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    ASSIGNMENT ON HUMAN RESOURCE INFORMATION SYSTEM (HRIS)

    WHAT HRIS MEANS?

    A human resource information system (HRIS) is a systematic procedure for collecting,

    storing, maintaining, retrieving and validating data needed by an organisation about its

    human resources.

    AREAS OF APPLICATION:

    Training management Risk management Turnover analysis

    Succession planning Flexible-benefits administration Compliance with government and legal requirements Attendance reporting and analysis Human Resources Planning(HRP) Accident reporting and prevention Strategy planning Financial planning

    COMPUTERISED HRIS:

    The Human Resource Information System (HRIS) is a software or online solution for the data

    entry, data tracking, and data information needs of the Human Resources, payroll,

    management, and accounting functions within a business. Normally packaged as a data base,

    hundreds of companies sell some form of HRIS and every HRIS has different capabilities.

    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 informationupdating.

    Complete integration with payroll and other company financial software and accountingsystems.

    Applicant tracking and resume management.

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    An effective HRIS provides information on just about anything the company needs to track

    and analyze about employees, former employees, and applicants. The company will need to

    select a Human Resources Information System and customize it to meet customer needs.

    With an appropriate HRIS, Human Resources staff enables employees to do their own benefits

    updates and address changes, thus freeing HR staff of more strategic functions. Additionally,

    data necessary for employee management, knowledge development, career growth and

    development, and equal treatment is facilitated.Finally, managers can access the information

    they need to legally, ethically, and effectively support the success of their reporting

    employees.

    BENEFITS OF HRIS:

    Simplified data entryLess paperwork

    Fast and accurate

    Better use of feedback

    Increased efficiency

    Improved tools for data analysis

    HRIS has great significance in every sector and it can play a vital role. It helps to have a better

    communication process in the organization and can offer better service with less effort at

    reduced cost.

    Most importantly, organizations can hire and retain top performers, improve productivity and

    enhance job satisfaction of the employees.

    STEPS IN IMPLEMENTING AN HRIS:

    1. INCEPTION OF IDEA: The originator of the idea should prepare a preliminary reportshowing the need for an HRIS and what it can do for the organisation.

    2. FEASIBILITY STUDY: This study evaluates the present system and details the benefits ofan HRIS. It evaluates the costs and benefits of an HRIS.

    3. SELECTING A PROJECT TEAM: Once the feasibility study has been accepted and theresources allocated, a project team should be selected. The team should consist of an

    HR representative who is knowledgeable about the organisations HR functions and

    activities and about the organisation itself and representatives from both the

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    management information system and payroll. As the project progresses, additional

    clerical people from the HR department will need to be added.

    4. THE REQUIREMENTS: A statement of requirements specifies in detail exactly what theHRIS will do. A large part of the statement deals with the details of the reports thatwill be produced. Other specific requirements include written description of how users

    collect and prepare data, obtain approvals, complete forms, retrieve data and perform

    other non-technical tasks associated with HRIS use. The key here is to make sure that

    the mission of the HRIS truly matches managements needs for an HRIS.

    5. VENDOR ANALYSIS: This step determines what hardware and software are availablethat will best meet the organisations needs for the lowest price. This is a difficult task.

    The best approach is not ask vendors if a particular package can meet the

    organisations requirements but how it will meet them.

    6. PACKAGE CONTRACT NEGOTIATION: After a vendor has been selected, the contractmust be negotiated. The contract stipulates the vendors responsibilities with regard

    to software, installation, service, maintenance, training and documentation.

    7. TRAINING: Training usually begins as soon as possible after the contract has beensigned. First, the members of the team are trained to use the HRIS. Towards the end of

    the implementation, the HR representative will train managers from other

    departments in how to submit information to the HRIS and how to request

    information from it.

    8. TAILORING SYSTEM: This involves making changes to the system to best fit the needsof the organisation. It is better not to modify the vendors package, because

    modifications frequently cause problems. An alternative approach is to develop

    programs that augment the vendors program rather than altering it.

    9. COLLECTING THE DATA: Data must be collected and entered into the system.10.TESTING THE SYSTEM: Once the system has been tailored to the organisations needs

    and the data entered, a period of testing follows. The purpose of the testing phase is

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

    All reports should be critically analysed for accuracy.

    11.STARTING UP: Starting up begins when all the current actions are put into the systemand reports are produced. It is wise to attempt start-up during a lull period so that

    maximum possible time can be devoted to HRIS.

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    12.RUNNING IN PARALLEL: Even after the new HRIS is tested, it is desirable to run thenew system in parallel with the old system for a period of time. This allows for the

    comparison of outputs of both the system and examination of any inaccuracies.

    13.MAINTENANCE: It takes several weeks or even months for HR people to feelcomfortable with the new system. During this stabilisation period, any remaining

    errors and adjustment should be handled.

    14.EVALUATION: After the HRIS has been in place for a reasonable length of time, thesystem should be evaluated. Whether the HRIS is right for the organisation and

    whether it is being properly used.

    INDUSTRY EXAMPLES

    HRIS IN IBM (INFORMATION TECHNOLOGY INDUSTRY) :IBM has a paperless online enrolment plan for all of its employees. Not only has the online

    enrolment saved the company 1.2 million per year on printing and mailing costs, the

    employees enjoy working with the online plan. "Since we began offering online

    enrolment, we've learned that employees want web access," Donnelly [Senior

    Communications Specialist] 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

    enrolment system that employees and retirees can access from anywhere. By utilizing the

    flexible-benefits application HRIS has to offer, IBM was able to cut costs and give

    employees the freedom to discover their benefits on their own time and pace.

    SHAWS SUPERMARKET (RETAIL INDUSTRY) :Another company that has taken advantage of HRIS applications is Shaws

    Supermarkets, the second largest supermarket chain in New England. In order for Shaws to

    better manage its workforce, the company decided it was time to centralize the HR

    operations. After looking at different options, Shaws decided to implement an Employee SelfService (ESS) system. 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 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. By giving employees access to their personal information

    and the ability to update or change their information as needed, HR was given more time to

    focus on other issues. Understanding the different applications HRIS has to offer will give

    companies the chance to increase employee efficiency and reduce costs.

    TOSHIBA AMERICA MEDICAL SYSTEMS(TAMS)HEALTH INDUSTRY :

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    Another company that implemented a HRIS system is Toshiba America Medical Systems,

    Inc. (TAMS). TAMS put all employee benefits information online and created an open

    enrolment option when TAMS changed healthcare providers. Almost immediately upon

    rolling out the UltiPro portal [new HRIS technology] to employees, TAMS began seeing

    improvements, with an estimated 70% increase in open enrolment efficiency. By

    determining the efficiency of the new program, TAMS was able to realize the benefits ofthe new HRIS system.

    SECURITY OF 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. Establishing security and end-user privileges calls for a

    balance of incorporating, HR policy, system knowledge and day-to-day operations.

    BARRIERS TO THE SUCCESS OF AN HRIS :

    o Lack of management commitmento Satisfaction with the status quoo No or poorly done needs analysiso Failure to include key peopleo Failure to keep project team intacto Politics / hidden agendaso Failure to involve / consult significant groupso Lack of communicationo Bad timing (time of year and duration).HRIS SOFTWARE :

    Abra Suite: for human resources and payroll management ABS (Atlas Business Solutions): General Information, Wages

    information, emergency information, Reminders, Evaluators, Notes

    customer information, Documents and photos, Separation information.

    CORT: HRMS: applicant tracking, Attendance tracking and calendars,Wage information, Skills tracking, Reports-to information, Status

    tracking, Job history tracking, Cost center tracking, Reviews and

    tracking, Mass update and change tools etc.

    HRSOFT: Identify and track senior managers, assess management skillsand 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.

    Human Resource MicroSystems: sophisticated data collection andreporting, flexible spending accounts, compensation, employment

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    history, time off, qualifications, Applicant/Requisition Tracking,

    Position Control/Succession Planning, Training Administration,

    Organization Charts.

    ORACLE- HRMS: Oracle iRecruitment, Oracle Self-Service HumanResources, Payroll, HR Intelligence, Oracle Learning Management,

    Oracle Time and Labor PEOPLESOFT: Enterprise eRecruit, Enterprise Resume Processing,

    Enterprise Services Procurement, Workforce Planning, Warehouse

    SAP HR: Human Capital Management (HCM) for Business, All-in-One:Rapid HR,

    SPECTRUM HR: iVantage and HRVantage. iVantage is a Web-basedHRIS product designed for organizations with up to 10,000 employees.

    CRITICAL ANALYSIS

    Although almost all HR managers understand the importance of HRIS, the general perception

    is that the organization can do without its implantation. Hence only large companies have

    started using HRIS to complement its HR activities.

    But HRIS would be very critical for organizations in the near future. This is because of a

    number of reasons.

    Large amount of data and information to be processed. Project based work environment. Employee empowerment. Increase of knowledge workers & associated information. Learning organization

    The primary reason for delay in HRIS implementation in organizations is because of the fear

    psychosis created by "technology" and "IT" in the minds of senior management. They may not

    be very tech savvy and fear of being left out.

    But trends are changing for the better as more and more organizations realize the importance

    of IT and technology. Major HRIS providers are concentrating on the small and middle range

    organizations as well as large organizations for their products. They are also coming up with

    very specific software modules, which would cater to any of their HR needs. SAP and

    Peoplesoft provide HR modules within their business intelligence software. Hence HRIS would

    soon be an integral part of HR activities in all organization.