Thadya V Soetaniman

Human Resources Information Systems

What is it?
A Human Resource Management System (HRMS) or Human Resource Information System (HRIS), refers to the systems and processes at the intersection between human resource management (HRM) and information technology. It merges the two areas into common database through the use of enterprise resource planning (ERP) software and provides a solution for the data entry, data tracking, and data information needs of the Human Resources, payroll, management, and accounting functions within a business.

*Image downloaded from Microsoft Office clipart. 

This system is used to access HR-related information and perform HR-related functions such as training and development, labor relations and strategic HR. It helps HR managers perform HR functions in a more effective and systematic way using technology.

Typically, the Human Resource Information Systems (HRIS) provide overall:

- 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 tracking and resume management.

* This image was created in Microsoft Word by Thadya V Soetaniman

HR Process

1. Recruitment
- Locate and attract applicants.

2. Selection
- Getting the right people for the right position.
- Selection process includes interviews and sometimes testing.

3. Training and Development
- Training for the current position.
- Employee has to be up to date with his/her field techniques.

4. Performance Evaluation and Management
- Evaluate employees' work efficiency
- Provide solutions to help employees cope if they are lacking in an area.

5. Promotion/ Performance Appraisal
- Responsible for proper compensation of the deserving employees
- Avoid any bias selection.

6. Employee Relations
- Keep track of employee welfare.

7. Record keeping of all personal data
- Document all people related data such as family members, previous employers that the employee worked with, etc
8. Compensation and Benefits
- Responsible for giving appropriate benefits and salaries to the employees in order to maintain or increase their efficiency level.

9. Career Development
- Help the employees to develop their respective career by implementing different training and development that the employee needs.

* All of these tasks can be accomplished much more smoothly with the assistance of an HRIS.

*Image downloaded from Microsoft Office clipart.

HRIS Advantages                                

1. Faster Information Process
- The easy but secured access of these information speeds up analysis, HR tactical and functional processes.
- Production of data reports for internal and external use will faster.

2. Greater Information Accuracy
- The fact that only authorized personals can access and alter information lessens the chance of alteration from other people.
- Human error can be reduced because calculations are done by the computer.

3. Enhance Planning and Program Development
- Allows HR audits using any combination of parameters.
- Data can easily be used for reference.

4. Enhance Communication
Employees and managers can locate answers and information quickly without the need to consult an HR representative every time.

HRIS Disadvantages

1. Human Error
- Error during information input can cause problems.

2. Costly Technology
- Setting up the system may be costly and it may not be cost-efficient for smaller companies.
- Maintaining the system is also costly; updating your system and correct malfunctions.

3. Demand for Computer and Technology Specialists
- Finding a qualified specialist with human resources functional area knowledge with general information technology knowledge can be difficult. 
- It may cost more to hire such a specialist

Let Professor ZigFred explain:

HRIS Users:

- HR Professionals (HR rep, HR manager, etc.)
- Support Staff
- Lower Level Employees
- Middle level Employees
- Upper Level Employees
- Executive and Directors

* HRIS can be utilize by people who has to deal with the Human Resources area.

*Image downloaded from Microsoft Office clipart.

The Processes Video:

*Image downloaded from Microsoft Office clipart.

HR Modules
These modules are part of the HRIS system and can really help speed up your HR duties.

1. Payroll Module
- Automates the pay process by gathering data on employee time and attendance, calculating various deductions and taxes, and generating periodic pay cheques and employee tax reports.

2. Online Recruiting
- Used to garner potential candidates for available positions within an organization.

3. Time and Labor Management Module
- Designed to collate and analyze employee timekeeping information for the purposes of organizational cost accounting.

4. Training Module/ Learning Management System
- Provides a system for organizations to administer and track employee training and development efforts.

5. HR Management Module
- Records basic demographics data of employee training and development , skills, and qualifications of each employee. Advance HR management modules can also automate the process of application for positions by capturing application data and entering it to a relevant database.

6. Benefits Administration Module:
- Provides a system for organizations to administer and track employee participation in benefits programs. These programs can range from programs such as health insurance and pension schemes, stock option plans, and profit sharing.

*Image downloaded from Microsoft Office clipart.