Systems Inc.

A Human Resource Company

Mission Statement

It is our goal to provide our clients with the most reliable and up to date information on the benefits of implementing a Human Resource Information System.

Values

We believe in upholding strong morals and business ethics We believe our customers are the most important aspect of our business We listen to our clients and commit ourselves to exceeding their expectations We are committed to making improvements in our operations in order to meet our goals We pride ourselves on our hard working diverse employees to provide the most accurate information to our clients We believe in rewarding and recognizing our employees for outstanding achievements in the industry

What is a HRIS?

A human resource information system is an integrated system providing information used by HR management in decision making. It allows a company to keep track of all of its employees and information about them. It is usually done in a database or, more often, in a series of inter-related databases. (1)

History of HRIS

Developed in the 1960s. Used by large companies with their payroll systems. Very expensive to buy and use. Required a full time staff to support them. Provided limited information and were often difficult to customize. Introduction of Personal Computers in the 1980 made them affordable. Access to electronic information made them popular. Mid 1990s web based systems became popular. Provided larger storage and better processing capabilities. Understanding of HR depth made Spectrum, PeopleSoft, and Oracle leaders in the HRIS industry.

Information included in a HRIS

HRIS systems include the employee name and contact information and all or some of the following:
Department Job title Grade Salary Salary history Position history Supervisor Training completed

Special qualifications Ethnicity Date of birth Disabilities Veterans status Visa status Benefits selected .more

HRIS Uses

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 Applicant tracking, interviewing and selection

Capabilities of better HRIS

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 and resume management

Types of HRIS

PeopleSoft Spectrum Smart human logistics Simpata People-Trak Each software has a target market that ranges from small to large

Reasons to use an HRIS

Enables employees to do their own updates and address changes, Frees HR staff for more strategic functions. Data necessary for employee management, knowledge development, career growth and development, and equal treatment is facilitated. Managers can access the information they need to legally, ethically, and effectively support the success of their reporting employees.

Appropriate HRIS for your Company

General rule of thumb: If you staff more than 100 employees you may want to consider a HRIS Third party consultants can be used to help with the selection process Develop a checklist to help establish needs

Checklist Core checklist

Personal information, including basic contact information, demographic data, dependents, military history and emergency contacts Benefits administration including unlimited plans, on-line open enrollment, premium calculations, eligibility, benefits statements, cost summaries, HIPAA Certificates, COBRA tracking and carrier information Total Compensation including base pay, other pay, planning tools and pay grades Absence accruals, time-off requests, paid time-off and FMLA Employee development, including training courses and classes, online enrollment, wait lists, qualifications, competencies and certifications

Checklist Additional content

Recruitment and applicant management

Budgeting and position control Career and succession planning Salary survey analysis Electronic timesheets Organizational charts Employee and manager self service

Checklist Vendor Profile

Number of years in business Main business focus (i.e. HR only, Payroll, Enterprise Systems) Number of key staff members who have prior HR experience and their roles within the organization Avenues for selling the HRIS (i.e. sales force, third parties) Avenues for service support (i.e. internal support or outsourced) Typical length of implementation Number of full-time staff involved exclusively in Development, Support Services, Marketing, Sales, and Corporate Administration Avenue for handling hot-line support calls and the typical response times

Vendor checklist cont.

Business partners and the way those services enhance the vendors product Technology operating environment (i.e. Microsoft, Oracle, IBM/DB2, etc.) Scope of clients the vendor serves o Type and size of clients serviced o Client base by industry sector o Number of clients that have licensed the product and how many of those clients are still active o Number of new clients acquired in the past 2 years o Number of clients on active maintenance plans o Reasons for losing clients (4)

Additional questions to ask

Do you have a budget for an HRIS and can the vendor provide you with a solid ROI? What internal staff will be needed to support the system? Type of purchasing option: License, Host or ASP What resources and experience does the vendor have with implementations similar to yours? Can the vendor meet your expectations?

Implementing a HRIS

3 keys areas
Configure

the HRIS for the companys process and policies The company must then interface the data with other systems and convert the companys historical data into the new system Company must prepare itself for the system.

Interfacing

When linking the HRIS with existing systems companies may form teams to deal with the various activities of the HRIS. Often times HR team members find that original data is not up to date. This is a good time to get up to date employee data from the employees.

Compatibility may become an issue:

Remapping or upgrades must be done

Remapping can be time consuming Upgrading can be costly, but worth it in the long run

Preparing the Company

A lot changes will take place before, during, and after a HRIS is implemented.
Extensive time, energy, and money will go into implementing a HRIS. During this time a lot of problems and stress can arise.

Departments that didnt work together before often times will work with one another after implementation.

ROI

ROI is main reason for integration of HRIS

Factors of ROI can include: How many part time and full time employees are staffed by the firm? Salary of employees Overtime pay Training pay

Use the calculator at following URL to help find the ROI for your company: http://www.oracle.com/global/uk/campaigns05/ro i_6.html

ROI Examples

The Cedar Group, a global technology consulting company, estimated a five-year savings of $7.89 million by integrating a HRIS. In their HR department alone they saw the following ROI:

86% reduction in payroll run time: reduced from 43 hours to 6 hours Increased from 6 companies to 15 with no impact to payroll processing time 30% FTE reduction: Reduced HR and Payroll FTE reduced from 23 to 16 Eliminated manual data entry for open enrollment Improved customer service in HR, Benefits and Payroll (2)

ROI Example

The New York City Housing Authority (NYCHA) is Americas largest public housing organization.
Implemented Oracle E-Business HRIS in 2003. By implementing the HRIS NYCHA was able to decrease their Full time equivalent employees by 30%, from 90 employees down to 60, which saved them an estimated $4.5 million. In total NYCHA saw a ROI of 137%.