine publishing, television broadcasting and online media.

INTRODUCTION

PROFILE OF THE ORGANISATION Eenadu Group (Ushodaya Enterprises Pvt Ltd) Ownership type: Private Private equity investors: Yes Stockmarket: Reuters Code: N/A Bloomberg Code: N/A Key activities: Printing Consumer magazines Newspapers Television broadcasting TV/Radio production Activities Newspapers and Periodicals The company publishes a daily Telugu language newspaper title, The Eenadu Daily. It has a daily readership of 14.7 million (IRS R2, 2009). The company also publishes a number of Telugu language periodicals, including Annadata, an agriculture and trade periodical. Annadata has circulation of 133,191 (ABC, Jul-Dec 2009). Television Broadcasting ETV Network's, bouquet of 12 regional channels are source of rich infotainment to audiences in the language of their choice: ETV Telugu, ETV2, ETV Bangla, ETV Marathi, ETV Kannada, ETV Oriya, ETV Gujarati, ETV Urdu, ETV Uttar Pradesh, ETV Rajasthan, ETV Bihar and ETV Madhya Pradesh. ETV-Network channels have been popular because the quality entertainment is provided to viewers in the language of their choice depicting the culture with which they are able to connect. It is this spirit of empathy with individual cultures/languages that has helped ETV to reach millions of viewers. With the same spirit ETV provides digital entertainment to Indians living in U.S.A. with ETV Telugu, ETV Bangla and ETV Gujarati entertainment channels. Telugus, Bengalis, and Guajaratis can access wide variety of entertainment programmes in a language that is close to their heart. www.etv.co.in Film Production and Distribution The company operates one of Indias largest film studio complexes, Ramoji Film City, built on a 1,666 acre site in Andhra Pradesh. The group also has two other subsidiaries operating in film production services: Mayuri Film Distributors and Ushakiron Movies (80 movies produced as of 2007).

Online Publishing The company operates Eenadu.net, the online version of its Eenadu newspaper. The portal offers news, film information, business and sports updates with 50 million pages views and 8.0 million unique users (Company data).

It is absolutely critical that you define the base technical environment for the new application before you begin to look at any specific products. This is an area where your Information Technology representative plays a key role. The questions that need to be answered include: what type of application are you looking for, stand alone PC, networked client/server, or mainframe. What operating system does it need to run on -- Windows NT, UNIX, etc.? If it's a database application, what database does your company support, SQL, Oracle, DB2? How will it connect to remote offices? Does it need to be web deployable? Does it make a difference what language the application is programmed in such as C++ or Visual Basic? Is your IT department planning a major change in technology platforms in the next year? Hardware About An (HRIS) or Human Resource Information System, is an HR database application used to track information pertaining to your employees and applicants. Take all the information in an employee file and store it in a HR database and then provide the capability of reporting on the information and you have a basic HRIS. This might include some or all of the following capabilities: Applicant Tracking, Employee Information, Benefits Administration, Benefits Online Enrollment, Employee Training Records, Employee Self Service, Employee Manager Self Service, Performance Reviews and Compensation, Reporting, Payroll, Position Control, Government Compliance Issues, and Time and Attendance. Tools Front end Back end