HRIS is a system designed to supply information required for effective management of human resources in an organisation.

INPUT

DATA MAINTENANCE

OUTPUT

Procurement function Development function Compensation function Maintenance function Integration function

Inventory of present & future needs for manpower Reliable performance standards Possible changes affecting manpower utilisation Valid measures for testing & selection Costs of recruitment & replacement

DEVELOPMENT FUNCTION

valid measures of employee performance Cost benefit calculations of training & development Linkages between individual aspirations& organisational needs Career & succession plans

Linkage between wages & productivity Impact of money on work motivation & employees Effect of inflation& technology on wage levels & productivity Environmental standards for physical & mental health of emplyees Causes & costs of employee separation Incentives for voluntary separation if necessary . Communication & leadership climate in the company Adaptation to environmental changes Causes of changes in productivity level Impact of changes in technology & markets.

MAINTENANCE FUNCTION

INTEGRATION FUNCTION

The type and range of HRIS depends on the nature and size of the organisation ,preferences of top management ,need for government regulations, availability of software packages, etc. THE STEPS INVOLVED ARE:
1.

Preliminary system analysis : It involves definition of the problem ,specification of objectives & operational needs ,constraints affecting the system , making feasibility study & submission of the report . System Design : At this stage the problem is described in detail . Alternatives to meet the objectives are described and evaluated. Broad engineering reqirements of the chossen alternative are specified & its effects on people are estimated .

2.

3.

Systems Engineering : In this step , a detailed study of engineering components & their cost effectiveness is made . Recommendations about the system are then made to the top management. Systems training & implementation : The total HRIS, its sub- systems & running of the system are tested & installed . Systems monitoring & evaluation : It involves measuring the performance of the system , its continuous evaluation & modification. It is necessary to solve properly the human problems in system design & control.

4.

5.

Downsizing Voluntary Retirement Scheme (VRS) Empowerment

Downsizing means reducing the size of the organisation through planned elimination of positions & jobs . It is a restructuring process in which the organisation disposes of its non core activities. In context of HRM, it involves elimination of certain jobs with a view to improve work efficiency. The organisation reduces staff which is excess of its needs.As a result some of the employees get separated from the organisation.

An organisation might suffer from overstaffing due to faulty human resource planning. At one time, Steel Authority of India had 1,70,000 employees as against its actual requirement of 1,00,000 employees . A change in man-machine ratio may occur due to technological advances. An organisation may start outsourcing some of its business functions.As a result people employed in these functions become surplus.

Before downsizing ,alternatives such as work-sharing , downgrading, redeployment,etc. may be tried. HR personnel must ensure proper communications to minimize the negative effects of rumours & ensure that individuals are kept informed with factual data. In order to sell the idea of downsizing to the employees ,HR professionals have to convince trade unions & win their support for downsizing. HR managers must also deal with the actual layoff. They must have programmes to assist the laid off employees. When informed about layoff, employees face many uncertainities about service, pay, retirement benefits , search for alternative job, transition assistance,etc .These uncertainities need to be anticipated & taken care of.

Under this scheme, the organisation & its employees enter into a mutual agreement. Under this agreement employees agree to voluntarily retire on payment of agreed compensation by the employer. During 1991 India adopted the policy of economic liberalisation, Globalisation & privatisation. Since then several organisations in both public sector & private sector have downsized in order to reduce the surplus staff. VRS has been used to reduce the wage bill by offering one time compensation. VRS has come to be known as Golden Hand Shake in view of its benefits for both employees & employers.

HR department needs to provide counselling & infrastructural support to employees coming under VRS. Steps involved are: Identify the right number of people for retrenchment through vrs. Design an effective & variable scheme which is beneficial to both the company & the concerned employees. Effectively communicate the need & benefits of the scheme to the employees & their families. Implement the scheme in an equitable & transparent manner. Take care of employee grievances. Provide counselling & vocational guidance for identifying alternative opportunities including self employment. offer investment guidance for safe & profitable deployment of VRS funds.

 Empowerment means encouraging & allowing individuals to take personal responsibility for improving the way they do their jobs & contribute to the organisations goals. It requires the creation of a culture which both encourages people at all levels to feel that they can make a difference & helps them to acquire the confidence & skills to do so. - Richard Carver

knowledge workers Cut throat competition Speed & flexibility Globalisation Human resource development

IMPACT : when an employee feels that the completion of task will make a difference, such a task has impact on his performance. COMPETENCE : when the employee has the ability, skills & knowledge to perform a task, he feels the sense of competence. MEANINGFULNESS : when the employee feels that the task assigned to him is worthwhile, he develops a sense of meaningfulness in the job. CHOICE : when the employee feels that he has freedom to make decisions & initiate actions, he experiences the sense of choice.