HUMAN RESOURCE INFORMATION SYSTEM

PRESENTED BY: JINUJITH MOHAN

DEFINITION:
HRIS is a systematic way of storing data & information for each individual employee to aid planning ,decision making & submitting of returns &reports to external agencies.

NEEDS OF HRIS:
Storing information & data for each individual

employee for future reference. Providing basis for planning, organizing ,decision making ,controlling & host of other human resource functions. Meeting daily transactional requirement such as marking present/absent & granting leave. Supplying data &submitting returns to govt & other statutory agencies.

APPLICATIONS:
PERSONNEL ADMINISTRATION: It includes detail of

name , adresses , DOB, date of joining the organization & info about family. SALARY ADMINISTRATION: The report should give the details of present salary , last increase & the proposed increase. LEAVE/ABSENCE RECORDING: To maintain complete history of employees working days through which they are provided ID card. These ID cards are swiped while they enter the premises. SKILL INVENTORY: HRIS is used to record acquired skill & monitor a skill database at both employee & org. level.

 MEDICAL HISTORY: The HRIS is used to record

occupational health data required for industrial safety purpose, accidental monitoring , exposure to potentially hazardious material. ACCIDENTAL MONITORING: Detail of injuries happened for the employees. PERFORMANCE APPRAISAL: The system record individual performance such as due date of appraisal , scores for each performance criteria, potential for promotion & other info to overview the employee.

 TRAINING & DEVLOPMENT : Training &

developing skills of employees. HR PLANNING: An organization hires people because it has a need to fill position to ensure that it continues operation efficiently & effectively within the budget. RECRUITMENT: Recording recruitment activities such as cost & method of recruiting. CAREER PLANNING: HRIS could record projected positional moves. COLLECTIVE BARGAINING : Means of discussion for negotiations or meetings based on facts or figures.

NECESSARY CAPABILITIES OF HRIS:

INPUT FUNCTION:
DATABASE

INPUT ACTIVITIES: ENTRY,EDIT, VALIDATION

MESSAGE TABLE

ACCEPTANCE OR ERROR NOTIFICATIO N

EDIT/VALIDATIO N CRITERIA

EDIT/VALIDATION TABLE VALUES

DIRECT USER ACCESS

DATA MAINTENANCE FUNCTION

TRANSATION FROM INPUT FUNCTION

DATABASE

DATA MAINTENANCE ACTIVITIES: UPDATE CREATE DERIVE

OUTPUT FUNCTION

REPORT

OUTPUT FUNCTION:
DISK

TURN AROUND REPORTS

OUTPUT ACTIVITIES: SELECT PROCESS REPORT

AD HOC REPORTING

REPORT LIBRARY

DATA

STEPS IN IMPLEMENTING HRIS:

INCEPTION OF IDEA: The idea must originate

somewhere. The originator should make a preliminary report justifying the need for HRIS . This shows HRIS can assist in management decisions. FEASIBILITY STUDY : It should carry a cost benefit analysis of HRIS in terms of labours & material also intangible savings such as fewer errors & increased accuracy. SELECTING A PROJECT TEAM : The team must be headed by a HR Representative, who is knowledgeable about the org. HR functions & activities & also representative for management information system.

 DEFINING THE REQUIREMENTS: Is to ensure the

reports produced meets the objectives & mission of HRIS for better management decision. VENDOR ANALYSIS: Developing system internally. It determines the hardware & software available to meet org. needs at least price. CONTRACT NEGOTIATIONS: The contract stipulating the price , delivery, vendors responsibilities with regard to installation , service maintenance , training to org. employees maybe negotiated. TRAINING: Project team member will be trained to use the systems & they could train all other users from dept.

 TAILORING THE SYSTEM: It involves making

changes to the system to best fit the org. needs. COLLECTING DATA: Data is collected & fed into the system. TESTING THE SYSTEM: Purpose of testing is to verifying output of HRIS & make sure that it is doing what it is supposed to. Reports are critically analyzed. STARTING UP: Rectifying the additional errors after testing the system. RUNNING IN PARALLEL: So that new system runs parallel to old system & people gains confidence in its operations.

 MAINTENANCE : It normally takes several

months for the HR people to get acquainted with HRIS. AUDIT: Year after year the project team must audit the performance of HRIS & take corrective actions.

BENEFITS:
Higher speed for retrieval & processing of data. Reduction in duplication of efforts leading to

reduced cost. Ease in classifying & reclassifying the data. Better analysis leading to more effective decision making. Higher accuracy of information/report generated. Fast response to answer report. Improved quality of reports. Better work culture. Establishment of streamlined & systematic prcedure. More transparency in the system.

LIMITATION OF HRIS:
It can be expensive in terms of finance & manpower

requirements. It can be threatening & inconvenient to those who are not comfortable with computer. Often personnel designing HRIS dont have a thorough understanding of what constitutes quality information for users . User managers dont get exactly the reports which they want. Computers cant substitute human being . Human intervention will always be necessary. In many org, system is operated in batch mode with records being updated once a week.