HRIS SUMMARY

 

Information technology is expected to drive Human Resource (HR)'s transition from a focus on Human Resource Management (HRM) to Strategic Human Resource Management (SHRM). This strategic role not only adds a valuable dimension to the HR function, but also changes the competencies that define HR professional and practitioner success.

Human Resources Information System (HRIS) can support SHRM in some points as below:

Human resource development and workplace learning

Communications

Career management

Commitment management

Leadership management

Business processes reengineering

Managing relations with the organization’s trade unions

Decision-making

HRIS shape an integration between human resource management (HRM) and Information Technology. Even though these systems may rely on centralized hardware resources operationally, a small group of IS specialists residing within the personnel department increasingly manage, support, and maintain them. HRIS support planning, administration, decision-making, and control. The system supports applications such as employee selection and placement, payroll, pension and benefits management, intake and training projections, career-pathing, equity monitoring, productivity evaluation, .... These information systems increase administrative efficiency and produce reports capable of improving decision-making.

HRIS functions

Functional HRIS must create an information system that enables an assimilation of policies and procedures used to manage the firm’s human capital as well as the procedure necessary to operate the computer hardware and software applications.

Integrating the Technologies of HR Is a fact, that developments in Information Technology have dramatically affected traditional HR functions with nearly every HR function (example, compensation, staffing, and training) experiencing some sort of reengineering of its processes. However, this process of change has created significant challenges for HR professionals resulting in the transformation of traditional processes into on-line processes.

Some of the HRIS functions include the following:

Increased Efficiency

Rapid computing technology has allowed more transactions to occur with fewer fixed resources. Typical examples are payroll, flexible benefits administration, and health benefits processing. Though technologies of early mainframes provided significant efficiencies in these areas, the difference is that the record processing efficiencies that were once only available to large firms are now readily available to any organization size.

Increased Effectiveness

Most often, as with processes, computer technology is designed to improve effectiveness either by in terms of the accuracy of information or by using the technology to simplify the process. This is especially the case where large data sets require reconciliation. However, onerous manual reconciliation processes may be executed faster, but also with near perfect accuracy using automated systems. For instance, pension and profit sharing applications, benefits administration, and employee activities are just to mention but a few. Using computer technology in these processes ensures accurate results and offer substantial simplification and timeliness over manual processing. Consequently, the vast majority of HR functions have had some degree of automation applied in order to gain both efficiency and effectiveness.

IT-Enabled Processes

While many of the application areas’ gains are through increased effectiveness and efficiency over manual processing, some are only possible using contemporary technologies. Most notably, computer-based (web-based) training is a growing area of HR practice that was not available until computer software was created. Even computer-based training was not as practical as it is today because it was geographically dispersed until the training was upgraded from computer-based to web-accessible training. However, by taking traditional computer-based training programs and making them accessible on the Internet, firms have created a powerful tool to upgrade and assess employee skill sets. Moreover, many other traditional HR functions have evolved Information Technology (IT) -dependent components with the advent of the Internet. Online recruitment centers, along with the ability to conduct virtual interviews, background checks, and personnel tests on-line have dramatically changed those processes, increasing the geographic reach of firms for potential employees.

Cost and benefit of HRIS

An HRIS system represents a large investment decision for companies of all sizes. Therefore, a convincing case to persuade decision makers about the HRIS benefits is necessary. The common benefits of HRIS frequently cited in studies included, improved accuracy, the provision of timely and quick access to information, and the saving of costs. The accuracy and timeliness of HRIS is very important in terms of operating, controlling, and planning activities in HR.

Some reasons why companies should use HRIS:

Increase competitiveness by improving HR practices

Produce a greater number and variety of HR operations

Shift the focus of HR from the processing of transactions to strategic HRM

Make employees part of HRIS, and

Reengineer the entire HR function

HRIS contribute to cost reductions, quality/customer satisfaction, and innovation.

On the other hand, there are costs associated with HRIS implementation. Moreover, to capitalize on all HR possibilities, workers need to have personal computers and global Internet connections. Some companies facilitate this by providing employees computer discount programs to encourage home usage. In addition, there is inevitably transition costs associated with moving from traditional HR to an HRIS, including slowdowns, mistakes, and other consequences associated with changing legacy systems to integrated suites. Hardware costs for servers and software costs for application programs entail sizeable initial outlays and continuing costs over time as better technology becomes available. While many companies are adopting HRIS systems and extolling their benefits, others are reluctant in embarking on such an expensive and time consuming change. Nevertheless, some firms are adopting less complex forms before attempting to transform their HR departments. However, for those who have already adopted HRIS, many are yet to realize its full benefits.

 

HRIS COMPONENTS

 

HR solutions and HRMS Product Page Core Feature List

Attendance

Benefits Open Enrollment

Payroll

Compensation

Recruiting and On-Boarding

Performance Appraisal Management

Position Control

Succession Management

Training and Development Administration

Time Collection

Employee Self Service

Multi Currency

Multi Language

Work-Flow, Routing and Alert Notifications

HRIS and HRMS product Purchase Options

Subscription

Hosted

License

 

Our HRIS System selection method is far more detailed than the product page and we included description notes on many of the questions related to HRIS applications:

Payroll

Do you need an interface between your existing payroll system and your HRM Software?

Hosted or subscription

In house Payroll

Outsourced Tax Filling

Outsourced Check Printing

Employee Self Service

Employee Vacation Leave Request with Manager Approval

Pay History, Print Advices, etc

Work Flow Management

Multi – Level User Defined Approval Levels

Manager Self Service

Have Managers approve Employee Time Sheets

Life Events

Benefits

Benefits Open Enrollment

Will you need interfaces between your HRIS/HRMS Application and your Benefit Carriers?

Will you provide employees with Total Compensation Benefit Statements?

Performance Management

Do you need to track employee reviews and due dates?

Online Review Form for Management and Work Flow and Manager Approval levels

360 Reviews

Competency Based Employment Development Plans

Recruiting

Ability to Post Requisitions on Major Job Boards

Screening Questions

Testing and Results

Applicant Self Service

Training Management

Are you looking to only track dates that employees took classes and when they are next due?

Ability to track required courses by Title

Ability to track programs

Online Tests

Tracking of Trainers, Equipment, & Facilities

Employees are able to view course catalogs online and enroll online for courses

Additional HRIS/HRMS Product Options

Email Alerts

Succession Management

Compensation HRIS Management

Position Control

Organizational Charting

Time Entry & Leave Accrual

Ability to log time online

Need for a rules based physical time keeping system

Calendar based Reporting

Automatic bumping through seniority accrual levels

Additional HRIS/HRMS System Features

Ad Hoc Report Writing

Job and Pay History

Salary Grade Analysis

Employee Notes

Customization

Custom Screen Development

User Defined Fields

Ability to import and export data

E-Forms

Triggers and Automatic Processes

Purchase Options

Subscription

Subscription Service solutions (also referred to as SaaS or PEPM) are sometimes referred to as multi-tenanted, as many companies share the system that has been configured for general use. The software and the data reside on servers in a secure facility, managed by the Vendor, where you access it from a Web browser. These solutions do not require IT support on your part. They usually require a set-up fee and you typically subscribe to this service on a month-to-month basis based on your employee population for a minimum term.

License

Licensed/Purchased solutions are sometimes referred to as In-House or On-Premise solutions. You pay a one-time license fee, and your IT department installs and maintains the solution on your hardware using your network. License software is configured to your particular needs. There are implementation fees to set up the software. Ongoing annual Support fees are a percentage of the original license cost.

Hosted

Licensed/Hosted solutions are the same as Licensed/Purchased with the software being configured to your particular needs. However, the Vendor hosts your software in its secure facility and provides the back office IT support. There are still implementation and Support fees. There is usually no minimum term as you own a license.