Human Resource Information System

Table of Contents:
Page Introduction .. 1 Functions within HR Department .. 2 HRIS Project Team.. 4 Data Dictionary for the Employee Function.. 5 Regular and Legislative Reports. 6 Security Requirements.... . 7 Hardware Requirements . 8 Other Systems connected to the HRIS.. . 9 Basic Vendor Matrix & New Features in HRIS .. 10 Reference. 12

INTRODUCTION: 21st century is a technological era. The human resource department plays an important role in the industry for managing the people inside the organisation. HR department is responsible for hiring the new staff, giving the training to new employees and to old employees if there is implementation of new system in the organisation, maintaining payroll system, treat the medical & health plans to the employees, arrange and implement the employee benefits programs, conduct the employee assistance program, personnel research and HR audit etc. The new developed computer operated system which human resource department used, works smoothly their functions in the organisation. Its very updated and automated technological system called HRIS (Human Resource Information System). HRIS also termed HRIMS (Human resource Information Management System) too. The HRIS is a software or online portal for the data entry and tracking of Human Resources, payroll, accounting and management functions within a business. It is a tailor made computer system because the different companies use different functions to run their business. Many companies use HRIS to track the effective business functions like, attendance, pay raise, pay grades, performance and development plans, to store the employees personal information, applicants resume scanning, interviewing and selection. With the use of proper HRIS, employee of human resource department can update the

address, and benefit plans. In contrast, employers can admittance the information they need to legally and effectively support the success of their reporting employees.

FUNCTIONS WITHIN HR DEPARTMENT HRIMS (Human Resource Information Management System) are rapidly becoming a vital part of many HR departments. HR departments easily collect, manipulate, analyze, and distribute important information about the people of the organisation through the HRIMS. The functions within HR department are: Human Resource Planning in the Organisation. Recruitment process, pre-recruitment process, and joining formalities. Improvement of Compensation Packages Training and Development Compliance to Equal Employment Employee personal file maintenances, employee data base Employee benefits Medical benefits and Health & Safety

 Personnel Research GAP Analysis, performance appraisals & HR Audits Planning in the Organisation In the organisation, HR department placed with the objective to forecast, maintain research, and managing the people within the organisation. All employees recruited in the organisation for the achieving the goals and mission of the organisation. HR department is responsible for conducting the research demand and supply of workforce. Employment-Recruitment and Selection of Employees The most fundamental role of the department is to recruit the people for the organisation. HR department consider the most skilful and competent candidate from the applicant pools, selects the right candidate for the right position, recruit the right candidate, and give the formal offer letter. Improvement of Compensation Packages Motivated and rewarded employees contribute to the value creation, are the assets of the organisation. Rewards should be made to the employees who done well. There should be made some changes to compensation packages if exists. It may include indirect and performance bonus. Training and Development Training to the new recruited candidate or to the old employees in case of new implementation of system in the organisation, and analyse the growth of the company, development of employees. Compliance to laws HR department sees the compliance to different laws like, equal wage parity, equal employment opportunity, minimum wage, health and safety, statutory holidays etc. Personal Research & HR Audits Department conducts GAP Analysis, performance appraisals, information about the wage range in the industry, demand and supply of employees. HR department periodically conduct the audits of human resource.

HRIS PROJECT TEAM HRIS project team is responsible for putting the new system into operation. It may include in different people in different position. Success of HRIS project depends on how the team and how well in performs. In a small companies, HR Team is a one person, and in big industries it consists of number of peoples but the always keep back up is benefitting the organisation whether it is small or big. HRIS project team consists of

HRIS Project coordinator It is firs and highest level of team and this person enables the whole team running properly and keep the overall control over the human resource information system project team.

Senior HR manger This person works to the project leader assistance and in second level after project leader. He or she position is bigger than the other persons of that department except leader. He or she handles the whole department and oversee the works and results of the department, generate the final report and present to the leader.

HR Manage Assistant This works on the third level of HRIS Team. He or she gather information, distribute the information and analyze the information with the help of other peoples on the same level. He or she reporting to the senior HR manager.

Other employees in Third Level it consists of HR assistants whose work are relating to the finance, payroll, MIS, information and technology, HR administrator and clerk who actually works on the data.

SAMPLE DATA DICTIONARY FOR EMPLOYEES FUNCTIONS HR department employees keep the track of employees data records. I presented those functions with the field data which they use to keep track as following:
Data Dictionary for Employee Functions Field Defination Last Name Appx. 10-15 Characters, Alpha, English/French First Name Middle Name Birth Date Numeric, symbols Current Address Appx. 20-40 characters, alpha-numeric, Permanent Address English/French. Hyphens SIN No. 9 characters, Numeric Bank Account No. 10 - 12 characters, Numeric Bank Type Appx. 10 Characters, Alpha, English/French Bank Name & Branch Appx. 10-20 Characters, Alpha, English/French Employment Background Appx. 30-50 Characters, Alpha, English/French Drug Screen Appx. 30-50 Characters, Alpha, English/French

Function HR Department Functions

REPORTS REGULAR AND LEGISLATIVE HR department produce different reports for the decision making and other purpose which mainly two types. There are the regular reports and legislative reports produce time to time. Regular reports are fixed and available in the all systems. Regular reports are production reports, sales reports, purchase report, payroll reports, employee growth and development reports, expense and income reports, employee benefits report etc. Department gather information, arranges the information functionally or departmentally, analyzes the information, and make the reports. These reports help management for decision making. E.g. By analyzing the purchase reports, management can able to know the buying patterns and material price for future reference which make decision about the further purchase from the same supplier or not.

Legislative reports are a requirement of human resource. To comply with the statutory and federal laws, legislative reports must be produce and presented in described manner. Examples of legislative reports are; Employment Records Pay Slips WSIB Pay Equity Records of WHIMS Training, and other mechanical training Transportation of Dangerous Goods, Licensing etc.

SECURITY REQUIREMENTS FOR THE HR DEPARTMENT In 21st century, as technology developed, the critical and important problem of security arose. The securities are of product, people and data. Here, we discuss about the data security and its access to restricted and concerned people. Security of data is important in organisation to emission of data, save data from theft by the rival industries. Information about the employees, its procedure, and secret patents are vital to secure in the organisation. Any laymen cannot access the data if there is security. Security level is depends on the type and size of organisation. Suppose IT industries must have high level of security because

it operates on the electronic data on computer which use to make decision and other purpose. To save the data from the hackers they must have the high level security. Security level defines the extent to which the individuals have access to the system. The Security can be following types. Gateway Level it is basic level of security. It provides all access or no access at all to the system. Function Level it restricted the users to access the information. For example, HR Head can access all the information, while HR manager only access the data relating to its functions. Action Level restricts the users to see or add or change only basis data. Like, employee can see and update the data of change in address, SIN etc. Record or People Level restricts users to select people. E.g., Head of HR can access the all record, while HR manager only access the data of relevant department. Field Level it is tailor made function which all system doesnt have. It cannot see the particular data on the screen. Like, password. It is safe for the all to save the data. The following table depicts the information about the security level for different position Position or Designation HR Project Leader Senior HR Manager Asst. HR Manger HR Asst.-Finance

Security Level or Access Function level security requires through which he or she can reveals the data required for such critical decision making. Record or people level security for the management of data inside the organisation. It haves some security features from the record level. They have field level security with the some rights to access the data related to their work criteria. Or we can say with the permission of high level of department, they have the system access.

HR Asst.-IT/MIS HR Specialists HR Admin.-Clerk

HARDWARE REQUIREMENTS HRIS is a computer operated system so hardware is required to perform or run the HRIS. Before making any decision about the purchase of new system, we should take the stock of hardware that organisation holds which may help to run the system with the help of IT department. It includes computers, printers and other technological devices. Example: Position or Designation

Hardware Requirements Computer Printer Scanner Network Server

HR Project Leader Senior HR Manager Asst. HR Manger HR Asst.-Finance HR Asst.-IT/MIS HR Specialists HR Admin.-Clerk

Notes: Project Leader should require laser, color and network printers. OTHER SYSTEMS WHICH MIGHT CONNECTED TO HRIS HRIS might connect with the other systems within the network organisation or outside the network of the organisation. The following table shows the other system need to be connected to

the HRIS with the specific purpose. Internal Systems - Production Purchase Sales & Marketing Finance Intranet or Intranet Time management & Claim processing Payroll & benefits. External Systems - Payroll Vendor Government Agencies Benefits Carrier

VENDOR FEATURES MATRIX & FEATURES IN NEW HRIS People are updated according to the new technology as changed. There are 10 important features to be included in new HRIS system of the organisation.

1. Security Features as user log in, he or she finds and answer a security question box with the instructions provided for the lost password or reset password. 2. International Regulator this feature enables the HR administrator to easily collect, manage, and analyze the employee data, and define control systems for each specific country they operate in. This safeguard the country specific needs is met. 3. Succession Management the new system include this feature which may help in succession planning in the critical situation. 4. Finger Print Time keeping system (Attendance) it is automated finger print reader attendance system which popular today. 5. Organisation Charting 6. Online Discussion or Forum this forum reveals the questions raise through the employees, and options have reply to those questions by management or other employee too. 7. Text Messaging Services as salary paid, brief statement of salary break-up would be texted to individuals telephone if they have. This service is extra with the E-mail alert. 8. Employee Self Service employee can change the address, see their salary payment history, and chose the offers if they have any in profile. 9. Free E-Tax Filing for employees who are eligible under the act. 10. Theme Change theme change is additional option which entertains the people of organisation by changing their preferable theme.

I want this all features included in new HRIS and following is the vendor matrix
Vendor Feature Matrix for HRIS
Features of HRIS System Database support & Document Storage Unlimited users PTO, Vacation Benefits and Compensation E-mail alerts Text Messaging Service Attendance, Leave International Regulator Sucession Management Employee Self Serve - Online Disc. Forum Web based E-Forms for all Theme Change Security Options Flexible Report Generation Employment Tool Background and Drug Screens Unemployment Claims Apex Software (i-HR) List of Vendors Patriot Software (Patriot HR) Acentis Corp. (HR Software)

REFERENCE

Nu View systems Inc., (2010, August 25). Global HR & Payroll Software Provider Adds New Features, Retrieved from http://www.nuviewinc.com/new%20hris%20software% 20 features%20for %20nuviewhr%204.14.html Bhagria, A., (2010, April 30). Roles And Functions Of The Human Resource Department [Online forum comment]. Retrieved from http://www.younghrmanager.com/roles-andfunctions-of-the-human-resource-department Compare HRIS, (2009, January 6), Ranked List of 20 Most Popular HRIS Features and Options, Retrieved from http://www.comparehris.com/Human-Resource-Information-System-

Feature-List-/ Patriot Software, (n.d.), Human Resource Software Patriot HR features, Retrieved from http://www.patriotsoftware.com/Payroll-Human-Resources-Software-Features/ Heathfield, S., (n.d.), Human Resource Information System [Web log post]. Retrieved from http://humanresources.about.com/od/glossaryh/a/hris.htm