HUMAN RESOURCE

INFORMATION SYSTEM

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 Presented by:-
 Harpreet singh wadhwa
 Mba (g)
 Amity business school
 Harpreet_funjabi@yahoo.com

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 The concept of Human Resource Information
System (HRIS) has been derived from the
concept of Management Information System
(MIS)

We can say:-
 Human Resource Information System is a

systematic procedure for collecting , storing,

maintaining and retrieving data needed by an
organization about its human resources and
various activities that are relevant for their
management.

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 The HRIS is a method by which an
organization collects, analyses and reports
information about people and job.

 It applies to information need at micro and

macro levels.

 HRIS is basically a data base system that offers

important information about employees in a
central and accessible location.

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 The HRIS is not only prepared for an
industrial, service or government organization
but also for the entire city, district, state or
country.

 In order to eliminate human resource problem

of any kind, HRIS comes to the rescue and
provides the services of hiring human
resources, maintaining the complete record of
human resources.

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 FEATURES OF HRIS
 Timely:-
a manager must have access to up to
date information.

 Accurate:-
a manager must be able to rely on the
accuracy of the information provided.

 Concise:-
a manager can absorb only so much
information at any one time.
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 Relevant:-
a manager should receive only the
information needed in a particular situation.

 Complete:-
a manager should receive complete,
not partial information

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 Objectives of HRIS
 To offer an adequate, comprehensive and
ongoing information system about people and
job

 To supply up-to-date information at a

reasonable cost

 To offer data security and personal privacy by

passwords, elaborate codes.
 Personal privacy is both an ethical and moral
issue.
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 Advantages of HRIS
 For large organization the employ very large number of
people, it becomes necessary to employ HRIS.

 Modern day compensation package is complex

consisting of many allowances and deductions.

 With the help of HRIS, employee records and files can be

integrated for fast retrieval, cross referencing and
forecasting.

 Necessary flexibility for adaption to changes in

environment can be built into a mechanical information
system.
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 Important uses of HRIS

Performanc Compensatio
e appraisal n and benefits staffing

Hr Health, safety Labor

development and security relations

Hr planning
and analysis

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HOW THE HRIS WORKS ????

INPUTS

control TRANSFORMATION
feedback

OUTPUT

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 INPUTS:-
input of HRIS includes information
related to employees such as education,
training, age, experience, training, present
status, present salary, whether promoted or not
and other necessary details.

The computerized human resource information

system is in all respect superior to manual
system, which is time consuming and not so
effective.

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 Transformation:-
The information fed to the
computer can be transformed into more
meaningful and necessary information that is
exactly required by the organization.

 this is the conversion stage of computerized

HRIS.

 The information generated is very useful to the

managers .

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 Output:-
output refers to the printouts of the
transformed material from the computer
printer like salary statement, report on
performance of an employee, budget estimates,
etc.

 A well knit HRIS acts as a worth decision

support organism of a very high quality.

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 Feed back and control:-
whether the output
obtained is relevant and useful or not must be
known.

 The method of ensuring it is known as

feedback.

 Feedback establishes control over the system.

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Need of Human Resource Information System

 Costly exercise:-
personal records, when kept
manually, do not offer up-to-date information at
short notice. It was difficult to make entries. The
clerical involved is quite labor-intensive and costly.

 Inaccurate:-
the manual transfer of data from one
record to another may increase the chances of
errors.

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 Fragmentation:-
information is not available at a
central, easily accessible place since records are
kept at different locations.

 Difficult to analyze:-
the manual analyzes of data
is time consuming and quite often not readily
available for decision making purposes.

 When the organization grows in size the

manual system fail to offer reliable, accurate
data at short notice.
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 Steps in implementing HRIS
 Step 1 inception of data:-
the idea having an HRIS
must originate somewhere. The originator of
the idea should prepare a report showing the
need of HRIS and what it can do for the
organization.

 Step 2 selecting project team:-

once it has been
selected, then the project team should be
selected. It comprises of an HR representative.
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 Step 3 defining the requirements:-
the key here is to make sure that the
mission of the HRIS truly matches management’s needs for an HRIS.

 Step 4 vendor analysis:-

it determines what hardware and software are
available that will best meet the organization's needs for the lowest
price.

Step 5 package contract negotiation:-

after a vendor has been
selected, the contract must be negotiated. The contract stipulates the
vendor’s responsibilities with regard to software installation,
service, maintenance, documentation.

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 Step 6 training:-
first the HR members of the project team
are trained to use the HRIS. Then the HR
representative will train managers from other
departments.

 Step 7 tailoring the system:-

this step involves making
changes to the system to best fit the needs of the
organization.

 Step 8 collecting the data:-

prior to the start up, data
must be collected and entered into the system.
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 Step 9 testing the system:-
its purpose is to verify the output
of the HRIS and to make sure it is doing what it is
supposed to do

 Step 10 starting up:-

start up begins when all the current
actions are put into the system and reports are produced.
 It is wise to attempt start up during a lull period so that
max. possible time can be devoted to HRIS.

 Step 11 running in parallel:-

even after the new HRIS has
been tested, it is desirable to run the new system in
parallel with the old system for a period of time.
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 Step 12 maintenance:-
it normally takes several weeks
or even months for the HR people to feel comfortable
with the new system. During this period any
remaining errors and adjustments should be handled.

 Step 13 evaluation:-
after the HRIS has been in place
for a reasonable length of time, the system should be
evaluated. Is the HRIS right for the organization and
it is being properly used?

 The above steps will not guarantee success, but it will

increase probability.
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 HRIS on the ‘net’

 Many companies have begun expanding their

HR information systems by adding a couple of
internet- related features like intranet and
extranet.

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 Intranet:-
intranets are internet networks that are
accessible only to employees within the company; it can
store a great deal of HR information such as employee
handbooks, benefits information, phone directories.

 Intranet allows company to save money by eliminating

printing and distribution costs.

 Employees like it because it allows them to quickly and

privately access HR information.

 Because of these advantages, the use of intranet is

increasing rapidly.

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 Extranet:-
companies are now taking this
technology to the next level by creating extranets.

 The extranet give employees secure access to

information and services from outside parties.

 For example:-
in Compaq computer corporation
employees can view charts and graphs showing
how their pension savings will build over the
next 10 or 20 years. And view their mutual
portfolio in real time.

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