1. Human Resource Information System

2. WHAT IS HRIS?
HRIS is a systematic way of storing data and information for each employee to aid planning, decision making, and submitting of returns and reports to the external agency.
The application of computers to the employee-related record keeping and reporting, and management decision making

3. WHAT IS HRIS?
A set of interrelated components working together to support the functions of the HR function
Primary function:
Documenting the employment relation in all its complexity
Basic technology:
Storing, retrieving and distributing information

4. PURPOSE Storing of data for future reference
Providing a basis for all HR functions
Meeting daily transactional requirements
Supply data to statutory agencies

5. IMPORTANCE OF HRIS
Strategy
Competitiveness
People
HRM

6. EVOLUTION OF INFORMATION SYSTEMS
Transaction Processing (i.e. payroll)
Management Information Systems (i.e. daily and monthly absenteeism summary)
Decision Support Systems (i.e. How many employees should we hire?)
Expert Systems

7. DATA vs. INFORMATION Data – “Just the facts” > raw facts
Information – data that has been transformed into a more useful or meaningful form

8. ALL COMPUTER-BASED INFO SYSTEMS (HRIS INCLUDED)
CONSIST OF:
Hardware
Software
Databases
Telecommunication
Procedures
People

9. (Is paycheck accurate?)
AN HR EXAMPLE
PROCESSING
(calculating net pay)
INPUT
(hours worked)
OUTPUT
(cut paycheck)
Feedback Loop
(Is paycheck accurate?)

10. BASIC HRIS CAPABILTIES TRANSACTION PROCESSING
IS IN HR
EXECUTIVE SUPPORT
Plant Location
Merger/Acquisition Support
BASIC HRIS CAPABILTIES
MANAGEMENT REPORTING
EEO, OSHA, etc.
Absenteeism by Department
DECISION SUPPORT
Staffing
Benefits Planning
TRANSACTION PROCESSING
Time & Attendance
Benefits Enrollment
WORKFLOW
Time & Attendance
Benefits Enrollment

11. WITHOUT HRIS – PERFORMANCE EVALUATION
Prepare evaluation forms
Print and copy evaluation forms
Distribute forms to employees
Employees fill in evaluation
Evaluation forms personally submitted to HR Manager
Re-write results to the computer or file them
Manual processing of data gathered
Prepare result sheets
Print, copy and distribute result sheets to employees
File all forms for future use

12. WITH HRIS – PERFORMANCE EVALUATION
Define evaluation forms
Online evaluation entry
One-click access to results
History information captured
Evaluation reports
Strategic decision making process can take place

13. WITHOUT HRIS – LEAVE APPLICATION ADMINISTRATION
Prepare leave application forms
Print and copy leave application forms
Manually maintain employee attendance information daily
Maintain company calendar
Employees applying for leave fill out an application form
Application form personally submitted to supervisor
Manual check for employee’s leave status history
Supervisor’s approval or rejection
Application form personally submitted to HR Manager
Manual update of employee’s personal leave information file

14. WITH HRIS – LEAVE APPLICATION ADMINISTRATION
Define company specific leave administration processes
Online leave application form
Online leave approval or rejection
History information captured
Leave balance reports generated by the system
Saves strategic resources

15. INTRANET – NEW DIMENSION OF HRIS Employee Self-Service
View/check/modify online:
Personal information
Qualifications
Leave application
Leave balance
Leave cancellation
Leave approval/rejection
Salary information
Company calendar
Appraisal results
Online appraisal process

16. TOP 10 CALCULATIONS FOR HRIS
10. Healthcare Costs
1. What Impresses CEO Most
9. Pay Benefits
8. Cost Per Hire
2. Human Value Added
TOP 10 CALCULATIONS FOR HRIS
7. Return on Training
3. Return on Human Capital Invested
4. Time to Fill Jobs
6. Volunteer Turnover Rate
5. Turnover Cost

17. THREE LEVELS OF HRIS Economic trends Industry forecasts
STRATEGIC
Economic trends
Industry forecasts
Manpower demand forecasts
Training projects
Manpower planning
Pension fund investments
FUNCTIONAL
Recruiting
Employee selection
Employee placement
Employee Promotion
Assignments Matching
Employee background and
experiences
Performance evaluation
Skills inventory
OPERTATIONS
Internal reporting
Absentee rates
Human resource accounting
Productivity assessments
External reporting
Equity monitoring
Vacancy reporting
Health & safety reporting
Benefits programs
Compensation programs
Insurance programs
Employee demographics
Position description

18. WHY ARE CAREFULLY DEVELOPED INFO SYSTEMS IMPORTANT TO HR?
Safer
Better Service
Competitive Advantage
Less Errors/Greater Accuracy
Higher Quality Products
Improved Health Care
Improved Communication
Increased Efficiency
Increased Productivity
More Efficient Administration
More Opportunities
Reduced Labor Requirements
Reduced Costs
Superior Managerial Decision Making
Superior Control

19. BENEFITS
Time saving
Cost saving
Work reallocation

20. Time Saving Easy date maintenance Administrated processes automated
Employee ‘self-service’
Adequate information base that leads to timely and quick decision making
Responding faster to employee inquiries to enhance efficiency and productivity

21. Cost Saving Less time spent on tasks = less money Minimal paperwork
Timely and accurate decision making includes less cost

22. Work Reallocation
Helps the employees perform better through effective career planning and performance management
Integrating the human resource function with other business functions in the enterprise to better serve personnel

23. HRIS – THE STRATEGIC VALUE
Efficiency – cost & time
Effectiveness – orientation on the most valuable asset of the organization - PEOPLE

24. IMPLEMENTATION OF HRIS
INCEPTION OF IDEA
TAILORING THE SYSTEM
COLLECTING DATA
FEASIBILITY STUDY
TRAINING
TESTING THE SYSTEM
SELECTING PROJECT TEAM
CONTRACT NEGOTIATION
STARTING UP
AUDIT
DEFINING REQUIREMENTS
VENDOR ANALYSIS
RUNNING IN PARALLEL
MAINTENANCE

25. LIMITATION Expensive in terms of finance
Problems of computer illiteracy
Inadequacies in design of HRIS
No substitute for human being
Regular updating of information necessary

26. DECISION MAKING PROCESS
Strategic
Create a comprehensive learning organization that enhances the knowledge capital of all employees
Functional
Personal development plans for employees, individual training plans according to employees training needs, performance evaluation meeting, etc.
Operational
Maintaining data in the system, administration

27. HRIS UNPLUGGED – TIME ALLOCATION
Strategic:
Strategic decision making………………...….2%
Functional:
Functional decision making………………….23%
Operational:
Operational day-to-day tasks………………75%

28. IDEAL DECISION MAKING PROCESS
Strategic:
Strategic decision making………………...….2%
Functional:
Functional decision making………………….23%
Operational:
Operational day-to-day tasks………………75%

29. CONCLUSION
“By automating human resource practices, HRIS saves time and money, effectively reallocates work processes and thus provides competitive advantage, adding strategic value to the organization.”
‘HR managers must make use of HRIS to achieve improved performance; removing routine administration allows them to become professional consultants to the rest of the organization.