HUMAN RESOURCE

INFORMATION SYSTEM
What is HRIS ?

Human Resource Information

System (HRIS) is a systematic
way of storing data and
information for each individual
employee to aid planning,
decision making, and submitting
of returns and reports to the
external agencies.

It is an online solution for the

data entry and tracking of a
company's human resources
department information, payroll,
management, and accounting. 
HRIS functions…

Storing information and data for Providing a basis for planning,

each individual employee. decision making, controlling and
other HR functions.

Meeting daily transactional Supplying data and

requirement such as marking submitting returns to
attendance and granting government and other
leave. statutory agencies.
HRIS Process…
Model of HRIS…
Model of HRIS…
Output subsystem of an HRIS consist of five subsystem:

HR acquisition subsystem (planning, requirement, selection &

placement)
HR development subsystem (operative training, management
development and organization development)
Appraisal and compensation subsystem (performance appraisal,
financial compensation, incentives)
Maintenance subsystem (mobility, safety, health and stress
management)
Industrial relations subsystem (discipline management, grievance
handling, management of industrial disputes)
Need of HRIS
Costly Personal records, when kept manually, do not
exercise offer up-to-date information at short notice.

The manual transfer of data from one record to

Inaccurate
another may increase the chances of errors.

Information is not easily accessible place since

Fragmentation
records are kept at different locations.

The manual analyzes of data is time consuming

Difficult to
and quite often not readily available for decision
analyse
making purposes.
Levels of HRIS
Application & Utilities…
Application & Utilities…
PERSONNEL ADMINISTRATION –
It will encompass information about each employee, such as name address,
personal details etc.

SALARY ADMINISTRATION –
Salary review procedure are important function of HRM, a good HRIS system
must be able to perform what if analysis and present the reports of changes.

LEAVE AND ABSENCE RECORDING –

Essentially be able to provide comprehensive method of controlling
leave/absences.

SKILL INVENTORY –
It is also used to store record of acquired skills and monitor the skill database
both employee and organizational level.

PERFORMANCE APPRAISAL
The system should record individual employee performance, appraisal data, such
as due date of appraisal, scores etc.
Application & Utilities…
HUMAN RESOURCE PLANNING
HRIS should record details of the organizational requirements in terms of
positions

RECRUITMENT
Record details of recruitment activities such as cost and method of recruitment
and time to fill the position etc.

CAREER PLANNING
System must be able to provide with succession plans reports to identify which
employee have been earmarked for which position.

COLLECTIVE BARGAINING
A computer terminal can be positioned in the conference room linked to database.
This will expedite negotiations by readily providing up to date data based on facts
and figures and not feelings and fictions.
Advantages…
PAYROLL
It automates the entire payroll process by
gathering and updating employee payroll data on
a regular basis including employee attendance,
calculating various deductions and taxes on
salaries, generating automatic periodic
paychecks and handling employee tax reports.

TIME &
LABOR
It lets HR personnel apply new technologies to
effectively gather and appraise employee time and
work information. It helps in assessing whether an
employee is performing to their full potential or
not, and if there are any improvements that can be
made to make an employee feel more secure.
Advantages…
EMPLOYEE BENEFITS
By using a Human Resource Information System
(HRIS) in employee benefits, the human
resource department is able to keep better track
of which benefits are being availed by which
employee and how each employee is profiting
from the benefits provided.

HR MANAGEMENT
It curtails time and cost consuming activities
leading to a more efficient HR department. This
system reduces the long HR paper trail that is
often found in most HR divisions of companies
and leads to more productive and conducive
department on the whole.
Shaw’s Supermarket

SITUATION
Shaw’s Supermarkets is the second largest supermarket chain in New
England. With a workforce of 30,000 located at 180 stores throughout six
states, Shaw's HR staff is responsible for managing employees' personal
data. Their employee mix includes approximately 70 percent part-time
employees, consisting of students, senior citizens, second-job part-timers,
and career part-timers. One third of the workforce is made up of union
associates, and Shaw's staff oversees the company's involvement with three
unions and six separate contracts. In order to help manage the workforce,
the HR staff became interested in centralizing its HR operations.
Shaw’s Supermarket

RESPONSE
In order to centralize HR operations Shaw’s decided to implement an
ESS (employee self-service) solution. The use of self-service
applications creates a positive situation for HR. ESS gives HR more
time to focus on strategic issues, such as workforce management,
succession planning, and compensation management, while at the
same time improving service to employees and managers, and
ensuring that their data is accurate. With this solution, employees
have online access to forms, training material, benefits information
and other payroll related information.
Shaw’s Supermarket

OUTCOME
Shaw’s has had positive feedback since implementing the ESS solution.
An employee self-service application makes it very easy for them to
understand their contributions and coverage options. The management
received several e-mails from employees saying this was a great change and
how easy ESS was.
By giving the employees more access to their information they are able to see
the benefit choices available to them.
Employees are also able to update their information online, which helps
reduce the paperwork of the past. Shaw’s has also seen improvement in
productivity because employees are updating information at home, not during
work hours.
Shaw’s Supermarket

OUTCOME
Shaw’s has had positive feedback since implementing the ESS solution.
An employee self-service application makes it very easy for them to
understand their contributions and coverage options. The management
received several e-mails from employees saying this was a great change and
how easy ESS was.
By giving the employees more access to their information they are able to see
the benefit choices available to them.
Employees are also able to update their information online, which helps
reduce the paperwork of the past. Shaw’s has also seen improvement in
productivity because employees are updating information at home, not during
work hours.
Terasen Pipelines

SITUATION
Terasen Pipelines is a subsidiary of Terasen Inc. located in Vancouver,
Canada and is located in several provinces and U.S. states. In 2001 the
company changed its headquarters to Calgary to be closer to the oil. With the
big move, the company went through a growth spurt. With the company in
many different locations and the growing numbers of employees, the HR
department saw a need to find a new system to keep more accurate records.
Terasen Pipelines

RESPONSE
In the past Terasen had kept records on paper and with spreadsheets and with
the growth of the company, this system does not work as well as in the past. In
order to compensate for future growth, Terasen began to look into HRIS
companies to help with the HR operations. After researching different
companies, Hewitt’s application service provider model with eCyborg was
found to be the right fit.

OUTCOME
Although there was difficulty adapting to a new way of recordkeeping, Terasen
was able to find a system that will help support the current and future growth of
the company. Fortunately, some of the HR staff had experience working with an
HRIS and were able to help their colleagues imagine new processes, as aided by
a system.
Limitations
It can be expensive

Its effective application needs large-scale computer literacy among the

employees responsible for maintaining HRIS.

Absence of continuous up-dating of HRIS makes the information stale.

Thorough understanding of what constitutes quality information for the user.

Computer systems are only as good as the data they have to work with.

Small firms are internally incapable of HRIS applications and hence they need
the help of external resources.
Conclusion…

By automating Human Resource practices, HRIS saves time and

money and adds “strategic value to the organization.”

HR managers must make use of HRIS to achieve improved

performance.

Comprehensive HRIS provides the needed information within the

shortest period and at reduced cost.

It improves effectiveness by automating routine activities and

helping the management focus on decision making as well as
other crucial areas.
THANK YOU