E-HRM and HRIS

covered E-HRM and HRIS

1. The e-HRM/ Human Resource Information System

2. Introduction of HRIS Human Resources Information System, is a system that lets you keep track of all your employees and information about them. It is usually done in a database or, more often, in a series of inter-related databases. These systems include the employee name and contact information and all or some of the following: department, job title, grade, salary, salary history, position history, supervisor, training completed, special qualifications, ethnicity, date of birth, disabilities, veterans status, visa status, benefits selected, and more.

3. Meaning of HRIS An integrated system of hardware, software, and databases designed to provide information used in HR decision making. The Human Resource Information System (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. HRIS is based on the capabilities that is needed by a company. Typically, the better The Human Resource Information Systems (HRIS) provide overall: Management of all employee information. Reporting and analysis of employee information. Company-related documents such as employee handbooks and safety guidelines. Benefits administration including enrollment, status changes, and personal information updating. Complete integration with payroll and other company financial software and accounting systems. Applicant tracking and resume management.

4. Definitions “HRIS can be briefly defined as integrated systems used to gather, store and analyze information regarding an organization’s human resources .” -Hedrickson , 2003 “One which is used to acquire, store , manipulate, analyze, retrieve and distribute information about an organization’s human resources .” - Tannenbaum 1990

5. Accounting information system Human resources research system Human resource intelligence subsystem Work force planning subsystem Work force management subsystem Benefits subsystem Internal sources Environmental sources Input subsystems Output subsystems Users Data Information Environmental reporting subsystem HRIS Database H R I S Model Recruiting subsystem Compensation Subsystem

6. Accounting Information Subsystem Two main types of data 1. Personnel -- name, birth date, sex, marital status, education, skills, etc. 2. Accounting -- hourly rate or monthly salary, taxes, insurance deductions, etc.

7. Human Resources Research Subsystem Examples: Job analyses and evaluations Succession studies Grievance studies

8. Human Resources Intelligence Subsystem HR has the responsibility for interfacing with the most environmental elements of any functional area. Government -- stay current on legislation. File reports. Suppliers -- employment services Labor unions, local community, competitors -- sources of employees.

9. Environmental Human Resources Databases Executive search firm databases University databases Employment agency databases Public access databases Corporate job banks

10. Work Force Planning Subsystem Enable manager to identify future personnel needs Organization charting Salary forecasting Job analysis/evaluation Planning Work force modeling

11. Recruiting Subsystem Applicant tracking Internal search

12. Work Force Management Subsystem Performance appraisal Training Position control -- ensuring that headcount does not exceed budgeted limits. Relocation Skills/competency Succession Disciplinary

13. Compensation Subsystem Most systems in use Merit increases Payroll Executive compensation Bonus incentives Attendance

14. Benefits Subsystem Defined contribution Defined benefits Benefit statements Flexible benefits Stock purchase Claims processing

15. Environmental Reporting Subsystem Reporting firm’s personnel policies and practices to the government Union increases Health records Toxic substance Grievances

16. Designing and Implementing an HRIS HRIS Design Issues What information available and what is information needed? To what uses will the information be put? What output format compatibility with other systems is required? Who will be allowed to access to the information? When and how often will the information be needed?

17. Benefits of HRIS Faster information process, • Greater information accuracy, • Improved planning and program development, • Enhanced employee communications, Efficient and Effective use of Time, • Cost Efficiency / Cost Effectiveness, • Creates new opportunities for better analysis of the workforce and • Streamline the activities within the HR department.

18. Challenges Lack of management commitment. Failure to include key people Politics / hidden agendas Failure to involve / consult significant groups Lack of communication Bad timing (time of year and duration).

19. E-HRM E-HRM  is the integration of all HR systems and activities using the web based technologies. Simply, when HR uses the Internet or related technologies to support their activities, procedures, processes, then it becomes an e-HRM . Through e-HRM, the HR manager can get all the data compiled at one place and can make the analysis and decisions on the personnel effectively.

20. Types of E-HRM Operational e-HRM : It is concerned with the operational functions of HR such as payroll, employee personal data, etc. Relational e-HRM : It is concerned with the supporting business processes. Transformational e-HRM : It is concerned with the HR strategies and its activities such as knowledge management, strategic orientation .

21. e-Recruitment Alternatively called online recruiting, e-recruitment is being widely used these days. The common practice of facilitating the online recruitment is by uploading the recruitment information on the company’s official website or hiring the online recruitment websites to serve the purpose. Monsterindia.com , Naukri.com , Timesjob.com are some of the well renowned online recruitment websites. e-recruiting offers several benefits to the firms practicing it: to apply online Wide reach often cutting across national borders Reduced cost Decreased cycle time Reduced burdensome administrative processes etc.

22. e-Recruitment’s unintended consequences It may deny the opportunities to apply to people who have no access to computers and of online recruitment may deny the opportunities to apply to people who lack skills to make use of the electronic gadgets. It make the recruitment process much more impersonal and inflexible leading to a negative impact on applicant’s attraction and retention rates. Misuse of confidential information by companies may be possible.

23. e-Selection e-selection includes such as web based testing, face to face interviewing and job offering. The HR department using the online selection process must ensure that each step complies with the procedural requirements viz. Project steps, vendor selection, assessment steps, feedback to the candidates, etc. The purposes of e-selection are mainly three: Achieving cost reduction Maximum utilization of human capital Sustainability.

24. e-Selection Process

25. e-Performance Management Many companies make use of web-based technology to evaluate the performance of an individual. This can be done either using the computer monitoring tool, wherein the complete working of an individual can be recorded, or through writing the reviews and generating the feedback on the employee’s performance using the web portal . The greatest benefits of appraisal software are : Elimination of paperwork and simplification of the logistics for evaluators, workers and administrators. Automation of tedious parts of evaluation process rather than on forms.

26. e-Learning e-Learning refers to the use of internet or an organizational intranet to conduct training on-line. E-learning is becoming increasingly popular because of the large number of employees, who need training. It is not that e-learning replaces traditional training system. In fact, e-learning becomes more effective when blended with traditional learning methods.

27. Requisites for e-Learning Top management support Retrained Managers and HR professionals Inadequate Current training methods Computer literacy Sufficient number of learners and self motivated

28. Advantages and Disadvantages of e-Learning Advantages It is self –paced. It is interactive, tapping multiple trainees senses. Consistency in delivery of training Appropriate assessments and feedback. Update contents. Can be used to enhance instructor-led training Disadvantages May cause trainee anxiety. Trainees may be not ready for e-learning and easy and uninterrupted access to computers. Not appropriate for all training content (leadership, culture change) Cost and investment. Need support from top management.

29. e-Compensation e-Compensation represents a web-enabled approach to an array of compensation tools that enable an organization to gather, store, manipulate, analyze, utilize and distribute compensation data and information. Also, the individual can access electronically distributed compensation software, analytic tools, from any place in the world.

30. Conclusion W ith the help of e-HRM, the records of all the employees sitting in different geographical locations can be stored and also the new candidates could be hired from any part of the world.