human resourse information system -Purposes-Uses-Benefits


human resourse information system -Purposes-Uses-Benefits

Managers  of  the  future  are  likely  to  be  information  managers.  Information  system  (popularly  known as human resource information system– HRIS) is crucial in the process of preparing HR inventory. 

What is HRIS?  

A  human  resource  information  system  is  the  method  by  which  an  organization  collects,  maintains,  analyzes,  and  reports  information  on  people  and  jobs.  The  system  refers  simply  to  the  process  of  integrating  a  variety  of  different  activities  into  a  logical,  meaningful  whole  to  accomplish  a  given  objective.  Information  system  may  be:  (a)  Manual,  (b)  Computerized,  or    (c) A mix of them.

HRIS provides an excellent data base, for HR planners as well as for others. The HRIS facilitates obtaining  HR  data  on  a  logical,  valid  and  reliable  manner  in  order  to  assist  in  managerial  decision  making.  Modern  organizations  have  now  been  making  the  use  of  computers  in  managing the HRIS. Thus, within no time, complete and organized information can be obtained in the desired format. There is no end (limit) to the data that might go into HRIS. One expert has recommended including 17 major categories containing 148 pieces of data. Some of these are:

1.      Personal      data: 

 It  contains:  name,  payroll  number,  social  security  number,  date  of  birth,  minority group classification, sex, etc.

 2.      Recruitment/selection      data:  

It  contains:  data  of  first  contact,  source  of  contact,  date  of  interview,  interviewer(s),  and  date  offered  employment,  test  scores,  interviewer  ratings,  and number of applicants for same job, etc.

3.      Work  experience  data: 

 It  contains:  jobs  held  before  joining  company,  jobs  held  since  joining company, specific skills, etc. 

4.      Compensation      data:  

It  contains:  salary  history,  current  salary,  data  due  for  next  salary  review, etc. 

5.      Performance   appraisal/   promotability   data:   

It   contains:   Performance   appraisal   (PA)   history,   current   PA   rating,   promotability   rating,   date   due   for   next   review,   career   preferences, etc.

 6.      Attitude/morale      data: 

It contains: absence record, grievances field, etc. 

7.      Benefit      plan      data:

 It contains: eligibility, participation levels, vacation records, etc. 

8.      Health/safety/accident      data:

 It contains: exposures to hazardous (risky) material, accident records, medical visits, workers' compensation claims, etc. 

Designers  of  HRISs  are  often  eager  to  include  as  much  data  as  possible  "just  in  case."  All  the  data  can  not  be  included  in  it  because  data  capturing,  coding,  and  storage  are  expensive.  The  best general guideline is to distinguish between data that decision makers and outside agencies must have and data that they might find it nice to have, and then exclude the latter.

Considerations  Required:  

The  composition  of  an  HRIS  should  be  based  on  sound  prior  planning.  It  should  include  a  clear  specification  of  objectives  and  through  analysis  of  system  requirements. The HRIS should also give careful attention to detail, for a wide variety of data. Particular attention should be devoted to:

•Helping managers and general employees understand what an information system (HRIS) is, 

•Who uses it, and

 •How it will help the organization

Purposes/Uses/Benefits of HRIS System

A human resource information system is a systematic procedure. It is a procedure for collecting and validating data needed by an organization about its human resources. The HRIS is usually a part of the organization's larger management information system (i.e. MIS). 

A  properly  designed  and  updated  skills-inventory  system  permits  management  to  readily  identify employees with particular skills. It is done in order to satisfy the changing needs of the company. In general, its purposes can be listed as: 

1. Helpful in HR planning and analysis,

 2. Help to implement equal employment opportunity,

3. Offers date regarding staffing function, 

4. Helpful tool to plan and implement HRD programs, 

5. It can also be useful to implement compensation and benefit programs, 

6. It can be an aid in designing health/safety and security programs, and 

7. It offers useful information which can be used in labour/employee relations

HRIS is not just useful in human resource planning. Its uses extend to the whole gamut (areas) of HRM–as figure below indicates.

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