Chap 2

Intro to IS in HRM

11

Intro
Discussion involve 3 phases;
I) Definition of HRIS
II)Users of HRIS
III)Evolution of IS in HRM
IV)Adv & Disadv of HRIS

62

Def
Byars and Rue, 2000 A database system containing all
information related to human resources with facilities
provided, to maintain and access those data.
Kovach and Cathcart, 1999 A systematic procedure to
collate, store, maintain, access and confirm data required
by an organisation on human resources, personnel
activities and characteristics of a unit in an organisation.

63

Def
Kavanagh, Gueutal and Tannenbaum, 1990 A system that
is used to obtain, store, analyse, manipulate, and rectify
mistakes and distribute information accurately with
regards to human resources in an organisation.
Noe, Hollenbeck, Gerhart and Wright, 1994 A system
containing software programs and computers (such as
mainframe and personal computer) that manage items
related to input, maintenance, updating and use of
information related to human resources

64

Users of Human Resources Information

Systems
1) Characteristics that distinguish them
a) Computer sophistication refers to the users level of
understanding and familiarity with computer-related
issues.
b) HR knowledge refers to the users expertise in the
field of HR HRP, staffing, C & B. Training &
Development, P.A etc
c) Focus either to individual, unit, divisions or corporate
level?
d) Access either active users or passive users.
e) Expectations
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Users of Human Resources Information

Systems
2) HRIS users Diverse Groups
a) HR functional specialist
b) HR manager
c) member of the HR information centre
d) Line Managers
e) Senior Management
f) Employees

66

Evolution of HRIS
i)

Generation 1 (1980s 1990s) - the system was in

a miniature form and the mainframe wad DOZbased.

ii)

Generation 2 (1990s late 1990s) the system

was reformed by adding in new elements

iii) Generation 2.5 (present) A web-based system

67

Advantages of HRIS
i)

Increase data accuracy, increase processing speed,

create more useful & sophisticated results an
increase productivity

ii)

Eliminate overlapping, maintain files and reduce

cost of processing, computers and staff

iii) Improve planning and developing a program,

expedite the info processing, reduce costs,
generate accurate info and increase communication
among employees.
iv) Increase employee performance and motivate
knowledgeable employees
68

Disadvantages of HRIS
i)

Not all problems can be solved

ii)

Not able to substitute sound management policies

and procedure

iii) The system cannot substitute the management and

comm. skills of an individual
iv) Systems cas make judgments regarding the
truthfulness and fairness of the data entered

69

Reasons for HRIS failure

i)

Unclear goals and objectives

ii)

Systems solve the wrong problems

iii) Started too big, aimed too high

iv) Improper vendor
v) Low level of user involvement
vi) Planning overlooks impact on clerical procedures
vii) Lack of HR expertise with computers
viii) Mgt unrealistic expectations

610

Steps in computerizing HR
i)

System planning

ii)

System design

iii) Vendor selection

iv) System implementation
v) System maintenance

611

Planning & Designing a

HRIS

112

Intro
Discussion involve 3 phases;
I) Elaboration on HRIS planning process and issues
II)Design process and issues.
III)Hardware and software for HRIS

613

Planning a HRIS
Planning is the 1st steps towards computerizing HR
functions.
System planning involves 2 main activities;
I) Requirement def determining what kinds of data,
analysis, security, reports and other features are needed
by users
II)Feasibility analysis estimates the resources (hardware
cost, vendor charges, facility requirement ,consultant
time etc) required to achieve those objective.

614

Establishing the project team

Def is a group of individuals whose responsibility is to
ensure the successful computerization of HR functions.
3 essential people;
a)Full time Project Manager / leader has direct
responsibility in ensuring the project succeed
responsibilities;
I) report to the HR dept
ii) have well-developed project mgt and comm. skill
iii) Thorough u/stdg
iv) Through knowledge of HR area
615

Establishing the project team

3 essential people;
a) 2 options to choose project leader;
i) hire consultant
ii) Individual fro HR department
- highly depend on cost, orgn knowledge and system
knowledge
b) Steering Committee consist of project mgr, senior-mgt
member, lead employee and decision maker from other
functional area.
Responsibilities;
i) Establish project scope
ii) develop mgt plan
ii) assist project leader
616

Establishing the project team

3 essential people;
a) Implementation team to work closely with the project
leader to complete the software implementation.
- consist of functional (from HR dept) and technical
personnel (HRIS specialist, system analysts, hardware
expert).

617

Planning and design issues

- Project leader will comes up with overall system requirements
and strategies such as; ( 5 items)
a) Criteria for quality info content must be;
i) reliable
ii) timely
iii) comprehensive info
iv) readable info
v) significant and relevant info
b) Functionality - modular basis, utility function (graphic, ord
processing, telecomm), integration and interfaces (of existing
equipment and programs With n system)
618

Planning and design issues

- C) input and processing capability - speed, efficiency,
information retrieval, data integrity (accuracy) and database
size and format
- D) Output capabilities printing and report design, security,
distribution needs
- E) User appropriateness user sophistication (HR familiarity
with computers), coding (logical, interpretation code),
documentation

619

Defining system requirements

- What should the system do? conduct need analysis by
providing a more comprehensive background for project
planning, present and future needs.
- Approaches to gather information on what is needed from a
systems;
a)Evaluating the current HR system
b)Evaluate another HRIS
c)Conduct user interview and surveys
d)Performing business systems analysis
e)Developing a scenario analysis (real world issues)
f) Prototyping build working model
620

Performing feasibility analysis

- After knowing what system to use, next step is to determine
to what extend the orgn. Nd the new system and at what cost.
- Analysis involves;
i) Tech analysis is to consider the functional and technological
aspect of the system review existing system, reviewing the
ease of performing an internal / external adaptation and
addressing conflict between software & org culture
ii) Administration evaluation investigates the impact of
corporate culture, orgn structure, mgt support, bus cycles etc
iii) Economic evaluation cost vs benefit analysis.
621

Designing a HRIS - 2nd phase of HRIS

development
- Info gathered during the planning phase should provide
sufficient info on the system requirement to allow project
team to proceed with the design.
- 3 primary components;
a)Define data needs by designing data structure, content and
control
b)Select, create or adapt software
c)Select hardware that compatible with software

622

Designing data structures

- Main element of a system design is database.
- Database is collection of names of data elements and its
contents.
- includes a list of subjects (Eees) and information regarding
those subject (home add, birth dates, job grades, current
salary etc)

623

Designing data structures

- To develop database, project team needs to consider several
factors;
i) data organization
ii) number and scope of records
iii) data elements
iv) field type and size
v) input method
vi) coding
vii) Edit and validation rules

624

Data sources
- It will influence data organization.
- Some sources include;
i) data from existing systems
ii) data from applicants, Eees (from interview, form, tests)
and HR
iii) data from external sources
iv) data from other department

625

Data flow
- To determine data flow, project team needs to do a
transaction flow analysis purpose is to determine where the
data comes from, how the systems manipulates it and its
ultimate output from.
- Another area of concerns data obsolete replace or store?

626

Designing reports
- Is end of product of HRIS
- Design team must to consider the reporting needs for each
HR function
- To consider the following issues;
i) report content must be reliable, timely, comprehensive,
readable, significant and relevant.
ii) Report type tabular (rows and columns) detail or
summary form, test (word) and graphic (charts and graphs)
iii) Report design design styles (title, font option, margins
etc) for all reports so that the system uses consistent
formatting.
iv) Report generation and distribution in term of frequency
(turnaround times for report and info access)
627

Data Control
- To protect from computer hackers, designers must include a
system security framework that limits access to personal
data.

628

Hardware for HRIS

- Both hardware and software should meet the needs and
requirements of the organization.
a)Hardware for HRIS
- it is a physical artifacts / components of technology
- components of a computer;
i) Arithmetic logic unit (ALU)
ii) control unit
ii) the memory
iv) input and output devices

629

Hardware and software for HRIS

b) Types of Hardware
- PC, desktop, laptop, PDAs, Workstation, Servers, Mainframe,
Minicomputers, Supercomputers,
c) Factors in selecting hardware
- select software first
- role of operating system ( compatible with the HRIS
software)
- hardware reliability, service reputation
- manufacturers stability
- hardware expandability (to anticipate any changes)
- hardware cost
630

Software for HRIS

- Is intangible cannot be touched.
- Can be divided into types;
a) application software any computer software designed to
perform a specific function directly for the user.
- 2 types of application software;
i) General purpose application programmes (web browser,
word processors, printing, imaging editing etc)
ii) application specific programmes (the HRIS itself,
accounting info system etc))
b) system software is designed to operate the hardware
and to provide and maintain a platform for running
application software.
631

Software for HRIS

b) system software is designed to operate the hardware and
to provide and maintain a platform for running application
software.
- 3 types of programmes;
i) System management program to manage the application
software, comp hardware and data resources
ii) system support program help the operation and
management of a computer system virus checking,
system security
iii) system development program help users to develop info
system program and prepare user program for computer
processing language translator, CAD/CAM
632

Software for HRIS

c) The HRIS software is an application that performs specific
functions within HR - Eee work schedule, payroll, training
etc.
- Good HRIS;
i) flexible, comprehensive database
ii) efficient, accurate and timely data entry
iii) rapid retrieval of info.
iv) Compliance with govt, regulations
v) Generation of std reports and profiles.