SUBJECT : HOUMAN

RESOURCE INFORAMTION
SYSTEM
M.B.A. -1
SUBMITTED TO : PRO. JALLAVI PANCHAMIYA

SUBMITTED BY :

Rutvij Bhatt(6)
Dharshan Zaveri(36)
Akshay Jadav(38)
Hiren makwana(49)
Human Resource information system.

 Human resource departments require large amount of detailed

information. The quality of personnel management
department’s contribution largely depends upon the quality of
information held by it. Many personnel activities and much
effort by personnel professionals are devoted to obtain and
refine department’s database.information requirements may
include:
 Duties and responsibilities of every job in the organization
 Skills possessed by every employee
 Organization’s future human resource needs
 Current productivity of human resources
 Identification of training needs.
 Acquisition,storage and retrieval of information presents a significant
challenge to the management . However ,once the database is
created,maintenance becomes a much easier task provided data
security and privacy of employeed can be safeguarded.
 Human Resource Information System (HRIS) is a systematic way of
storing data and information for each individual employee to aid
planning ,decision making, and submitting of returns and reports to the
external agencies.
 Information is needed for internal control,feedback and corrective
actions, and for ststutory obligation. HRIS is utilized basically for the
following four purposes;
 storing information and data for each individual employee for future
reference.
 Providing a basis for planning ,organizing ,decision making ,controllong
and a host of other human resource functions.
 Meeting daily transactional requrements such as marking present/
absent,and granting leave.
 Supplying data and submitting returns to government and other
statutory agencies.
 Originally,HR departments used to share hardware and files with
other departments. Later , companies began to develop
information systems devoted exclusively to human resource
applications. These system came to be known as human resource
information systems.
 A human resource information system shoul be designed around
a database consisting of employees and position records. The
access to the database could be in batch mode or through on-line
transactions, with ad hoc enquiries being satisfied by a report
writer. A number of standard reports , such as age analysis
,absence reports, salary review reports and employee profiles
could be used to facilitate the functions described in succeeding
paragraphs.
APPLICATIONS

 Some of the applications which could ce computerized and the

nature/type of information that can be recorded and stored are
described below.

 Perssonel administration. It will encompass information about each

employee,such as name,address, date of birth, date of jining the
organization ,and information about next of kin and family. The facility
should allow the user to maintain a number of address records such
as permanent home addredd, local postal addredd, and the address of
next of kin
 .
 Salary administration.Salary review procedures are an important
function of the human resources department. A good human resource
information system must be able to perform ‘what if’ analysis and
present the proposed increase in a report should give the details of
present salary,last increase ,and the proposed increase. A global
update feature which will require a minimum of operator intervention
should be available to effect pay increase for employees.
 Leave/absence recording. An essential requirement of HRIS is to provide
a comprehensive and accurate method of controlling leave/absences. A
fundamental aspect of leave management is to maintain a complete leave
history for each employee with the ability to increase entitlement
according to leave rules. Every employee can be issued with an identity
card of the employee token number coded on it. The identity card of the
employees entering/leaving the gate will be swiped through and timing
logged-in /logged out . this will avoid manual effort in recording data,
and calcualating wages for employees with any possibility of errors by
oversight/malpractice.
 Skill inventory. Human resource information system is used to record
acquire skills and monitor a skill database at both employee and
organizational level. This will provide the opportunity to identify
employees with the necessary skills for certain positions or job functions.
 Medical history. The human resource information system may be used to
record occupational health data require for industrial safety
purposes,accident monitoring,exposure to potentially hazardous
materals, and so on. For example, hearing loss in certain work areas may
be monitored using audiometric tests and results recorded on HIRS. The
records of periodical medical examinations may also be maintained.
 Accident monitoring. The system should record the details of the
accident for the injured employees. This can be used to highlight
accident-prone areas or accident-prone times within the organization.
 Performance appraisal. The system should record individual
employee performance appraisal data such as the due date of the
appraisal , scores for each performance criteria , potential for
promotion, and other information to form a comprehensive overview
of each emplyees. The texual data relating to appraisals can be
relating to appraisals can be retained in paper form and can be
combined with the overview obtained from the human resource
information system for training , training , transfer and promotion
purposes.
 Training and development. The system should consider the training
and development needs of an employee,with the ability to record and
enquire on courses completed , those underway, and any projected
cources. This will enable any gaps in training to be identified and also
allow training costs to be monitored at the organizational level. The
system could also be used for recording the details of training
imparted to various employeed.
 Manpower planning. An organization hires people because it has a need
to fill a position to ensure that it continues to operate efficiently and
within the budget restraints . therefore, a fundamental aspect of a
human resource information system should be to record details of the
organizational requirements in terms of positions. A human resource
information system can be used to connect employees to required
position s and keep track of their movements. This philosophy provides
the user with a means of identifying vacancies and astablishing staff
numbers, using either reports or on-line enquiries. A logical progression
path and the steps required for advantage can be identified by HRIS
after which the individual progress can be monitored.
 Recruitment. An essential function of any personnel department is
recruitment. Recording details of recruitment activity such as the cost
and method of recruitment,and the time taken to fill the position can be
used to provide a picture of the cost of recruitmnert in terms of time as
well as rupee value.
 Career planning. HRIS could record projected positional moves. The
system must be capable of providing succession plans to identify which
employeed have been earmarked for which postions.
NECESSARY CAPABILITES OF A
HRIS
 Any HRIS has three major functional components –inputs ,data
maintenance and outputs. These are expained in the following paragraphs

 Input fuction
 The input function provides the capabilities needed to get the human
resource information into HRIS. Some of the first things that must be
established are the procedures and processes required togater the
necessary data .in other words, where ,when and how will the data be
collected? After collection,data must be entered into the system after
codification.once the data has been fed , it must be validated if the data is
aacceptable. The ayatem should have the capability of easily updating and
changing the validation table.
 Data Maintenance Function.
 The data maintenance function is responsible for the actual updating of
the data stored devices. As changes occure in human resource
information, these should be incorporated into the system. As new data is
brought into the system ,it is often desirable to maintain the ols data for
posterity.
 Output Function
 The output function of an HRIS is the most familiar one becasu the
majority of HRIs Users are not involved dwhit collecting,editing
/validating and updating data,but they are concerned with the
information and reports produced by the system. Most human
resource reports consist of selecting a segment of the total
population for further evaluation, performing ,perfoming some
type of caculations, using the population and providinga report
containing specific information regarding the selected population
and/oar the calculation of results. The demands on the output
function are the major factors that influence the particular type of
software to be used.
 SYSTEM FUNCTIONS
 The following system function are considered mandatory in any
computerized HIRS:
 in a networked-PC environment, an unlimites number of users each having
potentially different security groups should be allowed. However, the
security of a human resource information system is critical.the super user
should control the access to the software and varios segments of the
database. A leave clerk should have accedd to leave data In the enquiry
mode,whereas the personnel manager may be given the aduthority to
delete all the records on the database. Secusirty provisions control access
to individual employee records based on criteria such as organizational
level and /or job gradde. Alterations to payroll data within a human
resource environment must be reported in detail.
 User driven ad hoc enquires must be made available to format and select
data from the database. One of the weakeness of database management
system is that the facility can only be driven by someone having a detailed
knowledge of the database structure and query having a detailed
knowledge of the database structure and the query language. This
approach is unsatisfactory . A human resource information system must
be capable of giving the users a simple query facility. Other facilities
should include options to output data to a terminal and/or reating
American standard Code for information interchange (ASCII) files for
porting data to other system .
 A human resource information system should be a part os management
information system(MIS)with interfaces to other subdatainclude
production planning and control costing,corporate planning,etc
STEPS IN IMPEMENTING AN HRIS

 The following steps should be followed in setting up an HRIS.

 Inception of idea. Idea must originate somewhere. The originator
should make a preliminary report justifying the need for an HRIS .the
most critical part of this step is to clearly illustrate how an HRIS can
assist management in making certain decisions.
 Feasibility study. The present system should be studied to
highlight the problem areas and the likely benefit of an HRIS . it
should carry out a cost benefit ananlysis of the HRIS in terms of
labour and material as also the intangible savings, such as
increased accuracy and fewer errors.
 Selecting a project team. Once the feasibility study has been
accepted and the resources allocated, a project team should be
selected. The project team should consist of a human resuources
representative, who is knowledgeable about the organization’s
human resource functions and activities ans the organization itself,
and also a representative from management information system. As
the project progress,additional clerical people from the human
resource department will need to be added.
 Defining the requirements. A statement of requirements
specifies in details exactly what the system needed to so . a
larger part of the statement of requirement normally deals of
the report that will be produced , the objective here being to
make sure that the mission if an HRIS truly matches with the
management’s needs of an HRIS.
 Vendors ananlysis. The purpose of this step id to determine
what hardware and software are available that will best meet
the organization’s needs at he least price .this is a difficult task.
This involves discussion with various vensors on how their
HRIS will meet the organization’s needs. This will help in
making a decision of going to the ‘office-the-self’ package or to
develop the system intenally.
 Contract negotiations. The contract stipulating the
price,delivery,vendors’ responsibilities with regard to
installation, service maintenance, training to organization
employees,etc.,may be negotiated.
 Triaining.project team members may first be strined to use the
system and then they could train all users from other departments.
 Tailoting the system. It involves making changes to the system
to best fit the organizational needs.
 Collecting data. Data is collected and fed into the system.
 Eating the ayatem.purpose of the testing isto verify output of HRIS
and make sure that it is doing what it is supposed todo. All reports
need to be critically analyzed.

 Collective bargaining. A computer terminal can be positioned in

the conference room and linked to the main database. This will
expedite negotiations by readily providing up-to-date data and also
facilitating ‘what if’ analysis.this will provide the means for
discussion based on facts and figures and not feeling and fictions.
The system can also be made accessible through telephone lines
and modems to all employees to fire personnel queries.
 Starting up. Even after testing,often some additional errors
surface during the start up . these need to be sorted out.
 Running in parallel.just for the security, the new system is run
in parallel with the old till the new system stabilizera and
people gain confidence in its operation.
 Maintenace . it normally takes several months for the HR
people to get acquitted with HRIS.
 Audit. After a year or so, the project team should audit the
performance of HRIS and if reqired, corrective actions should
be taken.
BENEFITS
 The following benefits are derived from the system:
 Higer speed of retrieval and processing of data
 Reduction in duplication of efforts leadinf to reduced cost
 Ease in classifying and reclassifying data
 Better analysis leafing to more effective decision making
 Higher accuracy of information/report generated
 Fast response to answer queries
 Improved quality of reports
 Better work culture
 Establishing ig streamlined nad systematic procedures
 More transparency in the system
LIMITATION OF HRIS
 While the computerized Human Resource Information System ,
described earlier, has many benefits, it also has many problems
which need to be addressed to before it can really be useful. some
of them are described below.
 it can be expensive in terms of finance and manpower
requirements.
 It can be threatening and inconvenient to those who are not
comfortable with computers. For computerized information to be
useful at all levels, there is an urgent need for large-scale
computer literacy.
 Often the personnel designing HRIS do not have a thorough
understanding of what constitutes quality information for the
users. Thus, the user managers do not get exactly the reports
which they want. Producing information that is of quality to the
users requires an investment in time , efforts and communication
on the part of HRIS managers.
 Computers cannot substitute human being , Human
intervention will always be necessary . computers can
at best aid the human effort. The quality of response is
dependent upon the accuracy of data input and
queires fire. The ‘Garbage –in Garbage-out’(GIGO) id
the key expression in any computerized system.
 In many organizations, the system is operated in baths
mode with the records being updated once a week.
On-line facility in multi-user environment needs to be
developed so the the reports generated are not uot of
phase with the realities. In many a situatuation , the
stale information is as good as no information.
CONCLUSION
 Information is a vital ingredient to management. Accurate .
timely , and relevant information is necessary for decision
making. Being key to the employee productivity, competitive
strength, and corporate excellence, information is being
recognized as the fifth organized as the fifth organizational
resource. A well designed and comprehensive HRIS provides
the needed information within the shortest period and at
reduced cost. This is why computerized HRIS is being
increasingly used.
Thank you