HUMAN RESOURSE

INFORMATION SYSTEM
(HRIS)
ASSIGNMENT 2
BY FAREEHA NAZ
STUDENT ID: 13988
 HUMAN RESOURSE INFORMAION SYSTEM (HRIS)
A human resource information system (HRIS) is software that provides a centralized repository of
employee master data that the human resource management (HRM) group needs for completing
core human resource (core HR) processes.
An HRIS stores, processes and manages employee data, such as names, addresses, national IDs or
Social Security numbers, visa or work permit information, and information about dependents. It
typically also provides HR functions such as recruiting, applicant tracking, time and attendance
management, performance appraisals and benefits administration. It may also feature employee
self-service functions, and perhaps even accounting functions.
In some ways, an HRIS can be considered a smart database of employee information. The
interaction of the data, the processes that can be performed and the reporting capabilities make the
data stored in the system more accessible and usable.

IMPORTANCE OF HRIS

An HRIS can play a critical role in enabling compliance -- for example, to store regulatory data
for a country, such as U.S. equal employment opportunity information or U.K. Working Time opt-
out -- and can offer a means of gaining insight into the workforce. Both are important and, in some
industries, are interwoven.

In addition, downstream integration of systems that require employee data, such as payroll or LMS,
and the immense time savings from having integrated applications means an HRIS can serve a
critical role, since data entry in multiple systems -- a reality for organizations without an HRIS --
can lead to costly errors or reduced employee engagement.

HRIS SECURITY AND PRIVACY

An HRIS also helps secure employee data and keep information private. When using paper forms
or spreadsheets, information can easily be accessed by people who may not have the authority to
access it. An HRIS can secure information so that it can only be accessed by the individuals that
need to have access to it.

Data security and privacy are important factors when handling sensitive personal information,
especially in countries like Germany or France, where works councils have a strong role in
protecting employee data. With the exception of lock and key, protecting paper records can be
extremely difficult.

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BENEFITS OF HRIS IN BUSINESS

 ONE-STOP SHOPPING: One of the most frequently mentioned advantages of an HRIS

is that you enter information only once for many HR-related employee tasks. And,
similarly, you need to update only one place when employee information changes.
 INTEGRATION OF DATA: Furthermore, 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.
 ACCURACY: Improved accuracy is likely assuming data are entered and manipulated
correctly.
 SELF SERVICE: This feature 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.
 AUTOMATED REMINDERS: Systems can schedule events, such as performance
appraisals and benefit deadlines, automatically notifying and nudging if actions have not
been performed.
 HOSTING OF COMPANY-RELATED DOCUMENTS: The system can host such
materials as employee handbooks, procedures, and safety guidelines. The materials are
easily updated in one place.
 BENEFITS ADMINISTRATION: This could include enrollment, notices, changes, and
reporting.
 RECRUITING MANAGEMENT: This may include applicant tracking, management,
and reporting.

CONSTRAINTS OF HRIS IN BUSINESS

 SECURITY: Security is one of the biggest worries. Systems must be designed to prevent
unauthorized access to sensitive and confidential data and also the unintended publication
of such information. This typically required many “compartments” and many levels of
authority for access, all of which have to be monitored and maintained.
 COST: Then there is the cost factor. Especially for smaller companies, this can pose a
problem. With any system, there are acquisition costs and maintenance costs. SaaS
(software as a service) systems are somewhat easier to handle from a cost standpoint since
they are cloud-based and don’t require as much initial outlay.
 STAFFING: With larger installations, there’s probably the cost of hiring an IT specialist
to manage the system.
 DIFFICULTY IN ANALYSIS: Your system can contain so much data that you may find
it difficult to analyze. You may need a separate analysis system just to sort the data into
meaningful chunks.

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LIST OF HRIS SOFWARES COMPANIES USING CURRENTLY
There are so many softwares which companies are using currently. Few of them are listed below:
 Oracle people soft
 Workday HCM
 Bamboo HR
 Exelsys
 Optimum HRIS
 Zoho Recruit
 Reward Gateway
 Talenthub
ZOHO RECRUIT
Zoho Recruit is an Applicant Tracking System (ATS) and recruitment software built to manage
recruiting processes across staffing agencies and corporate companies in an efficient manner.
You can now streamline your complete recruitment processes -- starting from candidate
sourcing, resume management, applicant tracking, interview scheduling, communication and
finally your hiring functions within a single system.

The main objective of creating Zoho Recruit is to eliminate manual data entry and traditional
methods of hiring including spreadsheets for scheduling, resume attachment downloads on your
desktop folders. Besides this, Zoho Recruit brings all the important stakeholders that includes
candidates, clients, and your recruiting team onto one common platform.

Be it multi-channel communication, product customization, hiring productivity or third-party

integrations -- Zoho Recruit offers a host of features to support the requirements of staffing
agencies of every size, different industry types, small and medium businesses, large enterprises
and more. Integrations with premium job boards and also niche boards gives recruiters using
Zoho Recruit an advantage over their competitors. Unique feature incorporations like the Source
Boosters, Hiring Pipeline dashboard, Semantic search, advanced customizations ensure you
reduce your time-to-fill to a great extent and also the cost-per-hire on parallel. Finally, Zoho
Recruit's advanced automation features help you save time and recruit smarter, faster and better.

REWARD GATEWAY
Reward Gateway helps more than 1,800 of the world's leading companies, in 23 countries, to
attract, engage, and retain their best people with an employee engagement platform that brings
strategic recognition, communications, employee benefits, discounts, and surveys into one
uniquely-branded unified hub. Reward Gateway helps you deliver and showcase employee
benefits, discounts and perks, employee recognition, wellbeing, and communications to attract,
engage and retain your most important asset: Your People.

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EXELSYS
Exelsys provides innovative HR Solutions that revolutionize the way organizations work –
streamlining key processes, such as applicant tracking and selection, holiday approvals, expenses,
performance appraisals, training and development management, recruitment, etc. With self-service
access – available anywhere, anytime from any smart device – this secure system will reduce the
administrative burden for organizations, large and small alike. What’s more with multilingual and
multi-currency options it will work for companies that operate in different geographical territories.

Exelsys HCM provides the core system, enterprises need to manage the full hire-to-retire process
for both full-time and part-time employees in an increasingly global environment. With Exelsys,
you can align and re-align your organization, employees, and the supporting HR processes in real-
time to support the company’s strategic objectives.

Exelsys is a comprehensive HRIS solution and includes the following modules:

 Employee Information
 Positions Management
 Compensation Management
 Recruitment and ATS
 Absence Management
 Performance and Appraisals
 Training and Development
 Employee and Manager Self-Service
 Events Management
 Employee Expenses
 Alerts and Notifications
 Surveys
 Time Attendance
 Shift Planning
 Business Intelligence

Established in 2010, Exelsys is a UK registered company specializing in the design, development

and provisioning of SaaS Human Capital Management solutions based on MS Azure. The
Microsoft Azure Platform is a reliable, secure and scalable environment. Exelsys delivers its
solutions through a network of business partners around the world.

WORKDAY HCM
Workday Inc. was founded in 2005 by Aneel Bhusri and Dave Duffieldand and is currently
established in Pleasanton, California. The company is a provider of cloud-based human resource
and finance computer software solutions servicing clients from mid-size businesses to Fortune 100
enterprises such as Aviva and Lenovo.

With Human Capital Management software from Workday, businesses have the tools to manage
people-related tasks in a more cost-effective, efficient way. With self-service features, you can
organize, staff, pay your employees and manage all activities from hiring to retirement all in a

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quick and easy way. Workday’s software solutions allow you to keep track of your entire
workforce and analyze it based on position, salary, history and any other dimension. With the
workforce management software, you can also model any type of company, department or matrix
independently and simultaneously, mange staffing, set workflow, and restructure at any time.

The human capital management software gives you greater visibility into employee performance
and compensation and allows you to see the connection, analyze it and design and adjust your
compensation programs. Manage compensation based on variable pay, equity, allowances and
more, and pay based on individual and team effort, organization, effort and other factors. You also
have the tools to manage absences and leaves, track time-offs, create schedules and reports and
related policies to have your employees and managers on the same page. The human resources
software comes on an easy-to-use interface with up-to-the-minute updates to help you make well-
informed decisions. By automating and streamlining processes typically handled by the HR
department, your business becomes more efficient.

HRIS IMPLEMENTATION AT NISSAN MOTOR CO. LTD.

Nissan Motors, one of the top selling automobile manufacturers and the world’s first ever multi-
Brand conglomerate after its collaboration with Renault, has over 130,000 people working for
them worldwide. This global corporation needed standardized HR practices in order to function
successfully. The firm was also concerned about the overall employee satisfaction. Having an
HRIS meant a strategic investment to reduce costs across the globe and therefore, in 2010, CEO
Carlos Ghosn introduced HRIS in Nissan, when Nissan was in troubled waters. His aim was not
only to automate the HR services but to transform HR services in the whole organization. He
implemented several plans to transform Nissan to take it out of financial disaster; one of the
strategies was to have a HRIS. The strategy behind HRIS implementation was standardization of
all HR practices throughout the organization around the world. Also he wanted to remove all
administrative and transaction type tasks from the HR personnel in all locations around the
world.

NISSAN HRIS PARTNER

Nissan partnered with Enwisen to develop its world class HR Shared Serviced Center in 2007.
Enwisen was to provide them support for communication, decision support and case
management along with direct employee access portal. The expectation was to ensure that
employees got assistance with events like benefits services which could be accessed by
employees from anywhere and at any time. Nissan also collaborated with PeopleSoft, a third
party technical business solutions provider, to design and implement the Nissan HRIS system.

They have three key business objectives:

1. Increase satisfaction and adoption of HR/Benefits programs while reducing costs.
2. Help employees fully understand and leverage their total rewards.
3. Improve employee communications and engagement.

PeopleSoft Enterprise Human Capital Management (HCM) included PeopleSoft Enterprise

Human Resources, Base Benefits, Benefits Administration, ePay, eProfile, eCompensation,
eBenefits, eRecruit and eDevelopment solutions. This was expected to help the employees get

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better access and clear information about their benefits plan, payroll and other HR related
information PeopleSoft has become the HCM and self-service portal for the employees at Nissan.
Enwisen provides the on-demand communications and decision support for the whole
organization. The information related to a particular can be accessed by only them with the help
of an id and password.

IMMIDIATE BENEFITS AFTER IMPLEMENTATION

Some of the immediate benefits of implementing HRIS were an effective way of sharing
information which was HR centric. Nissan had an employee intranet but it was not designed to be
employee friendly and most of the employees did not have access to it. This ensured that there was
a need for new technology with a dynamic employee portal, where all kind of HR related
information could be made available to employees 24/7. This would allow the employees to access
information they wanted themselves, creating a help yourself attitude. The new forum
also allowed employees to make changes in the HR related information or benefits relation
information about them instead of waiting to fill forms and HR personnel doing it.

CHALLENGES FACED
Change is the only thing constant in the world and also the most difficult. The major challenges
Nissan had to deal with were at employee level regarding facing the change. The whole Human
Resource (HR) was being transformed. HR was going to change like never before in its way of
delivery of services in the whole organization. This change was going to affect everyone from
employees, managers and HR department to the management as well.

Selling change to the internal customers necessitates a committed and well-resourced internal
marketing program. Change infrastructure refers to identifying the players in the change initiative
and a definition of their roles. Training needs to be undertaken to ensure that the
Contemplated relevant change is inculcated by every person within the organization. It involves
altering the employee mindset to make the organization more customer-centric as well as
imparting the specific skills needed to function effectively under the new processes, designed
with appropriate practices in mind.

Nissan particularly tried to tackle the problem by maintaining open communication, they were
clear in communicating about what was being one, when and how. They made sure that
HR people for any information and now they had access to it at one click, they had to now look
for this information themselves instead of having someone else do it for them. This technological
change meant everyone had to tend to their needs themselves. Most of the employees are used to
tending to their own business and felt that this was HR department’s work which they had to do
now, it was a resistance to being empowered.

This change was accepted by the employees as they did not have any choice, the HR people are
still available as affiliates. But the role of HR in the organization has completely changed now.
One more reason why the change has been well accepted is because any change in policies or new
initiative is communicated to the employees easily and effectively. So the HR initiatives are well
accepted now. Employee queries are still handled on call or on one-one basis if the employee
is not clear about anything, it is just that the volume has gone down for such queries.

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REFERENCE
https://www.researchgate.net/publication/264820251_HRIS_at_Nissan_a_new_era_in_human_resourc
e_management

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