HRIS

Designing HRIS

Attique Ahmad

Introduction
The design of any HRMS software system requires both functional and technical decisions These decisions should be predicated on the uses to which the system will be put

Security Concerns
System security addresses concerns are: System control and privacy System control addressed through audit trails In provincial and federal jurisdictions privacy is a legislated right of persons whose personal data resides on an HRMS

Analysis of Business Processes Too often systems are developed based on existing requirements Automation of inefficient or unnecessary work flows may simply produce the wrong result more quickly

BPR and phases

Analysis Phase
identify what tasks are being done determine why those tasks are being done analyze how they are being done identify who is doing them

Problem-Solving Phase
determine what should be done and why it should determine how tasks should be done determine who should do the tasks, along with where and when they should be done

Conducting Reengineering
develop a strategy, scope, and for the re-engineering plan ensure that management at all levels are convinced of the value of project, and are committed to supporting it; chart process flows, and analyse current high or low level tasks; consider what supporting application software you will require; conduct Value for Money Audits to ensure that you can justify your project in dollars and cents terms

Conducting Reengineering (Cont.)

develop benchmarks for the projects to be used as standards to be met (or exceeded) by the project develop new effective and efficient tasks and processes; prepare an implementation plan; implement the plan; and, develop a plan for maintaining the system.

BPR Outcome Once one has decided that the human resources processes in the organization are the right ones to automate one can then turn ones attention to designing the HRIS to automate the processes in the right way.

Steps in Designing
design a database with the capacity to handle the relevant populations label each field and each data element to create a complete data dictionary. create tables of values which can be drawn on by data fields as appropriate. establish data relationships, including all algorithms and routines, to optimize editing and validation of fields. create menus and screens to assist users in navigating through the HRIS.

Steps in Designing
create operator messages that specify action options. build in error-checking routines. build in data security, including audit trails. define standard reports. include a tutorial module to assist new users.

Input Design Considerations

Components in the input subsystem are responsible for bringing both data and instructions into the information system Data entry options - data input method used affects
Asset safeguarding data integrity System effectiveness system efficiency

A Sample Data Entry Screen

 Input origination controls (authorization) Good source document design - important to achieve
Asset safeguarding Data integrity System effectiveness System efficiency

Quality screen design is important to minimizing input errors. Use of check digit Batching of Data

Error File

Incorrect Data reminders

Input
Valid Data

Validation

Error List

Data Validation Process

Output Design Considerations Used to determine provision of content of data to the users, the way the data will be formatted and presented and the ways of routing the data to the users. Violation of data privacy resulting in litigation Goodwill of the organization at risk Initiation of other fraudulent problems

Batch Outputs
Used to ensure accurate, complete and timely output. Controls are: Securing storage of any special stationary Ensuring authorized access to output programs Ensuring no changes in contents of output during spooling Timely collection of reports ensuring no loss Reviewing reports Correct and timely distribution Retention of output/print files Proper shredding

Online Outputs Ensuring correct security Ensuring data integrity Ensuring correct distribution Ensuring deletion

Implementation Planning Procedures Deployment Conversion Testing Hands on Training Maintenance