› Introducing HR & IS

› Concept of HRIS
› Need of HRIS
› Case Study of Visited Company
› Utility and Applications
› Implementation of HRIS
› Benefits
› Limitations
› Conclusion
 HRM – An Introduction
› Human Resources is an organizational function that deals with issues
such as recruitment and selection, training, appraisal, compensation
and performance management of the employee.
› Human beings are also considered to be resources because it is the
ability of humans that helps to change the gifts of nature into valuable
resources. While taking into account human beings as resources, the
following things have to be kept in mind:
› The size of the population
› The quality
› "The people that staff and operate an organization"; as
contrasted with the financial and material resources of an
organization.
 HRM – AST&D View Employee assistance
Compensation/ Benefits Personnel Research & IS
Selection And staffing HRP Organization/ Job
design OD T & D Employee assistance HR areas
output: Quality of work life Productivity
readiness for change
 HRM – AST&D View Employee assistance
Compensation/ Benefits Personnel Research & IS
Selection And staffing HRP Organization/ Job
design OD T & D Employee assistance HR areas
output: Quality of work life Productivity
readiness for change
 Information System
› A system, whether automated or manual, that
comprises people, machines, and/or methods
organized to collect, process, transmit, and
disseminate data that represent user information.
› Human Resource Information System (HRIS) is a
systematic way of storing data and information for each
individual employee to aid planning, decision making, and
submitting of returns and reports to the external agencies.
› It merges HRM as a discipline and in particular its basic
HR activities and processes with the information
technology field.
› It can be used to maintain details such as employee
profiles, absence reports, salary admin. and various kinds
of reports.
  1950‟s - virtually non-existent
  1960‟s - only a select few (large companies
eg. GM, IBM Ford-custom designed &
expensive)
  1970‟s - greater need (equal opportunities,
laws, OSHA)
  1980‟s - HRIS a reality in many orgs (4 GLs,
LANs stand alone systems)
  1990‟s - Numerous vendors, specialties
  Employee information
  Wage and salary data
  Review dates
  Benefits
  Education and training
  Attendance
  Performance data/appraisal results
  Employee profiles/lists
  Summary reports on employee groups 
Historical trends in work-related info
  Person-position comparisons
 Medical Recruit/ Records Employ EEO/AAP
Workers Comp Payroll Health & People Safety
Jobs Positions Benefits HR Planning Emp. T&D
Relations Comp. Pension Admin
  Better safety
  Increased Productivity
  Better service
  More efficient
  Competitive Advantage administration
  Fewer Errors
  More opportunities
  Greater Accuracy
  Reduced labor requirements
  Higher Quality Products  Reduced costs
  Improved Health Care  Superior managerial
  Improved Communication decision making
  Increased Efficiency
  Superior control
 HRIS – Why it is needed?
› Storing information and data for each individual
employee.
› Providing a basis for planning, decision making,
controlling and other human resource functions.
› Meeting daily transactional requirement such as
marking absent and present and granting leave.
› Supplying data and submitting returns to government
and other statutory agencies.
 HRIS – Why it is needed?
› Building organizational capabilities
› Job design and organizational structure
› Increasing size of workforce
› Technological advances
› Computerized information system
› Changes in legal environment
 HRIS Track Personal Records Recruitment &
Selection Employment Equity Salary
Administration Trng. & Dev. Compensation
Employee Relations Benefits HR Planning
Pension Administration Medical Records Health
& Safety Job People Positions
 Many firms have gone beyond these traditional
personnel management functions and have
developed human resource information systems
(HRIS) that also support
1. Recruitment, selection, and hiring
2. Job placement
3. Performance appraisal
4. Employee benefits analysis
5. Training and development
6. Health, safety and security
 Staffing the Organization
› The staffing function must be supported by information
systems that record and track human resources within a
company to maximize their use for:
 Human Resource Planning
 One of the first aspects of any HRIS is determining personnel and
human needs.
 The overall purpose of this HRIS is to put the right number and
kinds of employees in the right jobs when they are needed.
 Effective human resource planning requires defining the future
number of employees needed and anticipating the future supply of
people for this jobs.
 It involves forecasting personnel requirements to assure a
business an adequate supply of high-quality human resources.
 This application provides forecasts of personnel requirements in
each major job category for various company departments or for
new projects and other ventures being planned by management.
 Such long-range planning may use a computer-based stimulation
model to evaluate alternative plans for recruitment,
reassignment, or retraining programs.
 Personnel selection and recruiting
 If the human resource plan reveals that additional personnel are
required, the next logical step is recruiting and selection of
personnel.
 Companies seeking new employees often use computers to
schedule recruiting efforts and trips and to test potential
employees’ skills.
 Some software companies, for example, use computerized
testing to determine a person’s programming skills and abilities.
 A HRIS can be used to help rank and select potential employees.
 For every applicant, the results of interviews, tests, and company
visits can be analyzed by the system and printed.
 This report, called a job applicant review profile, can assist
corporate recruiting teams in final selection.
 Some software programs can even analyze this data to help
identify job applicants most likely to stay with the company and
perform according to corporate standards.
 Many companies now use the Internet to screen for job
applicants.
 Applicants use a template to load their resume onto the Internet.
 HR managers can access these and identify the applicants they
are interested in interviewing.
 Scheduling and job placement
 Scheduling people and jobs can be relatively straightforward or
extremely complex.
 In most cases, various schedules and job placement reports are
generated.
 Employee schedules are developed for each employee, showing
their job assignments over the next week or month.
 Job placements are often determined based on skills inventory
reports, which show which employee might be best suited to a
particular job.
 The employee skills inventory system uses the employee skills
data from a personnel database to locate employees within a
company who have the skills required for specific assignments
and projects.
 Training and Development
› Information systems help human resource managers plan and
monitor employee recruitment, training, and development
programs by analyzing the success history of present programs.
› They also analyze the career development status of each
employee to determine whether development methods such as
training programs and periodic performance appraisals should
be recommended.
› Computer based multimedia training programs and appraisals of
employee job performance are available to help support this
area of human resource management.
 Compensation Analysis
› Information systems can help analyze the range and
distribution of employee compensation (wages, salaries,
incentive payments, and fringe benefits) within a company
and make comparisons with compensation paid by similar
firms or various economic indicators.
› This information is useful for planning changes in
compensation, especially if negotiations with labor unions
are involved.
› It helps keep the compensation of a company competitive
and equitable, while controlling compensation costs.
 Governmental Reporting

› Nowadays, reporting to government agencies is a

major responsibility of human resource management.

› So organizations use computer based information

systems to keep track of the statistics and produce
reports required by a variety of government laws and
regulations.
› For example, in the United States, statistics on employee
recruitment and hiring must be collected for possible use in
Equal Employment Opportunity Commission (EEOC)
hearings; statistics for employee health, workplace hazards,
accidents, and safety procedures must be reported to the
Occupational Safety and Health Administration (OSHA); and
statistics on the use of hazardous materials must be reported to
the Environmental Protection Agency (EPA).
› Software packages to collect and report such statistics are
available from a vareity of software vendors.
› Personnel administration - It will encompass information
about each employee, such as name address, personal
details etc.
›   Salary administration - Salary review procedure are
important function of HRM, a good HRIS system must be
able to perform what if analysis and present the reports Of
changes.
› Leave and absence recording — Essentially be able to
provide comprehensive method of controlling
leave/absences.
› Skill inventory - It is also used to store record of acquired
skills and monitor the skill database both employee and
organisational level.
› Performance appraisal — The system should record individual employee
performance, appraisal data, such as due date of appraisal, scores etc.
› Human resource planning — HRIS should record details of the organisational
requirements in terms of positions
› Recruitment — Record details of recruitment activities such as cost and
method of recruitment and time to fill the position etc.
› Career planning - System must be able to provide with succession plans
reports to identify which employee have been earmarked for which position.
› Collective bargaining — A computer terminal can be positioned in the
conference room linked to database. This will expedite negotiations by readily
providing up to date data based on facts and figures and not feelings and
fictions.
› SunGard is a global leader in -
 Software and processing solutions for financial services
 Higher education and the public sector. 
 Business continuity services.  
› Established 1978.
› Annual revenue exceeding $4 billion (2006-07).
› More than 25,000 customers in more than 50 countries,
including the world's 50 largest financial services
companies .
› Employs strength 16,000 in more than 400 offices in 30
countries. 
› Headquarter - Wayne, Pennsylvania.
› India offices – Bangalore, Pune.
› Pune Office – Meridian Plaza, Senapati Bapat Road.
 HRIS Q&A with SunGard
› Which system do you use in your organisation for HRM?
 Oracle/PeopleSoft Employee Suit HRMS Package.
 HRIS Q&A with SunGard
› What benefits do you get from the information system?
 HRIS system is able to provide us various benefits like speedy
retrieval and processing of data, its easy classification.
 It helps in better analysis and more effective decisions making .
 Provides us with accurate information, quality reports and
overall better work culture.
 Eliminates personal biasness, brings transparency.
 HRIS Q&A with SunGard
› What are the problems faced by HR people while using the system?
 Although the system is efficient, but sometimes we face the problems like
system slowdown or higher downtimes and if there is some particular
limitation in module than work suffers, some HR people are not
comfortable in using system efficiently so time is to be given in training for
the system.
 HRIS Q&A with SunGard
› How does implementation of such system in organization, affect its culture
and employees?
 With the introduction of HRIS system the work culture in the organization
gets changed and we as HR managers are able to serve to other employees
in efficient manner which is again raising the satisfaction level among
ourselves. But some time some senior employees are resistant to the change
also.
 The transfer and application system seem to have provided the
management with an excuse for leaving difficult problems to their
successor.
 HRIS Q&A with SunGard
› What are the limitation in the existing HRIS in your organisation?
 Although the system is highly supportive, but there is also a
requirement of Query Based Ticketing System (QBTS) with SLA.
 On query resolution queries raised on window will go to the
concerned HR officer, at the same the HR officer will get a work
list pertaining to the query, raised by an employee in his
department.
 HRIS Q&A with SunGard
› How much secure is the system actually from HR point of view?
 System is absolutely secure. We have three level security system in
our application. Authorization, Authentication and Auditing.
› More than 25, world-wide.
 Automatic Data Processing Inc.
 SAP AG
 Restrac Web Hire
 Oracle/PeopleSoft
 Human Resource Microsystems
 Business Computer Systems
 Lawson Software
 HRIS - Development CONCIEVE & PLAN
ANALYSE DESIGN TEST IMPLIMENT
MAINTAIN
› Complete Business Solutions (CBS)
› Build Your Own Integrated System Approach
(BYOSIS)
› Multiple Systems and Data Hub Approach (MS&DH)
› Oracle/PeopleSoft HRMS (ver. 12)
 Automates the entire recruit-to-retire process.
 A single integrated application includes the following
HR activities:
 Recruitment
 Performance management
 Learning
 Compensation and benefits
 Payroll
 Workforce scheduling
 Time management and real time analytics.
 Oracle/PeopleSoft HRMS
› Example: Payroll System
 Based on a global HRMS engine with country-specific
localization extensions
 Integrated with Human Resources (core), Advanced
Benefits, Self-Service HR, Incentive Compensation, and
Oracle Financials.
› Defines comprehensive eligibility rules that link user-defined criteria.
› Defines standard rules for automatically assigning and changing
employee compensation and benefits.
› Minimizes workforce inquiries by providing near real time
remuneration data and history.
› Utilizes simple, configurable formulae.
› Controls each employee’s unique processing rules and calculations
using FastFormula.
› Uses conditional logic for more complex cases.
› Streamlines administrative processes.
› Reduces set-up costs and processing time & errors.
› Manages global compensation with one application.
› Organization-wide control of workforce payroll and compensation
data.
 Oracle Payroll: Scope & Utilities
› Implements Oracle Payroll's core payroll engine, by adding
local extensions to attain the legislative functionality and country
reporting requirements.
› Configures and manages personalized compensation policies and
programs with one global payroll engine.
› Monitors payroll processes end-to-end.
› Reconciles errors while maintaining current calculations.
› Simultaneous processing of multiple groups of employees.
› Reduces administrative costs with online paperless pay-slips.
› Standard and personalized reports are utilized to view and analyze
your payroll data.
› Configurable security for unique access.
› Maintains audit logs of changes.
 HRIS - Benefits
› Employee Satisfaction Up to 50%
› Worker Productivity  40-60%
› Learning Effectiveness Up to 40%
› Service Levels  20-30%
› Employee Turnover  20-70%
› Time to Ramp New Hires 50%
› Sources:  Giga 2003, Cedar 2002 
 Saving time [efficiency]  Easy data maintenance  Administrative
processes automated  Employee „self-service‟  Adequate
information base that leads to timely and just decision making 
Responding faster to employee inquiries to enhance efficiency and
productivity

 Saving costs  Less time spent on tasks = less money  Minimum

paperwork  Timely and accurate decision making includes less cost

 Work re-allocation  Helping the employees perform better through

effective career planning and performance management  Integrating
the human resource function with other business functions in the
enterprise, to serve personnel better
 HRIS - Benefits
› Higher Speed of retrieval and processing of data.
› Reduction in duplication of efforts leading to reduced cost.
› Ease in classifying and reclassifying data.
› Better analysis leading to more effective decision making.
› Higher accuracy of information/report generated.
› Fast response to answer queries.
› Improved quality of reports.
› Better work culture.
› Establishing of streamlined and systematic procedure.
› More transparency in the system.
› Employee – Self Management.
 HRIS - Disadvantages
› It can be expensive in terms of finance and manpower.
› It can be threatening and inconvenient.
› Thorough understanding of what constitutes quality
information for the user.
› Computer cannot substitute human beings.
 Conclusion
› We are becoming the servants in thought, as in action, of
the machines. Evidently, we actually have created them to
serve us.
 HRIS – the latest and greatest  core HRIS
functions is intranet HR self-service  online
appraisals, career management, training registrations
and publishing people related company information.
 HRIS can also integrate with desktop applications
including e-mail, word document merges and
schedules via triggered actions within the HRIS 
latest and greatest HRIS include time-clock systems,
OLAP(online analytical processing databases), real
time systems, web GUI’s and scanned data.
  Unclear goals/objectives
  Management- unrealistic
  System solves the wrong expectations problem
  Lack of overall plan for
  Improper vendor/product record mgt. selection
  Lack of flexibility and
  Low user involvement adaptability
  Planning overlooks impact on
  Misinterpret HR clerical procedures specifications
  Lack of HR/functional expertise
  Poor communication in designing between HR/IS
  Underestimate conversion effort
  Inadequate testing
  HRIS is lack of buy-in from important parties
  Another common issue is that HR and payroll
go forward and purchase software that’s not
compatible with the mainstream organisation or
is not compatible with a broader IT strategy
  Reduction in HR’s involvement in the
everyday processing of paper flow.
 Effects on Applications and Users
› These human resources systems will be built and
maintained by the central human resource specialist group,
but they will be administered locally by human resources
representatives at the local level.
› This system of the future will have several audiences that
will access it directly; senior management for the reports
and statistics it needs to run the business; an outside
constituency of those who need data, such as insurance
carriers and actuaries; and the line unit itself, comprised of
the employee, the manager, and the personnel
representative.
› An integral part of the system will be a series of
policy interpretations and knowledge-based systems
which will permit employees and management to
obtain answers to particular work problems and
situations arising from the work setting.
› Such items as conflict resolution, questions of pay for
time not worked, access to company material, use of
company equipment, assessment, training programs,
career guidance, and more will be available on-line
for those who need it, tailored to the work unit or
location of the requester.
 The underlying technologies will be highly user
oriented, with voice activation and language adaption
built into the product and database management
systems which will be much easier to implement and
change by the human resources team
 The value-added part of the work, as today, will be in
understanding of the work that has to be performed
and in improving its fit to available technology.
 Advances in both hardware and software will continue
to outpace the user’s ability to digest and deploy them.
 Advances in relational systems, knowledge-based systems,
and systems development software will permit databases to
contain and support as many different compensation,
benefit, and career development plans and programs as
there are employees
 The company of the future will rely more on technology
than it does today to reach its markets, deliver its products,
and satisfy its customers.
 And, it is clear, human resources work will rely heavily on
technology, because most of the management information
and administrative process remain to be automated.
› Fundamentals of HRM – S. P. Robbins
› Human Resource Management - Biswajeet Patnayak
› Management Information Systems: New Approaches to
Organisation and Technology – Upper Saddle River
› Integrated HR Systems – Linda Stroh
› PeopleSoft 8.8 Application Fundamentals for HRMS
PeopleBook
› Web References:
 www.sungard.com
 http://www.oracle.com/applications/human_resources/intro.ht
ml