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1 Introduction Human Resources Information System

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. It is useful for all processes that you want to track
and from which you hope to gather data. Normally packaged as a database, hundreds of
companies sell some form of HRIS and every HRIS has different capabilities.
Recruitment Management System (RMS) is an online recruitment system which can be accessed
by corporate recruiters via web browsers anytime.
Ice-HR Recruitment Management System (I-RMS)
Ice-HR RMS provides a powerful, effective and efficient recruitment platform for users to reach
quality candidates in Group 10 vast resume database fast and accurately. The system offers
sophisticated features such as real-time online job posting management, candidate search and
candidate management. What's more, a powerful filtering technology is incorporated to let HR
professionals screen out unqualified candidates and reduce their workload. With the Candidate
Alert technology and customizable searching criteria, the system will automatically search the
database for the newly registered job seekers and alert the users to ensure that they will not miss
out on any talents.
Functions Performed by the Ice-HR Recruitment Management System (I-RMS)
The company may use to post jobs when the there is existing vacancies within the organization
and minimize the cost of manual operation.
Manage Jobs the company can use the system to manage anything related to the existing job ad
and also post new job ads.
Job Design and Development
The system will ensure recruiter first has to know exactly what the company needs. The first
function of recruitment thus is to identify what the new employee will do and what qualifications
and experience is necessary to complete the work tasks. From the identified points, the company
develops a formal job description and sets a basic pay scale.
Identifying and Seeking Candidates
Once the recruiter knows what type of employee the company needs, he figures out what
segments of the population might be able to do the job and where to recruit. For instance, if the
company needs an information technology professional, then the recruiter may consider
recruiting through information technology programs, journals or conferences, as well as
computer repair stores. He gets the word out about the job through word of mouth, printed
advertisements, website postings and similar tools.
Receiving and Tracking Applicants
Potentially hundreds or even thousands of people can apply for a single job. The recruiter keeps
track of the applications that come in through spreadsheets and databases. He tries to organize
the information so that the candidates who appear most qualified are easy to find and contact.
Reference and Background Checks
The system also will used to verifying the experience and work ethic of the candidate. Recruiters
do this by contacting the references the candidates list on their applications. They also do a basic
background check to see if the candidate has any criminal history that might indicate the
employee would not be able to perform the job properly or would pose a risk.
Other Function Performed by a System
Organize the whole recruitment process in a well-defined and manageable manner.
The system enhances and facilitates comprehensive, reliable, faster and precise online
application management.
The system reduces the overall recruitment time cycle, thereby reducing cost for the company.
The system consolidates online application, outside recruitment agency process, interview stage,
etc.
The system stores all the applicant information within the database as to facilitate faster future
requirement processing.
The system facilitates a user friendly interface between applicant, talent acquisition team and
online application link.
On the other hand, an Ice-HR Recruitment Management System (I-RMS) can be achieved
with the help of online recruitment software. This software has the capability to streamline the
entire hiring process and make it more and more productive and cost effective. It is the reason
why so many organizations have implemented
Users and their Interaction
In this section you can check all kinds of account information and the usage history.
Candidate Management; Manage candidates and resume requests.
Account Settings; You can change company information, email template and the password.
Login/ Logout RMS
Go to Employer and enter your username and password in the Employer Login section
Main Account Login
If you login I-RMS as a main account user and your company has one or more sub-accounts, you
will be given an account selection page. Any actions you perform during the session will be
logged with your main account user identity.
Sub-Account Login
If you login I-RMS as a sub-account user, you can only be able to manage the job application,
resume request, candidates' resume and other account setting records of the sub-account. Any
actions you perform during the session will be logged with your sub-account user identity.
Type of information the system it will capture collect, maintain (store), or share
The system will collect the following information: applicant name, date of application
submission, and information specific to the vacancy for which the applicant is applying: series,
grade, duty location, title and an indicator of whether or not an applicant was selected to be
hired.
Report generated by Ice-HR Recruitment Management System (I-RMS)
If the standard reports don’t offer you enough insight, you can build your own reports using the
fields in the database. Examples might be cost-per-hire and time-to-hire, but also the number of
hires and the results from the channels used. In reporting various activities within the recruitment
process, you learn valuable figures that can be adjusted where necessary.
Results of annual performance appraisals and any disciplinary actions that have been taken
toward members of the team are included, as well. Because these figures are held in one
database, a business owner possesses the capability of running a variety of detailed reports that
encompass some or all of this information.
For example, when looking to hire additional staff, he can run a report of past candidates who
possess a specific skill set. Alternatively, he can run a compensation report to obtain needed
information when preparing the annual budget.
Advancements in technology allows the online recruitment software to be designed and
developed in a way that it can perform a lot more than just reducing the paper work. It is
intended to be used to support the company’s marketing and sales activities. For example,
reporting can be used to great effect for marketing purposes. This feature runs a wide range of
reports, such as where most applicants are applying from. This is useful information in
determining advertising spend.
Reports on time-to-hire, and where applicants are in the recruitment process shows managers
what areas/issues need to be addressed. Another interesting feature is that many Ice-HR
recruitment systems will be integrate with HR and Payroll systems which are already in place.
Requirements of the Ice-HR Recruitment Management System
In order to direct the recruiting function, the organization needs to develop a proper recruiting
plan. The plan is designed in order to address gaps such as vacant positions to be filled and skills
required for the employees for these positions. If this plan is to be executed, a proper recruiting
information system is pretty much required, so that everything is executed with proper ease.
Updated organizational structure also is very important because it identifies the required number
of vacancies within the organization.
Ways the Ice-HR Recruitment Management System will help HRM
Every Human resource department has a team to manage the recruitment and selection process.
Information systems have made it possible for companies to have a dedicated tool which helps in
organizing the complete recruitment and selection process.
Ice-HR Recruitment management system greatly enhances the performance of recruitment
process and delivers efficiency to the organization. The key benefits of the recruitment
management system are as follows:

 Organize the whole recruitment process in a well-defined and manageable manner.

 The system enhances and facilitates comprehensive, reliable, faster and precise online
application management.
 The system reduces the overall recruitment time cycle, thereby reducing cost for the
company.
 The system consolidates online application, outside recruitment agency process,
interview stage, etc.
 The system stores all the applicant information within the database as to facilitate faster
future requirement processing.
 The system facilitates a user friendly interface between applicant, talent acquisition team
and online application link.
The HR department also has a numerous benefits for Ice-HR Recruitment Management
System

i. Possession of single database of all employees in the company with all necessary
information and opportunities for different reports,
ii. The ability to update databases in real time, on the basis of all changes, which is of
extreme importance to regionally diversified companies;
iii. Elimination of paper forms that are much slower and with much higher probability of
errors;
iv. Minimize errors caused by human factor;
v. Employees in HR department do not have to constantly refer to the instructions on
working hours, because the application is configured according to existing guidelines,
which have reduced delays and uncertainties;
vi. Improved management system in accordance with the legislation;
vii. Reduction or elimination of redundancy in the system;
viii. Standardization of business processes;
ix. Highly reliable data in the system, whether it is external or internal threats;
x. Increased employee satisfaction in HR department because the easiest and efficient
execution of the tasks;
xi. The ability to establish full control over internal migration of employees and the
management of their talents and
xii. The ability to take preventive measures to avoid unpleasant situations in the company.
Human Resource Information System and Business Competitiveness
Benefits of Ice-HR Recruitment Management information system to Business Organization
Ice-HR Recruitment Management information system usage will allows the human resource
(HR) professional to become a strategic player. With both increasing functionality and
affordability, HRIS are being used extensively in organizations of all sizes. By using following
ways a business organization become successful and able to compete with competitors in present
scenario:
Information Systems Supporting Workforce Planning
Organization involved in long-term strategic planning, such as those planning to expand into new
market areas, construct factories or offices in new locations, or add new products, will need
information about the quantity and quality of the available workforce to achieve their goals.
Ice-HR Information Systems Supporting Labor Negotiations
Negotiating with craft, maintenance, office, and factory unions requires information gathered
from many of the human resource information systems. The human resource team completing
the negotiating needs to be able to obtain numerous ad hoc reports that analyze the
organization’s and union’s positions within the framework of both the industry and the current
economic situation. It is also important that the negotiating team be able to receive ad hoc reports
on a very timely basis because additional questions and tactics will occur to the team while they
are conducting labor negotiations
Reduce Time to Hire
One of the most important functions of HR and the key to the success of Candidate Manager
Recruitment solutions is the ability to reduce the time it takes to hire the right people. This can
be achieved by streamlining the entire process. Requisition approval is automated, increasing
communication between departments. Candidates are automatically ranked and screened, while
the system is self-searching, allowing the system find suitable applicants for you!
Lower Recruitment Costs
Recruitment agency and vacancy advertising can be dramatically reduced, while hidden costs
such as postage, photocopying and HR resources are also reduced. Candidate Manager also
builds up a structured Talent Pool of candidates, which can be checked first when a new vacancy
arises.
Reduce administrative duties
With recruitment system, candidates are instantly filtered, ranked and stored, and tracking their
progress is simple. Candidates are communicated with at every stage, and management reporting
allows analysis of the process, and enables on-going improvements to be made. Administration
and paperwork between departments is reduced by storing information in a secure, and easily
accessible, centralized system.
Conclusion
Therefore the computerization of HRIS has resulted in an integrated database of human resource
files., employee files, position, skills inventory files, affirmative action files, job analysis and
design files, occupational health and safety files, and many other human resource files are
constructed in a coordinated manner using database management systems software so that
application programs can produce reports from any or all of the files. HRIS was introduced so
that the overall human resources domain is able to function in a much easier and simpler way.
Today, also most all organizations across the globe have started implementing HRIS and are
benefiting from its use to a great extent.
References
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