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Module -3

Human Resources Information System

Presented By:
Jitendra, Anil, Hanumanth, Bharth, and Hari

HRIS - Introduction

Human Resource Information System (HRIS) is a systematic way of

storing data and information for each individual employee to aid pl
anning, decision making, and submitting of returns and reports to
the external agencies.
It merges HRM as a discipline and in particular its basic HR activitie
s and processes with the information technology field.
It can be used to maintain details such as employee profiles, absen
ce reports, salary admin. and various kinds of reports.

HRIS Why it is needed?

Storing information and data for each individual employee.

Providing a basis for planning, decision making, controlling and ot
her human resource functions.
Meeting daily transactional requirement such as marking absent a
nd present and granting leave.
Supplying data and submitting returns to government and other st
atutory agencies.
Building organizational capabilities
Job design and organizational structure
Increasing size of workforce
Technological advances
Computerized information system

Advantages of HRIS
Accuracy-Improved accuracy is likely assuming data are entered a
nd manipulated correctly.
Self service-This feature can be a great timesaver for HR. Employ
ees may enter the system to change data (for example, change thei
r own addresses) and managers and supervisors may enter the sys
tem to enter data (for example, performance reviews) or to retriev
e data without bothering.
Automated reminders- Systems can schedule events, such as per
formance appraisals and benefit deadlines, automatically notifying
and nudging if actions have not been performed.
Hosting of company-related documents -The system can host s
uch materials as employee handbooks, procedures, and safety gui
delines. The materials are easily updated in one place.
Recruiting management-This may include applicant tracking, ma
nagement, and reporting.
Benefits administration-This could include enrollment, notices, c
hanges, and reporting.

Disadvantages of HRIS

Costly technology to update your system

Data Entry Errors
Finding a qualified specialist with human resources functiona
l area knowledge is difficult.
Staffing-With larger installations, theres probably the cost of hiri
ng an IT specialist to manage the system.
Security- Security is one of the biggest worries. Systems must be d
esigned to prevent unauthorized access to sensitive and confidenti
al data and also the unintended publication of such information.

Uses of HRIS

Designing of HRIS
1. Determination of Information Needs: identification of informa
tion needed by the managers becomes the first step in designing
HRIS. This involves a perspicacious study of the activities carried o
ut in the organization.
2. Designing the System: the flow of information is structured in s
uch a manner that it is economical and matches with the informat
ion needs of managers.
3. Implementation: This is the stage when the HRIS is actually set u
p. In order to handle the system effectively, employees are impart
ed the necessary skill through orientation and training programm
4. Monitoring and Evaluation: It involves measuring the performa
nce, or say, contribution of the system to the overall human resou
rce management of the organization.

Computerized Skills Inventory

Computerized inventory of information that

can be accessed to determine employees bac
kground, experience, and skills that may inclu
Work experience codes
Product or service knowledge
Industry experience
Formal education

Computerized HRIS

A computerized HRIS is an information system that makes use

of computer and monitors control and influences the movemen
t of human being from the time they indicate their intention to
join an organization till they separate from it after joining . It c
onsists of the following sub-system.
Recruitment Information:It includes the placement data bank adv
ertisement module, general requirement and training requirement d
Personnel Information:It includes employee information such as tr
ansfer monitoring and increment and promotion details.
Manpower Planning Information:It seeks to provide information t
hat could assist human resource mobilization, career planning, succe
ssion planning and input for skill development.
Training Information:It provides information for designing course
material, arrange for need base training and cost analysis of training

Computerized HRIS

Health Information System:This subsystem provides information

for maintenance of health related activities of the employees.
Appraisal Information:It deals with the performance appraisal an
d merit rating information which serves as input for promotion, incr
ement and secession and career planning etc.
Payroll System:It consists of information concerning wages, salari
es incentives, allowance, perquisite deduction for provident fund et
c. Data on compensation pattern of competitor is also included in it
Personnel Statistics System:It is a bank of historic and current da
ta used for various type of analyst.