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Research Paper On HRIS
(Human resource information system)
Submitted To: Submitted By:
Mrs. Radhika Bhutani Vipin Kumar
Lecturer, MBA Enrollment no 05720803939
MBA, 2nd semester
BHAGWAN PARSHURAM INSTITUTE OF TECHNOLOGY
AFFILIATED TO GURU GOBIND SINGH INDRAPRASTHA UNIVERSITY
Human Resource Information Systems
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TABLE OF CONTENTS
TOPICS PAGE NO.
1. Background 1
2. Current scenario4
2.1 Ameriprise Financial4
2.2Terasen Pipelines6
2.3Shaw’s Supermarkets8
2.4 CS Stars, LLC11
2.5 IBM13
2.6 Toshiba America Medical Systems Inc.15
3. Security HRIS18
4. HRIS software:20
4.1 ABS (Atlas Business Solutions) 20
4.2 HRSOFT: 21
4.3 Human Resource MicroSystems: 21
4.4 ORACLE- HRMS: 22
4.5 PEOPLESOFT 22
5. Suggestion and recommendations 22
6. Conclusion24
7. BIBLIOGRAPHY
Human Resource Information Systems Page 1
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Human Resource Information Systems
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RESEARCH PAPER TITLE- HUMAN RESOURCE INFORMATION SYSTEMS
NAME- VIPIN KUMAR
ENROLLMENT NO. 05720803909
EMAIL-ID- [email protected]
1.Background
With the changing world and
constant new technology
that is available, managers
need to be aware of the
technology that will increase
effectiveness in their
company.
Human resource information
systems (HRIS) have
increasingly transformed
since it was first introduced
at General Electric in the
1950s.
HRIS has gone from a basic
process to convert manual
information keeping systems
into computerized systems,
to the HRIS systems that are
used today.
Human resource
professionals began to see
the possibility of new
applications for the
computer. The idea was to
integrate many of the
different human resource
functions.
The result was the third
generation of the
computerized HRIS, a
feature-rich, broad-based,
self-contained HRIS.Human Resource Information Systems Page 1
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The third generation took
systems far beyond being
mere data repositories and
created tools with which
human resource
professionals could do much
more.
Many companies have seen
a need to transform the way
Human Resource operations
are performed in order to
keep up with new
technology and increasing
numbers of employees.
Terasen Pipelines moved its
headquarters from
Vancouver to Calgary to be
closer to the oil and realized
a major growth in
employees.
In the past recording
keeping was done on paper
and with spreadsheets.
Mangers at Terasen realized
that there was a need to
change to a more
computerized system and
looked into different HRIS
vendors.
By making the move to a
HRIS system, Terasen is
able to keep more accurate
records as well as better
prepare for future growth.
Another company that saw
the benefits of keeping up
with new technology is
WORKSource Inc.
To meet the challenge of
handling 100 new
Human Resource Information Systems Page 2
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employees, WORKSource
Inc. acquired Web-based
technology programs from
GHG Corp. like electronic
pay stub, electronic
timesheet software, time-off
system, and human
resource information
system.
By adapting these new
programs, WORKSource
was able to reduce waste
and cost.
The Internet is an
increasingly popular way to
recruit applicants, research
technologies and perform
other essential functions in
business.
Delivering human resource
services online (eHR)
supports more efficient
collection, storage,
distribution, and exchange of
data.
An intranet is a type of
network used by companies
to share information to
people within the
organization.
An intranet connects people
to people and people to
information and knowledge
within the organization; it
serves as an “information
hub” for the entire
organization.
Most organizations set up
intranets primarily for
Human Resource Information Systems Page 3
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employees, but they can
extend to business partners
and even customers with
appropriate security
clearance.
Human Resource Information Systems Page 4
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1.Current scenario
Ameriprise Financial
The Situation:
The Department of Justice
survey estimates that 3.6
million U.S. households
were victims of identity theft
in 2004.
Trafficking in personal date
goes beyond U.S. borders:
The New York Times reports
that stolen financial
information is often
distributed among
participants of online trading
boards and the buyers are
frequently located in Russia,
Ukraine, and the Middle
East.
One reason clients are
concerned about data
security is the widespread
publicity generated by
breaches at financial
services firm.
In late December 2005, an
Ameriprise Financial
employee’s laptop that
contained unencrypted data
on approximately 230,000
customers and advisors was
stolen from a car.
Other financial services firm,
including Citigroup and Bank
of America, also
acknowledge large-scale
customer data losses in
2005.
President of NCS, Rita Dew,
a compliance consulting firm
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in Delray Beach, Florida,
says that the Securities and
Exchange Commission
requires investment advisors
to have policies and
procedures that address the
administrative, technical,
and physical safeguards
related to client records and
information.
The Response:
Ameriprise Financial had to
fight back and had to
implement “layers of
protection.”
It is important for employees
who their primary business
computer, and employees
regularly transport the
computer between home,
office, and meeting sites.
The vulnerability of this
arrangement and the need
for a safety software
program is much needed.
The Outcome:
Employees who are
transporting laptops should
install the Steganos Security
Suite on their computer.
This software allows
employees to create an
encrypted virtual drive on
the laptop that serves as
data storage safe.
Employees stores all client
related data and tax
preparation software
database on the encrypted
drive, which employees has
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set up with one gigabyte of
storage space.
The best thing is that when
an employee turns off the
computer the information is
stored “safe”, the software
automatically encrypts the
virtual drive’s data.
The software also generates
encrypted backup files,
which employees store on
CDs in a fireproof safe.
This should keep the data
secure if any employee’s
laptop is stolen or if the drive
is removed from the laptop.
Other financial advisors are
relying on encryption both in
and out of the office.
Other programs that are
being used to protect client’s
information are RAID Level
1 system to store data on
the drives that are encrypted
with WinMagic’s
SecureDocs software.
Encryption ensures that
anyone who steals the
computer will be absolutely
unable to read the data,
even by connecting it to
another computer as a
“slave drive”.
This has given many
financial advisors the
greatest peace of mind.
Terasen Pipelines
The Situation:
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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.
The 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.
The Outcome:
Although there was difficulty
adapting to a new way of
recordkeeping, Terasen was
able to find a system that will
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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.
One theme often voiced
throughout this process was:
"You guys don't know how
hard we're working when we
can make it so much easier
with a system that could do
a lot of this for us”.
You don't always have to run
to the cabinet for the
employee file just to get
basic information.
It can all be at your
fingertips.
In order to help Terasen
ease the HR burden of
implementing a new HR
system, the management of
Terasen was convinced to
look for a vendor to help
implement and maintain a
HRIS system.
This system has helped
Terasen better prepare for
current and future growth.
Shaw’s Supermarkets
The Situation:
Shaw’s Supermarkets is the
second largest supermarket
chain in New England.
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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.
The 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
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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.
The Outcome:
Shaw’s has had positive
feedback since
implementing the ESS
solution.
"The reaction from our
employees has been
extremely positive,"
Penney, VP of
Compensation and Benefits,
says.
"We even had a significant
increase in our medical
coverage costs, and it was
almost a non-issue because
the online enrollment
featured the plan choices,
the employee cost, and the
company subsidy.
An employee self-service
application makes it very
easy for them to understand
their contributions and
coverage options.
I received several e-mails
from employees saying this
was a great change and how
easy ESS was, which the
case is not often when
employees are selecting
their benefit options.
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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.
CS Stars, LLC
The Situation:
New York Attorney General
Andrew Cuomo has
announced that New York
State has reached its first
settlement with a company
charged with failing to notify
consumers and others that
their personal data had gone
missing.
Cuomo’s office, which
enforces the state’s 2005
Information Security Breach
and Notification Law,
charged CS STARS LLC, a
Chicago-based claims
management company, with
failing to give notice that it
had lost track of a computer
containing data on 540,000
New Yorkers’ workers’ comp
claims.
The Response:
The owner of the lost data,
which had been in the
custody of CS STARS, was
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the New York Special Funds
Conservation Committee, an
organization that assists in
providing workers’ comp
benefits under the state’s
workers' comp law.
On May 9, 2006, a CS
STARS employee noticed
that a computer was missing
that held personal
information, including the
names, addresses, and
Social Security numbers of
recipients of workers’
compensation benefits.
But CS Stars waited until
June 29, 2006, to notify
Special Funds and the FBI
of the security breach.
Because the FBI declared
that notice to consumers
might impede its
investigation, CS STARS
waited until July 8, 2006, to
send notices to the 540,000
New Yorkers affected by the
breach.
On July 25, 2006, the FBI
determined an employee, of
a cleaning contractor, had
stolen the computer, and the
missing computer was
located and recovered.
In addition, the FBI found
that the data on the missing
computer had not been
improperly accessed.
The Outcome:
New York's Information
Security Breach and
Notification Law, effective in
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December 2005, requires
businesses that maintain
computerized data which
includes private information
to notify the owner of the
information of any breach of
the security of the system
immediately following
discovery, if the private
information was, or is
reasonably believed to have
been, acquired by a person
without valid authorization.
The law affects not only
businesses in their dealings
with their customers, but
employers in their role as
custodians of employees’
personal data.
Without admitting to any
violation of law, CS STARS
agreed to comply with the
law and ensure that proper
notifications will be made in
the event of any future
breach.
The company also agreed to
implement more extensive
practices relating to the
security of private
information.
CS STARS will pay the
Attorney General’s office
$60,000 for costs related to
this investigation.
IBM
The Situation:
IBM's paperless online
enrollment system,
introduced in 1999, has
proved to be a winner for
both the company's 135,000
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active U.S. employees and
the company, according to
Cathleen Donnelly, senior
communications specialist at
company headquarters in
Armonk, N.Y.
The company saves $1.2
million per year on printing
and mailing costs alone,
Donnelly says, and the
employees’ can take
advantage of a variety of
technologies to learn about
issues, research program
information and access
decision support tools from
their desktop computers.
The Response:
One of those tools, a
personal medical cost
estimator, enables
employees to calculate
potential out-of-pocket
health care expenses under
each of the plan options
available to them, Donnelly
says.
Employees log in personally
and are greeted by name
and with important
information regarding their
benefits enrollment, such as
the deadlines and when
changes take effect.
They automatically get
access to health plans that
are available to them, and
the calculator lets them
compare estimated benefit
amounts for each plan.
"Employees can select the
health care services they
expect to use in a particular
year, estimate expected
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frequency of use, and
calculate potential costs
under each plan option,
Donnelly says” The
feedback that we've
received from employees
tells us that this tool has
really helped them to make
a comparison between plans
based on how they consume
medical services."
The calculator shows both
IBM's costs and the
employee's
The Outcome:
"Since we began offering
online enrollment, we've
learned that employees want
web access," Donnelly says,
so they can log on at home
rather than through the
company intranet.
So the company has been
working to put in place a
web-based enrollment
system that employee and
retirees can access from
anywhere.
Employees can get
summary information on the
plans, drill down into very
specific details and follow
links to the health care
providers for research.
Donnelly says the system
has received high marks for
convenience because
employees can "get in and
out quickly."
Toshiba America Medical
Systems Inc.
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The Situation:
Lynda Morvik, director of
benefits and human
resources information
systems at Tustin,
California-based Toshiba
America Medical Systems
Inc. (TAMS), thought it
would make sense to add a
benefits communication
component to it.
By having all the benefit
information online, the
TAMS employee handbook
would also be a living
document, enabling Morvik
to make changes when
necessary.
Such was the case halfway
through the project, when
TAMS changed health care
plans from Aetna Inc. to
United Health Group Inc.
The Response:
TAMS, an independent
group company of Toshiba
Corporation and a global
leading provider of
diagnostic medical imaging
systems and comprehensive
medical solutions, such as
CT, X-ray, ultrasound,
nuclear medicine, MRI, and
information systems, had
been using a payroll service
bureau and an in-house
solution for HR that didn't
include easy-to-use
consolidated reporting or an
employee portal.
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After evaluating UltiPro
alongside several enterprise
resource vendors, TAMS
selected Ultimate Software's
offering and went live in
September 2002 after an on-
time and on-budget
implementation.
Almost immediately upon
rolling out the UltiPro portal
to employees, TAMS began
seeing improvements, with
an estimated 70% increase
in open enrollment
efficiency.
The Outcome:
In an effort to expand the
usage of the Web beyond
the benefits enrollment
process, TAMS has posted
a library of documents and
forms on its HR portal,
including the benefits
handbook, which garnered a
2004 Apex Award for
publication excellence.
That same year, Business
Insurance magazine also
gave TAMS the Electronic
Benefit Communication
(EBC) award for outstanding
achievement in
communicating employee
benefits programs over the
Web.
To continue elevating its use
of Ultimate Software's
HRMS/payroll solution,
TAMS modified the UltiPro
portal to meet the imaging
company's unique needs.
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It was completely integrated
with several proprietary
applications created to
address compensation and
performance management
issues so that TAMS
employees have a central
location for comprehensive
workforce and payroll
information from a Web
browser that they can
access with a single sign-on.
3. Security HRIS
The privacy of employee
information has become a
major issue in recent years.
With identity theft becoming
a common problem,
employees are becoming
more sensitive about who
sees their personal
information, and the security
it is kept in.
By making sure employee
information that is kept in the
HRIS is relevant to the
company and making sure
there is limited access
(password protection) to
such information, companies
can make its employees
more secure with the safety
of their information.
Whether electronic or paper,
employee files deserve to be
treated with great care.
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Establishing security and
end-user privileges calls
for a balance of
incorporating, HR policy,
system knowledge and
day-to-day operations.
One company that faced
a major security issue
was CS Stars, LLC.
CS Stars lost track of one
of its computers that
contained personal
information that included
names, addresses and
social security numbers of
workers compensation
benefits.
The bigger problem was
that CS Stars failed to
notify the affected
consumers and
employees about the
missing computer.
Though the computer was
retrieved and no
information seemed to
have been harmed, many
employees lost their
sense of security with the
company.
New York's Information
Security Breach and
Notification Law, effective
in December 2005,
requires businesses that
maintain computerized
data which includes
private information to
notify the owner of the
information of any breach
of the security of the
system immediately
following discovery, if the
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private information was,
or is reasonably believed
to have been, acquired by
a person without valid
authorization.
Another company that
experienced a breach in
security is Ameriprise
Financial. In late 2005, a
computer that contained
personal information on
clients and employees
was stolen.
Because many of the
employees at Ameriprise
take their computers
between work and home,
the company determined
there was a need to put
more security into those
computers.
Ameriprise made sure all
employees had the new
security suite installed on
their computers.
By responding quickly to
the need for more
security, Ameriprise made
sure all information is
being kept secure.
Making sure employee’s
information is kept as
secure as possible there
will be more trust in the
company and the HR
employees working with
that information.
4. HRIS software:
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4.1 ABS (Atlas Business
Solutions):
General Information,
Wages information,
emergency information,
Reminders, Evaluators,
Notes customer
information, Documents
and photos, Separation
information.
4.2 HRSOFT:
Identify and track senior
managers, Assess
management skills and
talents, Generate a wide
range of reports,
resumes, employee
profiles, replacement
tables and succession
analysis reports, Identify
individuals for promotion,
skills shortages,
unexpected vacancy,
Discover talent deep,
Competency
Management, career
development, align
succession plans etc.
4.3 Human Resource
MicroSystems:
Sophisticated data
collection and reporting,
flexible spending
accounts, compensation,
employment history, time
off, EEO, qualifications,
Applicant/Requisition
Tracking, Position
Control/Succession
Planning, Training
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Administration,
Organization Charts,
HRIS-Pro Net
(employee/managerial
self-service), HR
Automation (eNotification
and eScheduler), and
Performance Pro
(performance
management)
4.4 ORACLE- HRMS:
Oracle iRecruitment,
Oracle Self-Service
Human Resources,
Payroll, HR
Intelligence, Oracle
Learning Management,
Oracle Time and Labor.
4.5 PEOPLESOFT:
Enterprise eRecruit,
Enterprise Resume
Processing, Enterprise
Services Procurement,
Workforce Planning,
Warehouse.
5. Suggestion and
recommendations
When the administrative
processes and tasks of
the human resources
department have become
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overwhelmed,
implementing a human
resources information
system (HRIS) may be a
viable solution.
Common administrative
tasks that involve
completing paperwork,
filing reports, and
updating benefits
information account for a
large portion of the HR
department's time and
the advantages of
HRIS would help.
Businesses of all sizes
are already recognizing
the advantages of HRIS
and implementing the
software to improve
efficiency for the entire
organization.
Here are some of the key
benefits of HRIS software.
HRIS provides:
Easy-to-update
compensation and review
information
Self-service options for
different users in the
organization
Efficient benefit
administration and
updating
Applicant tracking during
the recruitment stage
Easy compliance and
statistics reporting
modules
Email scheduling
capabilities and improved
communications with
employees
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6. Conclusion
The main conclusion of this
paper is the realization that
the use of business HRIS is
in a developing and retrieval.
In spite of this, it is
recognized the positive
influence that these systems
have in the recruiting
process, which make us
think that HRIS will gain a
place in many organizations
in the short and medium
term.
Regarding the commonest
applications of HRIS,
findings indicate that a fairly
large percentage of firms
rely on these systems for at
least one the stages of the
recruitment process.
Nevertheless, the presence
of these applications is
scarcer for the most
complex and delayed in time
tasks, such as decision
making processes, because
they require, in return, more
complex HRIS.
It was also observed that
two groups of organizations
lead the HRIS
implementation trend:
The parent companies, with
regard to their subsidiaries,
and the largest firms in
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terms of number of
employees.
This seems a logical finding
because their more complex
structures may benefit more
of the advantages of HRIS
to increase the efficiency of
their recruiting processes.
Besides, HRIS are found to
be preferred in combination
with other HRM practices,
instead of on their own.
This reveals that human
judgment is still the main
criterion for making
decisions in this area, albeit
assessed or supported by
the information provided by
the HRIS.