HR Data Management: An Historical,

Technological and Global Approach

Introduction
Objectives
Define HRIS and provide examples of
how it can be used in a variety of
human resource functions.
Understand why project management is
critical in the integration of an HRIS.
Apply the basics of project
management to an HRIS integration.







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Purpose of Lesson
Why
What
How
If
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Why are these topics together?
HRIS
Project Management

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SECTION #1

HRIS
HUMAN RESOURCE
INFORMATION SYSTEMS
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What will be covered in this class?
HRIS
What is an HRIS?
How is it used in organizations?
The history of HRIS
Project Management
Methods of project management
Project life cycle
Project management tools and skills
Integrating an HRIS across cultures
Integration process
Integration issues







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HRIS
HRIS Defined
> HRIS can be briefly defined as
integrated systems used to gather,
store and analyze information
regarding an organizations human
resources. (Hedrickson, 2003,
p.381).
> HRIS One which is used to
acquire, store, manipulate, analyze,
retrieve and distribute information
about an organizations human
resources. (Tannenbaum 1990)


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HRIS
Not just technology:
HRIS is not limited to the computer
hardware and software applications
that comprise the technical part of
the system: it also includes the
people, policies, procedures and data
required to manage the HR function.
(Hedrickson, 2003, p.381).
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History of HRIS
Early (pre-WW II)
> Personnel
Old term for human resources
Historically isolated from core organizational
functions
> Record keeping
Name, address, phone, employment history
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History of HRIS
Between 1945 and 1960
> Human capital issues
> Employee morale
> Formal selection and development
> No real changes from earlier days
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History of HRIS
Early (1960s to 1980s)
> Personnel became HR
> HR was seen as key in organizations
> Government and regulatory agencies
increased reporting requirements:
Affirmative action
EEO
OSHA
> Still, HRIS was used mostly for
keeping administrative records
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History of HRIS
Contemporary HRIS
> Large and small businesses are
utilizing HRIS
> Personal computers have made
HRIS available and affordable for any
sized firm
> HRIS has evolved from simple
record-keeping to complex analytical
tools to assist management decision
making
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Who uses HRIS and how is it used?
HR Professionals
> Reporting and compliance
> Payroll and compensation analysis
> Benefits administration
> Applicant tracking, skills inventory
Functional Managers
> Performance management and appraisal
> Recruitment and resume processing
> Team and project management
> Training and skills testing
> Management development
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Who uses HRIS and how is it used?
Individual Employees
> Self-service benefit options
> Career planning
> Training and development

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Benefits of HRIS

Increased Efficiency
> more transactions with fewer
resources

Increased Effectiveness
> more accurate information and
simplification of processes
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HRIS Terminology
HRIS
> Generic term referring to any information
system used for obtaining relevant and
timely information on which to base human
resource decisions. (Mondy)
ERP
> Enterprise Resource Planning
Software system that integrates several
data sources and processes into a unified
system. An ERP system provides the
functions of at least two separate systems.
i.e. Accounting and Inventory
Management. (www.bestpricecomputers.co.uk)

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HRIS Terminology
SAP
> System Applications and Products
Worlds largest business software
company providing integrated software
systems. In business since 1972

Discussion
> What are some examples of HRIS
systems, including both ERP and stand
alone?
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Discussion Topics
Provide specific examples of HRIS
systems and provide the details (costs,
system requirements and web site
resources etc.).
What are the strengths of the systems?
What are the weaknesses of the
systems?
Respond to other students examples.
As a group, decide which HRIS is best
for a large organization and which one
is best for a small organization.
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Discussion Activity
What are your perceptions of an HRIS?
Possible discussion topics:
List HRIS software you have heard of and what
functions they can complete.
What can an HRIS do for an organization?
List why your organization would want or does
use an HRIS.
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SECTION #2
PROJECT MANAGEMENT
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Project Management
Project Management
> a carefully planned and organized effort to
accomplish a specific (and usually) one-
time effort.
www.managementhelp.org (retrieved 7/2/08)

> A project is a series of tasks and activities
that has a stated goal and objectives, a
schedule with defined start and end dates,
and a budget that sets limits on the
projects dedicated use of resources.
SHRM Learning System, 2008 , Module One
Strategic Management, p. 1-21


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Project Management
Projects are characterized by
> A group of people
> A goal
> Limited time and money
> A level of uncertainty regarding
achievement
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The Process of Project Management
Project Management Life Cycle
> Defining (Scoping)
Answers the question What will be covered by this project?
> Planning
Identifies: Who, What, When and With what resources
> Executing
Organizing people, allocating resources and scheduling tasks
> Monitoring and Controlling
Tracking progress and taking corrective actions
> Closing
Project completion and evaluation



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The Process of Project Management
The MPMM Project Management Life Cycle
> Project Initiation
Project Definition
> Project Planning
Detailed Planning
> Project Execution
Monitoring and Control
> Project Closure
Post Implementation Review

www.mpmm.com/project-management-methodology
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The Process of Project Management
The Rational Unified Process (RUP)
> The Inception Phase
Primary goal is to achieve consensus on project objectives
and to obtain funding for the project
> The Elaboration Phase
Identifies details of the project and architecture for the
system
> The Construction Phase
Development of the new system to the point where it is ready
for deployment
> The Transition Phase
The focus is on delivering the system into production, testing
and fine tuning
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The Process of Project Management
DANS
Initiation phase Idea
> Are we going to do this project?
Definition phase What?
> Is it possible? What is required?
Design phase How?
> Is it desirable? What will be the result?
Development phase How to implement?
> Is it feasible? How will we implement the project?
Implementation phase Carrying out the project
> Is the result adequate? How will we evaluate the project?
Follow-up phase Maintenance
> Final report


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Project Management Systems for
Software Development
Linear process Waterfall model
Cyclical Project Management
> Preferred for software development
Software development is a creative process
Impossible to identify all requirements beforehand
Difficult to estimate amount of time necessary for
implementation
Intermediate results must be tested by users
throughout the entire project
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Cyclical Project Management
DANS 6-stage project management method
depicted as a cycle instead of a linear process

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Project Management
DANS Software-Development Method


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Discussion Activity
What is the hardest for the HR
professional to control in a project (time,
cost, scope)?
What can the HR professional do to
help ensure success in time, cost, and
scope?

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PM Tools Gantt Chart
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PM Tools PERT Chart
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PM Tools Fishbone Diagram
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Figure 1: Fishbone Diagram Example
PM Tools Event Chain







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PM Tools Run Chart
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Project Management Software
Desktop
> Microsoft Project
> Cerebral Project
Web based
> @task
> Project Insight
Opensource
> Kplato
> Openwork Bench
> dotProject
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Discussion Topics
Provide an example of a project
management tool and discuss how it
could be used.

Provide one software resource and
identify its strengths and weaknesses.
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SECTION #3
MANAGING PROJECTS
AND HRIS
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Managing Projects
Control Factors
> Time
Scheduling / Gnatt and PERT Charts
> Money
Budget projections
> Quality
Good enough is good
> Organization
Managing the project team
> Information
Communication and decision making

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People and the Project
Project Stakeholders and Tasks

> The Project Sponsor
Member of management
Leadership role in getting project approved, funded and
off the ground

> Organizational Management
Identifies need for the project
Approves budget and assesses risk

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People and the Project
Project Stakeholders and Tasks

> The Project Manager
Manages the team and the process, has ultimate
responsibility for project success

> Roles of the Project Manager
Interpersonal
Informational
Decisional



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People and the Project
Project Stakeholders and Tasks

> The Project Team
Carries out the activities for project completion

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Communications
Within the Project Team
> Kick-off meeting
Communications Plan: who, when, what, how
Review/scope
Technical review
> Establish how the team will be informed of
issues and decisions
Face-to-face
Email
Virtual teams
> International communications
One voice
Language of customer
> Informing stakeholders



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Leadership
Effective Project Managers

> Problem-Solving expertise
> Leadership expertise
> Context knowledge
> Analytical skill
> People skills
> Communication skills
> Administrative expertise
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Project Management and HRIS
Integrating HRIS systems
> Project Management expertise
> HR knowledge
> Foundation Business knowledge
> Understanding of the Organization
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PM Phases in an HRIS
Implementation
Initiation
Planning
Executing
Controlling
Closure/Evaluation
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Initiation
Feasibility study
Establish charter
Set up project office
Review phase
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Project Planning
Resource plan:
> People
> Financial
> Time
Quality
Risk
Communication
Procurement of materials
Contact suppliers
Contingency plan
Perform review of planning phase

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Project Execution
Doing the project Build the deliverables
Monitor and Control
> Time
> Cost
> Quality
> Risk
> Resources
> Acceptance
> Communications


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Project Execution
Issues Management
Change Process
Review of Project Execution

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Project Control
Set baselines
Measure:
> Progress
> Performance
Compare:
> Plan
> Actual
Take action
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Closure/Evaluation
Project closure
Project review
Project evaluation
Lessons learned
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Specifics of PM to an HRIS Integration
Initiation
Planning
Executing
Controlling
Closure/Evaluation
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Engagement Exercise
Create a list of critical risks and
contingencies for an HRIS
implementation. As a team or
individually, create an outline of how
each of phase of project management
is affected.
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SECTION #4
HRIS IMPLEMENTATION

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Traditional HRIS
Administrative Uses:

Monitor absences
Salary structures
Training information
Recruitment
Media response
Current information
Medical information
Global administration


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HRIS in Business Decision Making
> Analytical Processes:

Budget control
Applicant tracking and screening
Skills matching
Appraisals
Feedback
Manpower planning
Succession planning
Skills monitoring
Training needs analysis
Global analysis


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Why Not More? HRIS in Business
Decision Making
> Organization size
> Organization culture
HR as a strategic partner
Internal culture and politics
> HRIS time in use.
> HR has limited IT and analytical
skills.
> IT has limited HR skills.
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Application of HRIS
Strategic Management
> Environmental scanning
> Tracks quality and productivity improvements
Workforce Planning and Employment
> Tracks promotions, transfers, hiring and
termination rates
> Maintains and prints EEOC data in the
required form
> Prints applicant flow and utilization reports for
affirmative action programs
Human Resource Development
> Outlines career path development
> Tracks, education, skills and training programs
> Registers employees in courses
> Evaluates employee performance

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Application of HRIS
Total Rewards
> Tracks salary survey information
> Tracks retirement planning, tuition
reimbursement, COBRA and HIPAA info.
> Facilitates benefit administration and salary
analysis across job classifications
Employee and Labor Relations
> Stores employee discipline records
> Records union data and labor distribution data
> Maintains attitude survey results
Risk Management
> Identifies accident and illness trends
> Tracks safety records, insurance and workers
comp. claims
> Monitors high-risk conditions and accidents
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Legal Aspects of Data
Employee information
> What information should be gathered?
> How should it be used?
> Who should have access to data?
> How should data be safeguarded?
Privacy:
> Directly related to job
> Need-to-know basis
Social security number.

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Data Security Issues
Whats causing the problem?
> Inconsistent legal standards
> More telecommuters and distance workers
> More use of vendors and outsourcing
> Increasing of organization wide IT systems
> Demand for ease of use for e-mail,
downloads, etc.
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U.S. Laws and Employee Privacy
Fair Credit Reporting Act
Electronic Communications Privacy Act
Health Insurance Portability and
Accountability Act (HIPPA)
Sarbanes Oxley Act

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Globalization and Employee Privacy
EU Data Protection Directive 1998
> Companies must give consumers (or
employees) access to correct their data
> Personal data can be used only for the
purpose for which it was obtained
> Companies may NOT transfer personal
data to countries that lack adequate data
protection laws

Canadian Privacy Laws
> Federal Rules
> Provincial Regulation
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Conflicts of Globalization
Conflicting Privacy Regulations
> Collection of data
> Transfer of data
> Employee hot-lines

Whats a company to do?
> Safe Harbor program

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Other Issues in Globalization
Language barriers:
> Royal English vs. American English.
> Belgium (part of country): In Brussels employee
selects (Dutch or French)
Processes differ slightly:
> In U.S. address may trigger benefit changes
> In Europe this is not a concern
Government regulations and reporting
> Requirements will vary among countries
Terminology
> may be different from one country to another
Culture
> Individual vs. Collective
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Change Management and HR
Integrating HRIS
What is the role of HR during change?
> Recognize individuals may react negatively to
change
> Anticipate resistance and find ways to deal
with it
> Show commitment and present a positive
attitude toward the change
> Involve people in the process
> Ensure top management is visible and
supportive
> Remind management and others that change
is a process and successful change takes time
> Reinforce change with incentives
> Communicate with employees & management


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Conclusions
HRIS
History of HRIS
Project management.
Integrating HRIS and project
management
HRIS in business decision making
Globalization, legal, cultural and
organizational change issues

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