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Discussion on: How Human Resource Information System help manage HR effectively

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DIPA_DHUNGANA

Human Resource Information System (HRIS) is a computer-based information system for managing the administration of human resource processes and procedures (Armstrong, 2012). It is a software package developed to aid human resource professionals in managing data. HRIS helps to facilitate workflow, improve efficiency and store and collect information. It can be referred to as employee portal that contains information about different aspects related to human resource such as benefit management, demographics and compensation, time and attendance, applicant trading, performance management, workflow and communication and reporting. The major components of HRIS are database, time and labor management, payroll function, benefits, employee interface and recruitment and retention. (Majumder, 2016).

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. A well implemented HRIS provides:

  • Information about employees such as names, addresses, salaries, salary and position history, reporting structures and performance appraisal histories.
  • Company related documents such as employee handbooks, emergency evacuation procedures and safety guidelines.
  • Benefits administration records including enrollment, status changes and personal information updates.
  • Complete integrated information of payroll with other financial software and accounting system (Healthfield, 2018).

Depending on the need of the organization, the following types of HRIS is used:

Operational HRIS: Operational HRIS is related with data and consists employee information systems, position control systems and performance management information systems.
Tactical HRIS: Tactical HRIS is related with allocation of resources and consists of job analysis and design information systems, recruiting information systems, compensation and benefits information systems and employee training and development systems.
Strategic HRIS: Strategic HRIS is related with labor negotiations, workforce planning, and specialized human resource software and consists of information systems that support workforce planning and specialized human resources software.
Comprehensive HRIS: Comprehensive HRIS is related with overall information of the employees and consists of human resource files, employee files, position files, skills inventory files, affirmative action files, job analysis and design files and occupational health and safety files.

Managing human resource is a very tough task. According to CIPD, 2007 (as cited in Armstrong, 2012) HRIS helps in managing human resource effectively by:

  • Improving quality of information
  • Reducing administrative burden on the human resource department
  • Improving the speed of information availabity
  • Improving flexibility of information to support business planning
  • Improving services to employees
  • Producing human resource metrics
  • Aiding human capital resourcing
  • Improving productivity
  • Managing people’s working time more effectively

Tn addition to these, HRIS is important for:

Recruitment and Selection: HRIS maintains detailed employee record including number of employees working in different departments, skills and capabilities of each employees along with the employee turnover analysis. This helps human resource managers to plan for the recruitment and selection process by forecasting the future trends of human resource.
Training and Development: HRIS helps to identify the need for training and development by providing information about the gap between the expected and actual performance of the employees.
Rewards and Absence Management: By providing detailed information about the employees and their performance, HRIS assists in finding out the best performing employees and the employees with less attendance.
Diversity Management: HRIS gives idea about the combination of the workforce in terms of cultural background, educational background, religion, gender, prior work experience and geopgraphy that helps aids in diversity management.
Report Generation: Time and again, the organization has to prepare different reports based on the people they are working with and HRIS eases the process by making those records available instantly.
Self-Service: HRIS allows the employees and managers to access and upload data which facilitates the devolution of responsibility and reduces the burden of human resource managers. It eliminates the communication problem between different departments as the department heads can have easy access to the information at once.
References
Armstrong, M. (2012). Armstrong’s Handbook of Human Resource Mangement Practice. London: Kogan Page.

Healthfield, S. M. (2018, January 28). The Balance . Retrieved from Human Resource Information System: thebalance.com/human-resource- 1 information-system-hris-1918140

Majumder, S. (2016, March 22). Medium . Retrieved from 6 Components of Human Resource Information System: medium.com/@realitynewsIndia/6-com...