Unit 2- Human Resource Information Systems

Question 1

What is HRIS?

Answer 1

Human Resource Information System is an integrated system proving information to HR managers and Line Managers that they can use for among others, decision making.

Years ago info was paper based with ee records stored in paper based files.
-The scope of HRIS is determined by the need for data.
-A part of orgs larger management info system (MIS)

INPUTS:
-Company policies
-EE info and procedures
-Other HR related information

OUTPUTS:
-The use of newly processed material

Question 2

Benefits Of HRIS

Answer 2

1. Provides single space where organisation HR information can be accessed across various departments functions and locations.
2. Enhances competitiveness as HR processes and management are improved, streamlined and better supported.
3. Better, timely decision making.
4. Effectiveness and efficiency of HR administrative-related functions can be improved .
5. HR roles change from transactional to strategic
6. EE satisfaction and Job satisfaction improved by means of better, timely and accurate HR support.

-Information must be updated regularly
-Users must be properly trained

Question 3

TYPES OF HRIS’s

Answer 3

All depend on org size, could be from small personal computers to a larger support network like cloud computing.

1. Decision Support Systems (DSS)- Support management to make variety of decisions including answering “What if” questions and looking at skills currently available in org.
2. Management Information Systems (MIS)- Provide important information and data for use in HR metrics and to produce specific reports such as employment equity reports.
3. Transaction processing systems (TPS)- Systems that automate routine transactions such as payroll and clock systems while reducing the cost of these transactions.
4. Enterprise resource planning (ERP) software- Systems that integrate all functions in the organization: Examples of top shel products include SAP, ORACLE, ORANGE, SAGE, CRS.

Question 4

Reasons for reluctance to implement

Answer 4

1. Lack of support from management
   Investment in HRIS in most orgs is a low priority because top management cannot see relationship between HR functions and profit as they can with capital and fiscal resources.
2. Satisfaction with the status quo
   HR managers see no need for an HRIS as they believe they are doing well with the work manually because of the vast work involved in the development of an HRIS.
3. Defensiveness about revealing HR operations
   Computer based system can make HR function more public and HR managers are in fear of losing ownership of function thus fear to computerize.
4. Poor or incomplete needs analysis
   If orgs don’t analyze their needs for an HRIS properly, decision makers may not be able to see the need for one. and not regard implementation of system a priority.
5. Lack of proper communication
   Could make huge impact or be seen as a threat or unnecessary if no proper information about the system and its purpose is communicated.

Question 5

Skills requirements of an HR professional in HRIS work.

Answer 5

[Flow Chart Diagram]
1. System overview and of HR and its relation to its environment
2. System concepts related to HR context
3. Management skills in designing and justifying HRIS
4. Knowledge of technical programming language
5. Analytical skills to identify HRIS needs for system and end-users
6. Good communication skills
7. Computer skills (Interface between tech and HR function)
8. Understanding of future of HRIS (ID & Adapt)

Question 6

Application of HRIS database modules

Question 7

Most common Reasons for HRIS failures

Answer 7

1. Leadership
   -Lack of executive support
   -Lack of good leadership and change management skills
   -Lack of recognition for teams efforts
   -Lack of accountability for implementing change
2. Planning
   -No clear vision
   -Project scope not clearly defined
   -Failure to define functionality of system properly
   -Insufficient project staffing, staff turnover and complacency
   -Insufficient funding for project
   -Failure to meet budget or deadlines
   -system not sufficiently tested
3. Change management
   - No strategy in place to cultivate and grow new culture
   -Lack of a proactive plan for user resistance or rejection
   -processes not re-engineered/re-aligned
   -Failure to pilot change
4. Communication
   - Lack of comprehensive communication plan
   - Ineffective ongoing communication with affected parties
   -Failure to customize communication to different parties.
5. Training
   -Inadequate/ poor quality training
   -Incorrect timing of training
   - Absence of continuous training
   -People not enabled or encouraged to build new skills.

Question 8

Selecting, implementing and maintaining and evaluating an HRIS

Answer 8

To successfully implement, org must:
1. Identify purpose for which it need HRIS
2. Support of top management
3. Planning and communication
4. Proper change management