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.

Purpose of Lesson

Wh
y
Wha
t

If
Ho
w

Why are these topics together?

HRIS
Project Management

?
4

HRIS
HUMAN RESOURCE
INFORMATION SYSTEMS
SECTION #1

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

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)
7

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).

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

History of HRIS
Between 1945 and 1960
> Human capital issues
> Employee morale
> Formal selection and development
> No real changes from earlier days

10

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
11

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
12

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
13

Who uses HRIS and how is it used?

Individual Employees
> Self-service benefit options
> Career planning
> Training and development

14

Benefits of HRIS
Increased Efficiency
> more transactions with fewer
resources
Increased Effectiveness
> more accurate information and
simplification of processes

15

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)

16

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?
17

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.
18

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.

19

PROJECT MANAGEMENT
SECTION #2

20

Project Management
Project Management
> a carefully planned and organized effort to

accomplish a specific (and usually) onetime 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
21

Project Management
Projects are characterized by
> A group of people
> A goal
> Limited time and money
> A level of uncertainty regarding

achievement

22

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

23

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

24

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

25

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
26

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

27

Cyclical Project Management

DANS 6-stage project management method

depicted as a cycle instead of a linear process

28

Project Management
DANS Software-Development Method

29

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?

30

PM Tools Gantt Chart

31

PM Tools PERT Chart

32

PM Tools Fishbone Diagram

Figure 1: Fishbone Diagram Example

33

PM Tools Event Chain

34

PM Tools Run Chart

35

Project Management Software

Desktop
> Microsoft Project
> Cerebral Project
Web based
> @task
> Project Insight
Opensource
> Kplato
> Openwork Bench
> dotProject

36

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.

37

MANAGING PROJECTS
AND HRIS
SECTION #3

38

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

39

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

40

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

41

People and the Project

Project Stakeholders and Tasks
> The Project Team
Carries out the activities for project completion

42

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

43

Leadership
Effective Project Managers
>
>
>
>
>
>
>

Problem-Solving expertise
Leadership expertise
Context knowledge
Analytical skill
People skills
Communication skills
Administrative expertise

44

Project Management and HRIS

Integrating HRIS systems
> Project Management expertise
> HR knowledge
> Foundation Business knowledge
> Understanding of the Organization

45

PM Phases in an HRIS
Implementation

Initiation
Planning
Executing
Controlling
Closure/Evaluation

46

Initiation

Feasibility study
Establish charter
Set up project office
Review phase

47

Project Planning
Resource plan:
> People
> Financial
> Time
Quality
Risk
Communication
Procurement of materials
Contact suppliers
Contingency plan
Perform review of planning phase

48

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

49

Project Execution
Issues Management
Change Process
Review of Project Execution

50

Project Control
Set baselines
Measure:
> Progress
> Performance
Compare:
> Plan
> Actual
Take action

51

Closure/Evaluation

Project closure
Project review
Project evaluation
Lessons learned

52

Specifics of PM to an HRIS Integration

Initiation
Planning
Executing
Controlling
Closure/Evaluation

53

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.

54

HRIS IMPLEMENTATION
SECTION #4

55

Traditional HRIS
Administrative Uses:

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

56

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

57

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.

58

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

59

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

60

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.

61

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.

62

U.S. Laws and Employee Privacy

Fair Credit Reporting Act
Electronic Communications Privacy Act
Health Insurance Portability and
Accountability Act (HIPPA)
Sarbanes Oxley Act

63

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

64

Conflicts of Globalization
Conflicting Privacy Regulations
> Collection of data
> Transfer of data
> Employee hot-lines

Whats a company to do?

> Safe Harbor program

65

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

66

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
67

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

68