HUMAN RESOURCE

INFORMATION SYSTEM
HRIS is a systematic procedure for collecting,
maintaining, retrieving and validating data
needed by an organization for efficient and
effective management of human resources.
 HRIS in Nutshell
• ‘HRP’ is concerned with bringing balance in
supply and demand of manpower to achieve
present objectives.
• The basis of all ‘HRP’ is information. ‘HR’
managers need hard data to improve quality of
HRP.
• HRIS provides a method by which organization
collects, maintains, analyses and reports
information on people and jobs.
  Points to be considered to make
information's useful and effective
Adequacy of information
Specificity of information
Over-estimating information
Identifying need levels
Mechanism for addition/deletion
Management support
Quality of information matters
 HRI at Macro Level
Forecasting manpower at the macro level
Database for Demand Forecasting Database for Supply Forecasting
 Population statistics  Age at entry & age at exit
 Economic parameters  Annual enrolment and
 Existing technologies outturn
 Emerging technologies  Attrition rates
 Retirement
 HRI at Micro Level
DATA MODULE
PERSONAL DATA MODULE
RECRUITMENT MODULE
JOB EXPERIENCE MODULE
PERFORMANCE APPRAISAL MODULE
T & D MODULE
WHAT IT SHOULD CONTAIN
•Identification particulars
•Educational qualifications
•Technical qualifications
•Special privileged category
•Date of recruitment
•Grading in different tests
•Overall grading
•Job preferences and choice if any
•Placement history
•Grade promotion
•Tasks performed grade wise
•Significant contributions etc
•Performance appraisal at each job held
•Job experience evaluated in the light of
job description
•Communication rating of interpersonal
relationship
•Commitment to corporate goals etc
•Nature of training received at each level
 HRM as a total system :-
• Interacts with other systems of the
organization.
• It also provides services to them in terms of :-

a. Forecasting & planning human resources

b. Maintaining an adequate workforce
c. Controlling the man power policies &
programs.
 MANPOWER SYSTEM

INFORMATION SUB SYSTEM &

INPUT PROCESSES OUT PUTS
• Company • Recruitment, • For operating managers
objectives selection & hiring Improve personnel
• Operating plans • Placement, performance
• Job related training • For organization personnel
information &development Personnel satisfaction
• Personnel plans • Pay & • For organization goals
• Personnel policies compensation Related to manpower
• Other planning • Health, safety & • For Personnel management
premises security • Reports, records etc related
• Maintenance to manpower

Feed back on effectiveness of manpower

system
 Types of Information's
Recruitment information

Advertisement module
Applicants profile
Appointment
Placement data
Personnel administration information comprises
of personal needs of an employee

Leave
Transfer
Promotion
Increment etc
 Manpower Planning information

 HR mobilization
Career planning
 Succession Planning
Inputs for skill development
 Training Information
 Designing course material
Arranging need based training
Appraising the training program
Health Information
Health
Safety
Welfare of employees
 Appraisal Information or inputs for
Promotions
Career Planning
Succession Planning.
Payroll Information
Wages and Salaries
Incentives, allowances
Fringe benefits
Deductions for provident fund etc
 Personnel Research Information

Employee attitude
Turnover
Absenteeism.
 Sources of Information
 HRIS develop a personnel inventory, means a
list of personnel and their background
providing information that can be used for
human resource planning.
 Information's on personnel inventory is
obtained from job applications and
questionnaires filled by employees from time
to time.
 Data for Personnel Inventory System
Descriptive Data
 Name
Address
Date of birth
Marital Status etc.
Skill Inventory
 Skills
Abilities
Job experience
Interests
 Organizational Status

Date of hire
Organization location
Job title
Job location
Type of work done
 Work History
Past organizational positions
Performance and status changes

Performance Appraisal
Appraisal information
Promotion Potential
 Wage and Salary
Wage and salary
Benefits administration
Labor Reporting Data
Time keeping
Absence
Production and labor cost information
Work location.
 Methods of data Collection

Observation
Questionnaires and special forms
Interview
Records and reports
Employees should not be asked to provide
information about them that has already been
recorded else where.
Employees should be asked to provide only non
-redundant and new information's.
As much information as possible should be retrieved from
personnel files or from the pay role benefits system.
Information's that changes frequently may be updated
automatically on a regular basis by merging with a pay role
program.
Information that changes less frequently can be generated
by having each employee complete a standardized update
form at periodic intervals, such as annually.
 Procedure of Maintaining HRIS

Inception of idea
Feasibility study
Selecting a project team
Defining the requirements
Vendor analysis
Package contract negotiation
Training
Tailoring the system
Collecting the data
Starting up
Running in parallel.
Maintenance
Evaluation
 Human Resource Reporting

It is the capability which enables the user to

manipulate any of the items stored on the
data base as required ( by means of the
software referred as “report generator”)
 Report generator means :-
Facility for producing more common standard reports.
Ad hoc enquiry facilities
Providing a diary facility
Diary facility can be called up to cover a certain period of
time such as the –fourth coming month, and will
produce a list of actions required by the personnel
department on the basis of information held in the
data base.
Reports on the present situation and past trends
forms an essential part of any system of
control. Manpower report/HR reports forecast
both quality and quantity of manpower for
manpower control.
 One source of reports
There should be only one major source of
statistics and reports on man power like:-

Reconciliation problems will be minimized

More errors will comes to light in the one that
is most used.
In the future it will often prove impossible to
reconcile the two sources.
 Frequency of Reports
Inventories (monthly/quarterly)
Recruitment and turnover
(monthly/quarterly/annually)
Age and service distributions, promotion
rates, cost and productivity indicators, analysis
of basic wage/salary levels, plus historical
perspectives (annually).
 Report Material

An inventory of number employed

Statistics showing education and qualification.
Age and service matrixes
Labor turnover
Recruitment
Promotion rates
Analysis by seniority levels
Productivity indicators
Occupation analysis
Costs
Voluntary and medical absenteeism
 Types of reports

Operational reports-are basically used in day

to day management
Regulatory reports- required for equal
employment opportunities.
Analytical reports- used with in the company
for research purposes.
 Computerized HRIS
There are basically two information systems :-

 Manual Information System

 Computerized Information System
 Why Computerized HRIs
Deficiencies of the manual system :-

 Cost
 Accuracy
 Fragmentation
 Duplication
Deficiency of analysis
 Benefits of Computerized Information System

 Cost effectiveness
 Improved accuracy
 Validation of error detection (like criterion
checks and link checks
 Effective human resource information
(manual as well as computerized)
 Effective Human Resource Information
MANUAL
 Retrieving information is
slow.
 Personnel function is
bypassed as a source of
useful information.
 Separate identity of
personnel function is lost.
 Can not meet ad hoc
enquiries for information.
COMPUTERISED
 Retrieving information is
fast and simple.
 It is considered as a reliable
source of information.
 Information on personnel
empower and influence
policy decisions.
 Information can be readily
manipulated, merged and
disaggregated.
 Benefits of a Computer Based HRIS

 A computer based personnel record system

 A generator of personnel information
An aid to personnel administration
Potential Application of Computer in Personnel
Function
 Personnel record keeping
Report generation
Word processing and integrated letter writing
Recruitment
Wage and salary planning
Absence and sickness
Human resource planning
Personnel costing and control
Training and development
Other application packages