Chap 2 - HRIS(HR)

Chap 2Chap 2

Intro to IS in HRM Intro to IS in HRM

1–1

6–2

IntroIntro

• Discussion involve 3 phases;Discussion involve 3 phases;

I)I) Definition of HRISDefinition of HRIS

II)II)Users of HRIS Users of HRIS

III)III)Evolution of IS in HRMEvolution of IS in HRM

IV)IV)Adv & Disadv of HRISAdv & Disadv of HRIS

6–3

DefDef

• Byars and Rue, 2000 A database system containing all Byars and Rue, 2000 A database system containing all information related to human resources with facilities information related to human resources with facilities provided, to maintain and access those data.provided, to maintain and access those data.

• Kovach and Cathcart, 1999 A systematic procedure to Kovach and Cathcart, 1999 A systematic procedure to collate, store, maintain, access and confirm data required collate, store, maintain, access and confirm data required by an organisation on human resources, personnel by an organisation on human resources, personnel activities and characteristics of a unit in an organisation.activities and characteristics of a unit in an organisation.

6–4

DefDef

• Kavanagh, Gueutal and Tannenbaum, 1990 A system that Kavanagh, Gueutal and Tannenbaum, 1990 A system that is used to obtain, store, analyse, manipulate, and rectify is used to obtain, store, analyse, manipulate, and rectify mistakes and distribute information accurately with mistakes and distribute information accurately with regards to human resources in an organisation.regards to human resources in an organisation.

• Noe, Hollenbeck, Gerhart and Wright, 1994 A system Noe, Hollenbeck, Gerhart and Wright, 1994 A system containing software programs and computers (such as containing software programs and computers (such as mainframe and personal computer) that manage items mainframe and personal computer) that manage items related to input, maintenance, updating and use of related to input, maintenance, updating and use of information related to human resourcesinformation related to human resources

6–5

Users of Human Resources Information Users of Human Resources Information SystemsSystems

1) Characteristics that distinguish them1) Characteristics that distinguish them

a) Computer sophistication – refers to the users’ level of a) Computer sophistication – refers to the users’ level of understanding and familiarity with computer-related understanding and familiarity with computer-related issues.issues.

b) HR knowledge – refers to the users’ expertise in the b) HR knowledge – refers to the users’ expertise in the field of HR – HRP, staffing, C & B. Training & field of HR – HRP, staffing, C & B. Training & Development, P.A etcDevelopment, P.A etc

c) Focus – either to individual, unit, divisions or corporate c) Focus – either to individual, unit, divisions or corporate level?level?

d) Access – either active users or passive users.d) Access – either active users or passive users.

e) Expectationse) Expectations

6–6

Users of Human Resources Information Users of Human Resources Information SystemsSystems

2) HRIS users – Diverse Groups2) HRIS users – Diverse Groups

a) HR functional specialista) HR functional specialist

b) HR managerb) HR manager

c) member of the HR information centrec) member of the HR information centre

d) Line Managersd) Line Managers

e) Senior Managemente) Senior Management

f) Employeesf) Employees

6–7

Evolution of HRISEvolution of HRIS

i)i) Generation 1 (1980s – 1990s) - the system was in Generation 1 (1980s – 1990s) - the system was in a miniature form and the mainframe wad DOZ-a miniature form and the mainframe wad DOZ-based.based.

ii)ii) Generation 2 (1990s – late 1990s) – the system Generation 2 (1990s – late 1990s) – the system was reformed by adding in new elementswas reformed by adding in new elements

iii)iii) Generation 2.5 (present) – A web-based systemGeneration 2.5 (present) – A web-based system

6–8

Advantages of HRISAdvantages of HRIS

i)i) Increase data accuracy, increase processing Increase data accuracy, increase processing speed, create more useful & sophisticated results speed, create more useful & sophisticated results an increase productivityan increase productivity

ii)ii) Eliminate overlapping, maintain files and reduce Eliminate overlapping, maintain files and reduce cost of processing, computers and staffcost of processing, computers and staff

iii)iii) Improve planning and developing a program, Improve planning and developing a program, expedite the info processing, reduce costs, expedite the info processing, reduce costs, generate accurate info and increase communication generate accurate info and increase communication among employees.among employees.

iv)iv) Increase employee performance and motivate Increase employee performance and motivate knowledgeable employeesknowledgeable employees

6–9

Disadvantages of HRISDisadvantages of HRIS

i)i) Not all problems can be solvedNot all problems can be solved

ii)ii) Not able to substitute sound management policies Not able to substitute sound management policies and procedureand procedure

iii)iii) The system cannot substitute the management and The system cannot substitute the management and comm. skills of an individualcomm. skills of an individual

iv)iv) Systems ca’s make judgments regarding the Systems ca’s make judgments regarding the truthfulness and fairness of the data enteredtruthfulness and fairness of the data entered

6–10

Reasons for HRIS failureReasons for HRIS failure

i)i) Unclear goals and objectivesUnclear goals and objectives

ii)ii) Systems solve the wrong problemsSystems solve the wrong problems

iii)iii) Started too big, aimed too highStarted too big, aimed too high

iv)iv) Improper vendorImproper vendor

v)v) Low level of user involvementLow level of user involvement

vi)vi) Planning overlooks impact on clerical proceduresPlanning overlooks impact on clerical procedures

vii)vii) Lack of HR expertise with computersLack of HR expertise with computers

viii)viii) Mgt unrealistic expectationsMgt unrealistic expectations

6–11

Steps in computerizing HRSteps in computerizing HR

i)i) System planningSystem planning

ii)ii) System designSystem design

iii)iii) Vendor selectionVendor selection

iv)iv) System implementationSystem implementation

v)v) System maintenanceSystem maintenance

Planning & Designing aPlanning & Designing a

HRIS HRIS

1–12

6–13

IntroIntro

• Discussion involve 3 phases;Discussion involve 3 phases;

I)I) Elaboration on HRIS planning process and issuesElaboration on HRIS planning process and issues

II)II)Design process and issues. Design process and issues.

III)III)Hardware and software for HRISHardware and software for HRIS

6–14

Planning a HRISPlanning a HRIS

• Planning is the 1Planning is the 1stst steps towards computerizing HR steps towards computerizing HR functions.functions.

• System planning involves 2 main activities;System planning involves 2 main activities;

I)I) Requirement def – determining what kinds of data, Requirement def – determining what kinds of data, analysis, security, reports and other features are needed analysis, security, reports and other features are needed by usersby users

II)II)Feasibility analysis – estimates the resources (hardware Feasibility analysis – estimates the resources (hardware cost, vendor charges, facility requirement ,consultant cost, vendor charges, facility requirement ,consultant time etc) required to achieve those objective.time etc) required to achieve those objective.

6–15

Establishing the project teamEstablishing the project team

Def – is a group of individuals whose responsibility is to Def – is a group of individuals whose responsibility is to ensure the successful computerization of HR functions.ensure the successful computerization of HR functions.

3 essential people;3 essential people;

a)a)Full time Project Manager Full time Project Manager / leader – has direct / leader – has direct responsibility in ensuring the project succeedresponsibility in ensuring the project succeed

responsibilities;responsibilities;

I) report to the HR deptI) report to the HR dept

ii) have well-developed project mgt and comm. skillii) have well-developed project mgt and comm. skill

iii) Thorough u/stdgiii) Thorough u/stdg

iv) Through knowledge of HR areaiv) Through knowledge of HR area

6–16



a)a) 2 options to choose project leader;2 options to choose project leader;

i) hire consultanti) hire consultant

ii) Individual fro HR departmentii) Individual fro HR department

- highly depend on cost, orgn knowledge and system - highly depend on cost, orgn knowledge and system knowledgeknowledge

b) b) Steering Committee Steering Committee – consist of project mgr, senior-mgt – consist of project mgr, senior-mgt member, lead employee and decision maker from other member, lead employee and decision maker from other functional area.functional area.

Responsibilities;Responsibilities;

i) Establish project scopei) Establish project scope

ii) develop mgt planii) develop mgt plan

ii) assist project leaderii) assist project leader

6–17



a)a) Implementation team Implementation team – to work closely with the project – to work closely with the project leader to complete the software implementation.leader to complete the software implementation.

- consist of functional (from HR dept) and technical - consist of functional (from HR dept) and technical personnel (HRIS specialist, system analysts, hardware personnel (HRIS specialist, system analysts, hardware expert). expert).

6–18

Planning and design issuesPlanning and design issues

- Project leader will comes up with overall system requirements Project leader will comes up with overall system requirements and strategies such as; and strategies such as; ( 5 items( 5 items))

a) Criteria for quality info – content must be;a) Criteria for quality info – content must be;

i) reliablei) reliable

ii) timelyii) timely

iii) comprehensive infoiii) comprehensive info

iv) readable infoiv) readable info

v) significant and relevant infov) significant and relevant info

b) Functionality - modular basis, utility function (graphic, ord b) Functionality - modular basis, utility function (graphic, ord processing, telecomm), integration and interfaces (of existing processing, telecomm), integration and interfaces (of existing equipment and programs With n system)equipment and programs With n system)

6–19

Planning and design issuesPlanning and design issues

- C) input and processing capability - speed, efficiency, C) input and processing capability - speed, efficiency, information retrieval, data integrity (accuracy) and database information retrieval, data integrity (accuracy) and database size and formatsize and format

- D) Output capabilities – printing and report design, security, D) Output capabilities – printing and report design, security, distribution needsdistribution needs

- E) User appropriateness – user sophistication (HR familiarity E) User appropriateness – user sophistication (HR familiarity with computers), coding (logical, interpretation code), with computers), coding (logical, interpretation code), documentationdocumentation

6–20

Defining system requirements Defining system requirements

- What should the system do? – conduct need analysis – by What should the system do? – conduct need analysis – by providing a more comprehensive background for project providing a more comprehensive background for project planning, present and future needs.planning, present and future needs.

- Approaches to gather information on what is needed from a Approaches to gather information on what is needed from a systems;systems;

a)a)Evaluating the current HR systemEvaluating the current HR system

b)b)Evaluate another HRISEvaluate another HRIS

c)c)Conduct user interview and surveysConduct user interview and surveys

d)d)Performing business systems analysisPerforming business systems analysis

e)e)Developing a scenario analysis (real world issues)Developing a scenario analysis (real world issues)

f)f) Prototyping – build working modelPrototyping – build working model

6–21

Performing feasibility analysisPerforming feasibility analysis

- After knowing what system to use, next step is to determine After knowing what system to use, next step is to determine to what extend the orgn. Nd the new system and at what cost.to what extend the orgn. Nd the new system and at what cost.

- Analysis involves;Analysis involves;

i)i) Tech analysis is to consider the functional and technological Tech analysis is to consider the functional and technological aspect of the system – review existing system, reviewing the aspect of the system – review existing system, reviewing the ease of performing an internal / external adaptation and ease of performing an internal / external adaptation and addressing conflict – between software & org cultureaddressing conflict – between software & org culture

ii) Administration evaluation –investigates the impact of ii) Administration evaluation –investigates the impact of corporate culture, orgn structure, mgt support, bus cycles etccorporate culture, orgn structure, mgt support, bus cycles etc

iii) Economic evaluation – cost vs benefit analysis. iii) Economic evaluation – cost vs benefit analysis.

6–22

Designing a HRIS - 2Designing a HRIS - 2ndnd phase of HRIS phase of HRIS developmentdevelopment

- Info gathered during the planning phase should provide Info gathered during the planning phase should provide sufficient info on the system requirement to allow project team sufficient info on the system requirement to allow project team to proceed with the design.to proceed with the design.

- 3 primary components3 primary components;;

a)a)Define data needs by designing Define data needs by designing data structuredata structure, content and , content and controlcontrol

b)b)Select, create or adapt softwareSelect, create or adapt software

c)c)Select hardware that compatible with softwareSelect hardware that compatible with software

6–23

Designing data structuresDesigning data structures

- Main element of a system design is database.Main element of a system design is database.- Database is collection of names of data elements and its Database is collection of names of data elements and its

contents.contents.- includes a list of subjects (Eees) and information regarding includes a list of subjects (Eees) and information regarding

those subject (home add, birth dates, job grades, current those subject (home add, birth dates, job grades, current salary etc)salary etc)

6–24

Designing data structuresDesigning data structures

- To develop database, project team needs to consider several To develop database, project team needs to consider several factors;factors;

i) data organizationi) data organization

ii) number and scope of recordsii) number and scope of records

iii) data elementsiii) data elements

iv) field type and sizeiv) field type and size

v) input methodv) input method

vi) codingvi) coding

vii) Edit and validation rulesvii) Edit and validation rules

6–25

Data sourcesData sources

- It will influence data organization. It will influence data organization. - Some sources include;Some sources include;

i) data from existing systemsi) data from existing systems

ii) data from applicants, Eees (from interview, form, tests) ii) data from applicants, Eees (from interview, form, tests) and HRand HR

iii) data from external sourcesiii) data from external sources

iv) data from other departmentiv) data from other department

6–26

Data flowData flow

- To determine data flow, project team needs to do a To determine data flow, project team needs to do a transaction flow analysis – purpose is to determine where the transaction flow analysis – purpose is to determine where the data comes from, how the systems manipulates it and its data comes from, how the systems manipulates it and its ultimate output from. ultimate output from.

- Another area of concerns– data obsolete – replace or store?Another area of concerns– data obsolete – replace or store?

6–27

Designing reportsDesigning reports

- Is end of product of HRISIs end of product of HRIS- Design team must to consider the reporting needs for each Design team must to consider the reporting needs for each

HR functionHR function- To consider the following issues;To consider the following issues;

i) report content – must be reliable, timely, comprehensive, i) report content – must be reliable, timely, comprehensive, readable, significant and relevant.readable, significant and relevant.

ii) Report type – tabular (rows and columns) – detail or ii) Report type – tabular (rows and columns) – detail or summary form, test (word) and graphic (charts and graphs)summary form, test (word) and graphic (charts and graphs)

iii) Report design – design styles (title, font option, margins iii) Report design – design styles (title, font option, margins etc) for all reports so that the system uses consistent etc) for all reports so that the system uses consistent formatting.formatting.

iv) Report generation and distribution – in term of frequency iv) Report generation and distribution – in term of frequency (turnaround times for report and info access) (turnaround times for report and info access)

6–28

Data Control Data Control

- To protect from computer hackers, designers must include a To protect from computer hackers, designers must include a system security framework that limits access to personal system security framework that limits access to personal data.data.

6–29

Hardware for HRISHardware for HRIS

- Both hardware and software should meet the needs and Both hardware and software should meet the needs and requirements of the organization. requirements of the organization.

a)a)Hardware for HRISHardware for HRIS

- it is a physical artifacts / components of technology- it is a physical artifacts / components of technology

- components of a computer;- components of a computer;

i) Arithmetic logic unit (ALU)i) Arithmetic logic unit (ALU)

ii) control unitii) control unit

ii) the memoryii) the memory

iv) input and output devicesiv) input and output devices

6–30

Hardware and software for HRISHardware and software for HRIS

b) Types of Hardwareb) Types of Hardware

- PC, desktop, laptop, PDAs, Workstation, Servers, Mainframe, - PC, desktop, laptop, PDAs, Workstation, Servers, Mainframe, Minicomputers, Supercomputers, Minicomputers, Supercomputers,

c) Factors in selecting hardwarec) Factors in selecting hardware

- select software first- select software first

- role of operating system ( compatible with the HRIS - role of operating system ( compatible with the HRIS software)software)

- hardware reliability, service reputation- hardware reliability, service reputation

- manufacturer’s stability- manufacturer’s stability

- hardware expandability (to anticipate any changes) - hardware expandability (to anticipate any changes)

- hardware cost- hardware cost

6–31

Software for HRISSoftware for HRIS

- Is intangible – cannot be touched. - Is intangible – cannot be touched. - Can be divided into types;Can be divided into types;

a) a) application software application software – any computer software designed to – any computer software designed to perform a specific function directly for the user. perform a specific function directly for the user.

- 2 types of application software;- 2 types of application software;

i) General purpose application programmes (web browser, i) General purpose application programmes (web browser, word processors, printing, imaging editing etc)word processors, printing, imaging editing etc)

ii) application specific programmes (the HRIS itself, ii) application specific programmes (the HRIS itself, accounting info system etc)) accounting info system etc))

b) b) system software system software – is designed to operate the hardware – is designed to operate the hardware and to provide and maintain a platform for running and to provide and maintain a platform for running application software. application software.

6–32


b) system software – is designed to operate the hardware and b) system software – is designed to operate the hardware and to provide and maintain a platform for running application to provide and maintain a platform for running application software. software.

- 3 types of programmes;- 3 types of programmes;

i) System management program – to manage the application i) System management program – to manage the application software, comp hardware and data resourcessoftware, comp hardware and data resources

ii) system support program – help the operation and ii) system support program – help the operation and management of a computer system – virus checking, management of a computer system – virus checking, system securitysystem security

iii) system development program – help users to develop info iii) system development program – help users to develop info system program and prepare user program for computer system program and prepare user program for computer processing – language translator, CAD/CAMprocessing – language translator, CAD/CAM


c) The HRIS software – is an application that performs specific c) The HRIS software – is an application that performs specific functions within HR - Eee work schedule, payroll, training functions within HR - Eee work schedule, payroll, training etc. etc.

- Good HRIS;- Good HRIS;

i) flexible, comprehensive databasei) flexible, comprehensive database

ii) efficient, accurate and timely data entryii) efficient, accurate and timely data entry

iii) rapid retrieval of info.iii) rapid retrieval of info.

iv) Compliance with govt, regulationsiv) Compliance with govt, regulations

v) Generation of std reports and profiles.v) Generation of std reports and profiles.

Chap 2 - HRIS(HR)

Documents

Transcript of Chap 2 - HRIS(HR)