Human Resource Information System

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HUMAN RESOURCE INFORMATION SYSTEM

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Presented by:- Harpreet singh wadhwa Mba (g) Amity business school [email protected]

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The concept of Human Resource Information System (HRIS) has been derived from the concept of Management Information System (MIS)

We can say:- Human Resource Information System is a

systematic procedure for collecting , storing, maintaining and retrieving data needed by an organization about its human resources and various activities that are relevant for their management.

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The HRIS is a method by which an organization collects, analyses and reports information about people and job.

It applies to information need at micro and macro levels.

HRIS is basically a data base system that offers important information about employees in a central and accessible location.

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The HRIS is not only prepared for an industrial, service or government organization but also for the entire city, district, state or country.

In order to eliminate human resource problem of any kind, HRIS comes to the rescue and provides the services of hiring human resources, maintaining the complete record of human resources.

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FEATURES OF HRIS

Timely:- a manager must have access to

up to date information.

Accurate:- a manager must be able to rely

on the accuracy of the information provided.

Concise:- a manager can absorb only so

much information at any one time.

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Relevant:- a manager should receive only

the information needed in a particular situation.

Complete:- a manager should receive

complete, not partial information

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Objectives of HRIS

To offer an adequate, comprehensive and ongoing information system about people and job

To supply up-to-date information at a reasonable cost

To offer data security and personal privacy by passwords, elaborate codes.

Personal privacy is both an ethical and moral issue.

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Advantages of HRIS For large organization the employ very large

number of people, it becomes necessary to employ HRIS.

Modern day compensation package is complex consisting of many allowances and deductions.

With the help of HRIS, employee records and files can be integrated for fast retrieval, cross referencing and forecasting.

Necessary flexibility for adaption to changes in environment can be built into a mechanical information system.

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Important uses of HRIS

Performance appraisal

Compensation and benefits

staffing

Hr developmen

t

Health, safety and

security

Labor relations

Hr planning and analysis

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HOW THE HRIS WORKS ????

feedback

INPUTS

TRANSFORMATION

OUTPUT

control

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INPUTS:- input of HRIS includes

information related to employees such as education, training, age, experience, training, present status, present salary, whether promoted or not and other necessary details.

The computerized human resource information system is in all respect superior to manual system, which is time consuming and not so effective.

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Transformation:- The information fed to

the computer can be transformed into more meaningful and necessary information that is exactly required by the organization.

this is the conversion stage of computerized HRIS.

The information generated is very useful to the managers .

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Output:- output refers to the printouts of

the transformed material from the computer printer like salary statement, report on performance of an employee, budget estimates, etc.

A well knit HRIS acts as a worth decision support organism of a very high quality.

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Feed back and control:- whether the

output obtained is relevant and useful or not must be known.

The method of ensuring it is known as feedback.

Feedback establishes control over the system.

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Need of Human Resource Information System

Costly exercise:- personal records, when

kept manually, do not offer up-to-date information at short notice. It was difficult to make entries. The clerical involved is quite labor-intensive and costly.

Inaccurate:- the manual transfer of data

from one record to another may increase the chances of errors.

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Fragmentation:- information is not available

at a central, easily accessible place since records are kept at different locations.

Difficult to analyze:- the manual analyzes

of data is time consuming and quite often not readily available for decision making purposes.

When the organization grows in size the manual system fail to offer reliable, accurate data at short notice.

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Steps in implementing HRIS

Step 1 inception of data:- the idea

having an HRIS must originate somewhere. The originator of the idea should prepare a report showing the need of HRIS and what it can do for the organization.

Step 2 selecting project team:- once it

has been selected, then the project team should be selected. It comprises of an HR representative.

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Step 3 defining the requirements:- the key here is to make

sure that the mission of the HRIS truly matches management’s needs for an HRIS.

Step 4 vendor analysis:- it determines what hardware and

software are available that will best meet the organization's needs for the lowest price.

Step 5 package contract negotiation:- after a vendor has

been selected, the contract must be negotiated. The contract stipulates the vendor’s responsibilities with regard to software installation, service, maintenance, documentation.

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Step 6 training:- first the HR members of the

project team are trained to use the HRIS. Then the HR representative will train managers from other departments.

Step 7 tailoring the system:- this step involves

making changes to the system to best fit the needs of the organization.

Step 8 collecting the data:- prior to the start

up, data must be collected and entered into the system.

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Step 9 testing the system:- its purpose is to verify the

output of the HRIS and to make sure it is doing what it is supposed to do

Step 10 starting up:- start up begins when all the

current actions are put into the system and reports are produced.

It is wise to attempt start up during a lull period so that max. possible time can be devoted to HRIS.

Step 11 running in parallel:- even after the new

HRIS has been tested, it is desirable to run the new system in parallel with the old system for a period of time.

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Step 12 maintenance:- it normally takes several

weeks or even months for the HR people to feel comfortable with the new system. During this period any remaining errors and adjustments should be handled.

Step 13 evaluation:- after the HRIS has been in

place for a reasonable length of time, the system should be evaluated. Is the HRIS right for the organization and it is being properly used?

The above steps will not guarantee success, but it will increase probability.

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HRIS on the ‘net’

Many companies have begun expanding their HR information systems by adding a couple of internet- related features like intranet and extranet.

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Intranet:- intranets are internet networks that are

accessible only to employees within the company; it can store a great deal of HR information such as employee handbooks, benefits information, phone directories.

Intranet allows company to save money by eliminating printing and distribution costs.

Employees like it because it allows them to quickly and privately access HR information.

Because of these advantages, the use of intranet is increasing rapidly.

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Extranet:- companies are now taking this

technology to the next level by creating extranets.

The extranet give employees secure access to information and services from outside parties.

For example:- in Compaq computer

corporation employees can view charts and graphs showing how their pension savings will build over the next 10 or 20 years. And view their mutual portfolio in real time.

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