PART ONE:

INTRODUCTION OF
HUMAN RESOURCE
INFORMATION SYSTEM
 WHAT IS HUMAN RESOURCE
INFORMATION SYSTEM (HRIS)?

HRIS IS…
HRIS is a system :
- that is more than just the technical parts of a system such as computer
hardware and software (Ceriello & Freeman, 1991; Hendrickson, 2003), that
includes:

- people [managers, programmers, analysts, technical support, and users

from both within human resources and outside];
- policies and procedures [describe how to handle specific data entry,
transaction updates, report generation, system maintenance and related
activities;] and
- data required to manage the HR function,

- for gathering and maintaining the data that describes the human resources,
transforming the data into information and then reporting the information to
users.
 Other definitions
Human Resource Information System Authors
“A system used to acquire, store, manipulate, analyze, retrieve and distribute (Tannenbaum,
pertinent information regarding an organization’s human resources”. 1990, p.27)

“A computer-based technique of collecting, storing, maintaining data and retrieving (Targowski &
information about employees and their jobs”. Deshpande, 2001,
p.44)
“The composite of data bases, computer applications, and hardware and software that (Broderick &
are used to collect, record, store, manage, deliver, present, and manipulate data for Boudreau, 1992,
Human Resources (HR)”. p.17)

“A total sum of all systems that store data, classify data and make it easily available (Sadri &
to the decision maker in so far as the human resource is concerned”. Chatterjee, 2003,
p.86)
“Any application of computers that an organization utilizes in order to manage its (Romm, Pliskin,
workforce”. & Weber, 1995,
p.63)

“A functional database accessed on site or remotely, designed to hold data on (Tansley &
employees and to support HR activities such as recruitment, selection, performance Newell, 2007,
management, training and development”. p.350)
 Other terms
 Beside HRIS, there are other terms used to describe HRIS. These
are:
 Virtual HR(M),
 Web-based HR,
 e-HR,
 e-HRM,
 HR intranet,
 Computer-based human resource management systems (CHRIS)
 HR portals
 Even though to some people e-HR is perceived as equivalent to HRIS,
some argue that there is a fundamental difference between e-HR and
HRIS.
 Why do we need an HRIS?

 has been seen as an effort towards reducing costs and

improving the quality of HR services.
 HR can deliver better services, build a far more accurate
picture of their workforce and produce more accurate
information that can enable both executives and HR to make
better decisions, especially decisions that are related to the
workforce
 HR services can be delivered at a lower cost and in a
consistent, high quality and timely manner
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 makes it possible to increase transactions without
increasing resources, increase timeliness through
processing power, increase performance (e.g., accuracy,
precision, completeness), and simplify processes

 organizations can become more collaborative, connected

and responsive to the changing needs of the workforce,
and work arrangements can be modified so that work
can be performed from many locations at any time
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Kavanagh & Thite (2009)
 Providing a comprehensive information picture as a single,
comprehensive database;
 Increasing competitiveness by improving HR operations &
improving management process;
 Collecting appropriate data and converting them to
information and knowledge for improved timeliness and
quality of decision making;
 Producing a greater number & variety of accurate and real-
time HR related reports;
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 Streamlining & enhancing the efficiency and effectiveness
of HR administrative functions;

 Shifting the focus of HR from the processing transaction to

strategic HRM;

 Reengineering HR processes and functions;

 Improving employee satisfaction by delivering HR services

more quickly and accurately to them
In short, the purpose of having an HRIS are to:

 Provide services in the form of

information
 Support planning, administration,
decision making; control HR activities
In general, potential benefits of HRIS include:
 Increase data accuracy, processing
speed, create more useful and
sophisticated results, increase
productivity
 Eliminates overlapping of processes,
maintain files, and reduces the cost of
processing, computers and staff
 Improves planning and developing of
a program, expedites the information
processing process, reduces
administrative costs, generates
accurate information, increase
communication among employees
 Increases productivity of the
organization
 Increases the efficacy level of daily
operations
 Reduces the bulk of administrative
tasks
 Increases performance of employees
and motivates the knowledgeable
employees
 Increases effectiveness of decision-
making, enhances the
communication among employees
and offers a variety of new services
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 One-stop shopping - you enter information only once for many HR-related employee tasks
(you need to update only one place when employee information changes).

 Integration of data - different parts of the system can “talk to each other” allowing more
meaningful reporting and analysis capabilities, including internal evaluations and audits
and preparation of data for outsiders.

 Self service - can be a great timesaver for HR. Employees may enter the system to change
data (for example, change their own addresses) and managers and supervisors may enter
the system to enter data (for example, performance reviews) or to retrieve data without
bothering HR. A

 Automated reminders - systems can schedule events, such as performance appraisals and
benefit deadlines, automatically notifying and nudging if actions have not been performed.

 Hosting company-related documents - the system can host materials such as employee
handbooks, procedures, and safety guidelines. The materials are easily updated in one
place. Benefits administration.
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HRIS project has been reported to be unable to deliver the expected
outcome such as:
 The system failed to provide what the organization needs;
 Have inaccurate or insufficient data
 Difficult to access
 Have disappointing end functionalities or are lacking the important
functionalities
 The information needed is not available on time or it is out of date
 Lack of interaction with other systems
(Bondaruk & Ruel, 2008; Caplan, 2004, Chapman & Webster, 2003;
Kavanagh et al., 1990; Macy, 2004; Russell, 2006)
The end