Database Concepts and Applications in

Human Resource Information Systems

Data, Information and Knowledge

Datarepresents unorganized and unprocessed
facts.

Usually data is static in nature.

It can represent a set of discrete facts about
events.
Data is a prerequisite to information.
An organization sometimes has to decide on
the nature and volume of data that is required
for creating the necessary information.

Information

Information can be considered as an

aggregation of data (processed data) which
makes decision making easier.

Information has usually got some meaning

and purpose.

Knowledge

By knowledge we meanhuman understanding of a subject

matter that has been acquired through proper study and
experience.
Knowledge is usually based on learning, thinking, and
proper understanding of the problem area.
Knowledge is not information and information is not data.
Knowledge is derived from information in the same way
information is derived from data.
We can view it as an understanding of information based
on its perceived importance or relevance to a problem
area.
It can be considered as the integration of human
perceptive processes that helps them to draw meaningful
conclusions.

Database Management System (DBMS)

Collection of interrelated data

Set of programs to access the data
DBMS contains information about a particular enterprise
DBMS provides an environment that is both convenient
and efficient to use.
Database Applications:

Banking: all transactions

Airlines: reservations, schedules
Universities: registration, grades
Sales: customers, products, purchases
Manufacturing: production, inventory, orders, supply chain
Human resources: employee records, salaries, tax
deductions

Databases touch all aspects of our lives

Purpose of Database System

In the early days, database applications

were built on top of file systems
Drawbacks of using file systems to store
data:

Data redundancy and inconsistency

Difficulty in accessing data

Multiple file formats, duplication of information in

different files
Need to write a new program to carry out each
new task

Data isolation multiple files and formats

Integrity problems

Integrity constraints (e.g. account balance > 0)

become part of program code

Purpose of Database Systems (Cont.)

Drawbacks of using file systems (cont.)

Atomicity of updates

Failures may leave database in an inconsistent state with

partial updates carried out
E.g. transfer of funds from one account to another should
either complete or not happen at all

Concurrent access by multiple users

Concurrent accessed needed for performance

Uncontrolled concurrent accesses can lead to inconsistencies

E.g. two people reading a balance and updating it at the same

time

Security problems

Database systems offer solutions to all the above

problems

Database Users
Users are differentiated by the way they expect to
interact with the system
Application programmers interact with system
through input instructions
Sophisticated users form requests in a database
query language
Specialized users write specialized database
applications that do not fit into the traditional data
processing framework
Nave users invoke one of the permanent application
programs that have been written previously

E.g. people accessing database over the web, bank tellers,

clerical staff

Functional components of an HRIS

Inputs
Employee
information,
company policies &
procedures

Transformatio
n
Computers
and software

Control system (feedback)

Outputs
Reports

Reasons for the slow introduction of computerbased systems in HR departments

Lack of support by top management

Satisfaction with the status quo
Defensiveness about revealing HR operations
Lack of HRIS knowledge and skills by HR
managers

DBMS and Business

Application
Payroll
program

Payroll
data

Recruitme
nt
program

Recruitme
nt data
DBMS
Workplac
e profiles
data
Performan
ce data
Database

Workplac
e program
Performan
ce
program

Interface

Applicatio
n
programs

Users

Why do HRISs fail?

Lack of management commitment & resources and
inadequate numbers of personnel are made available
Project team not assigned for the duration of the project
Project is set up for failure (political intrigue, conflict &
hidden agendas)
Incorrect decisions are made poorly written needsanalysis reports
Key personnel are not included in the project team
Clients are not surveyed/interviewed to determine their
needs

Development, implementation
& maintenance of an HRIS
database
Phase I Needs analysis
Phase II Design & development
Phase III Implementation & maintenance

Securing the integrity of HR

data

Biggest risk
Keeping records unaltered
Controlling access
Security technology

An Example of HRIS: System Workflow

HRIS: Softwares

Abra Suite
ABS (Atlas Business Solutions)
CORT: HRMS
HRSOFT
Human Resource MicroSystems
ORACLE- HRMS
PEOPLESOFT
SAP HR
SPECTRUM HR
VANTAGE: HRA

Recent Research: Value of HRIS

Areas

Impact

Budgeting factors

- Cost of salary and benefit per

employee - Cost of selection per
employee

Employee management

-Personnel information and

identification (attendance tracking,
etc)
- Salary planning
- Absenteeism Analysis
-Turnover Analysis
-Work scheduling

Benefits and compensation

- Compensation management
-Performance management
-Benefit administration. (retirement
plans, medical and life insurance
plans etc)

Areas

Impact

HR development factors

-Training and development

management
-Succession planning.(identification
of key positions and their
requirements)
-Applicant tracking in recruitment
and selection
- Manpower planning

Employee and labour relation

-Grievance management
-Union negotiation

Class Activity
You have been asked to create
an applicant database for a
small recruiting firm that
specializes in recruiting HR
professionals for small to
medium firms. Describe the
process that you would use to
design the database.