Chapter 2

Database Concepts and Applications

in HRIS
 Data, Information and Knowledge
Data are the “Facts” of transactions
Information Is the Interpretation of data, has some goal and context
Knowledge Is Information that has been given meaning

✔ Data is fragmented pieces of symbols and characters strung together, information is refined
data whereas the knowledge is useful information. Additionally, data can lack context when
looked at singularly, whereas information gives context to data and knowledge brings depth in
understanding to such information.
✔ It is noteworthy that data is incomprehensible independently, but the outcome of information
is comprehension while the outcome of knowledge is understanding. Data is meaningless
without being compiled into a sensible structure, while information improves representation
and knowledge amplifies consciousness.
✔ Data and Information alone are not sufficient to make any predictions while in knowledge
prediction is possible if one possesses the required experience.

Data Information Knowledge

 Database and Database Management Systems (DBMS)
Set of Software Applications Combined With a Database
Enables Effective Management of Data Electronically
Identifying the Data Necessary To Make HR Decisions
Defining the Characteristics of That Data (e.g., Number Data vs. Character Data),
Organizing those Data
Restricting Access To The Data

A database is an organized collection of structured information, or data, typically stored

electronically in a computer system.
A database is usually controlled by a database management system (DBMS). ... The data can
then be easily accessed, managed, modified, updated, controlled, and organized.

Database management refers to the actions a business takes to manipulate and control
data to meet necessary conditions throughout the entire data lifecycle.
Database is an organized collection of data stored and accessed electronically.

DBMS is a set of organized data- which is Permanent and Self-descriptive store of Interrelated data
 Database Management Systems (DBMS): Its Functions
A database management system (DBMS) is the software that interacts with end users,
applications, and the database itself to capture and analyze the data.
The DBMS software additionally encompasses the core facilities provided to administer the
database.
The sum total of the database, the DBMS and the associated applications can be referred to as a
database system.
The DBMS manages incoming data, organizes it, and provides ways for the data to be modified or
extracted by users or other programs. Some DBMS examples include MySQL, Microsoft Access,
SQL Server, FileMaker, Oracle, RDBMS, dBASE, Clipper, and FoxPro.

Basic functions:
Create a database and store it
Insert, read, update and delete data
Data Transformation and Presentation
Maintaining data integrity and security
Prevent data lost/ Security Management
Backup and Recovery Management,

DBMS designed to have high performance, allowing quick retrieve by many users
DATABASE, DBMS, AND BUSINESS APPLICATIONS
(Figure 2.1)
 Application of DBMS
There are different fields where a database management system is utilized. Following are a few applications
which utilize the information base administration framework –

1.Railway Reservation System –In the rail route reservation framework, the information base is needed to store
the record or information of ticket appointments, status about train’s appearance, and flight. Additionally, if
trains get late, individuals become acquainted with it through the information base update.

2.Library Management System –

There are lots of books in the library so; it is difficult to store the record of the relative multitude of books in a
register or duplicate. Along these lines, the data set administration framework (DBMS) is utilized to keep up all
the data identified with the name of the book, issue date, accessibility of the book, and its writer.

3.Banking –
Database the executive’s framework is utilized to store the exchange data of the client in the information base.

4.Education Sector –
Presently, assessments are led online by numerous schools and colleges. They deal with all assessment
information through the data set administration framework (DBMS). In spite of that understudy’s enlistments
subtleties, grades, courses, expense, participation, results, and so forth all the data is put away in the information
base.
 Application of DBMS: Contd. …
6. Social Media Sites –
We all utilization of online media sites to associate with companions and to impart our perspectives to the world.
Every day, many people group pursue these online media accounts like Pinterest, Facebook, Twitter, and Google in
addition to. By the utilization of the data set administration framework, all the data of clients are put away in the
information base and, we become ready to interface with others.

7. Broadcast communications –
Without DBMS any media transmission organization can’t think. The Database the executive’s framework is
fundamental for these organizations to store the call subtleties and month to month postpaid bills in the information
base.

8. Account –
The information base administration framework is utilized for putting away data about deals, holding and
acquisition of monetary instruments, for example, stocks and bonds in a data set.

9. Online Shopping –
These days, web-based shopping has become a major pattern. Nobody needs to visit the shop and burn through their
time. Everybody needs to shop through web based shopping sites, (for example, Amazon, Flipkart, Snapdeal) from
home. So all the items are sold and added uniquely with the assistance of the information base administration
framework (DBMS). Receipt charges, installments, buy data these are finished with the assistance of DBMS.
 Application of DBMS Contd. …
10. Human Resource Management – Big firms or organizations have numerous specialists or representatives
working under them. They store data about worker’s compensation, assessment, and work with the assistance of
an information base administration framework (DBMS).
11. Manufacturing – Manufacturing organizations make various kinds of items and deal them consistently. To
keep the data about their items like bills, acquisition of the item, amount, inventory network the executives,
information base administration framework (DBMS) is utilized.

12. Airline Reservation System – This framework is equivalent to the railroad reservation framework. This
framework additionally utilizes an information base administration framework to store the records of flight
takeoff, appearance, and defer status.
13. Healthcare: DBMS is used in healthcare to manage patient data, medical records, and billing information.
14. Data retrieval: DBMS provides a way to retrieve data quickly and easily using search queries.

15. Data manipulation: DBMS provides tools to manipulate data, such as sorting, filtering, and aggregating data.
16. Security: DBMS provides security features to ensure that only authorized users have access to the data.
17. Data backup and recovery: DBMS provides tools to back up data and recover it in case of system failures or
data loss.

18. Multi-user access: DBMS allows multiple users to access and modify data simultaneously.
19Reporting and analysis: DBMS provides tools to generate reports and analyze data to gain insights and make
informed decisions.
 Early File Structures: File-oriented Data Structure
A file-oriented approach to storage creates files in sets as needed when a business
sells products or services. Each file operates independently from other files in
storage. This means files don't share information with other files stored in the system.

File-oriented Data Structures

Record structure matches manual forms and procedures.
Separate files are created, stored and maintained for each particular problem or
application

Problems with File-Oriented Data Structures

Data redundancy
Data inconsistency
Poor data control
Inadequate data manipulation
Excessive programming effort
Early DBMS Model: 4 Types of DBMS
 Early DBMS Model: 4 types of database management systems

i) Hierarchical Database Model

A database model in which the data is organized in
a top-down or inverted tree-like structure. Dept
The hierarchical database model mandates that 1
each child record has only one parent, whereas
each parent record can have one or more child Projec Projec
records.
t t
It has the following characteristics:
1 2
✔ It contains nodes which are connected by
Employe
branches. Employee
✔ Topmost node is called root node. e
1
✔ If there are multiple nodes appear at top level, 2
then these can be called as root segments.
✔ Each node has exactly one parent.
✔ One parent may have many child.
 Network Model-

ii.) Network Database Model

Dept Dept
An extension of the hierarchical model or tree model. 1 2
Instead of having only levels of one-to-many
relationships, the network model is an
owner-member relationship in which a member may
have many owners. Project Project Project
1 2 3
Network Model in DBMS is a hierarchical model
that is used to represent the many-to-many
relationship among the database constraints. The
network model in DBMS is a hierarchal structure but employee 1 employee 2
is different from the hierarchal database model as
there can be numerous parents of a member.
 iii. Relational Database Model
Relational Model - the overall purpose of the
relational model is to describe data using a
standard tabular format.
A Relational database is a kind of management
system in which tables are used to store data.
It is the most preferred way for software
developers to store complex data. Once the data is
stored inside the table, it can be retrieved
anytime.
All data elements are placed in two-dimensional
tables, called relations.
Retrieval of data from different tables is based on
logical relationships built into the database.

Main difference between traditional file sharing and relational database if “file sharing”
 Relational Database Model: Contd. ..

Following are properties of relational

data model :
▪ Data is represented in form of table
only.
▪ It deals only with data not with
physical structure.
▪ It provides information regarding
metadata (which provide
information about other data).
▪ At the intersection of row and
column there will be only one value
for tuple (single row).
▪ It provides a way to handle queries
with ease.
 Relational DBMS: Data Sharing
Relational databases organize data using tables. Tables are structures that impose a
schema on the records that they hold. Each column within a table has a name and a
data type. Each row represents an individual record or data item within the table, which
contains values for each of the columns.

In case of Relational Model there are three types/ways of data sharing

Between functional units
Between management levels
Across geographically dispersed locations

i) Data Sharing Between Different Functions

The data sharing suggests that people in different functional areas use common pool of
data, each of their own applications. Without data sharing, the marketing group won’t have
their data files, the purchasing group theirs, the accounting group theirs and so on.
Increased use of Integrated Business Applications (E.G., Enterprise Resource Planning)
 Relational DBMS: Data Sharing (Contd. …)

ii) Data Sharing Between Different Levels

✔ Three Levels: Operational Employees, Managers, Executives
✔ Three Types Of Software Systems: Transaction Processing (TPS),
Management Reporting (MRS), and Decision Support Systems (DSS)

iii) Data Sharing Between Different Locations

✔ Manage Time/Day of Transaction
▪ According to the time zone in which the data originated
✔ Determine where to Store Components-
▪ Break DBMS into “tiers”- The database tier is the base of a web database
application. ... In many web database applications, these services are
provided by a RDBMS system, and the data stored in a relational database .
Managing relational data in the third tier requires complex RDBMS
software.
Relational Database Structure
(Figure 2.3)
Relational DBMS: Advantages and Disadvantages

Advantages: Disadvantages:
Speedy because of its ease and Quite expensive
simplicity Performance depends on
Security-protected with number of tables
username and password requires tremendous
Simplicity- free from query
amount of physical
processing and complex
structuring. memory
Accessibility- does not require More data make it
any specific path for accessing complex
the data Risk of data loss due to
Accuracy- data stored can be multiple sharing
guaranteed to be accurate.
Multi-user - at the same time
 Object Oriented Database Management Systems
An object-oriented database (OOD) is a database system that can work with complex data objects — that
is, objects that mirror those used in object-oriented programming languages. In object-oriented programming
(OOP), everything is an object.
An object-oriented database is organized around objects rather than actions, and data rather than logic.
For example, a multimedia record in a relational database can be a definable data object, as opposed to an
alphanumeric value.

Advantages:
With all of their complex associations to other objects, and because complex data objects persist in an OOD,
the most significant advantage of the OOD over RDBMS is the ability to query across these complex
relationships very quickly.
There are no slow “joins” as in an RDBMS. Instead, you have fast queries with complex data.
Since the database structure is so close to the programming objects, the code is simpler and lighter.

Disadvantages:
An OOD may be a great choice if you're using an object-oriented programming language and need to manage
complex data with complex object-to-object associations. Designing and optimizing a database system for
these kinds of complexities, however, also has its trade-offs.
Additionally, while users of RDBMS can enjoy a standard query language (SQL), users of object-oriented
database systems may not have widely adopted standards at their disposal.
 Comparisons of Database Models
The main difference between hierarchical network and relational database model is that hierarchical model organizes
data in a tree-like structure while network model arranges data in a graph structure and relational database model organizes
data in tables; whereas object-oriented database stores and manages objects directly on the database server's disk.

Hierarchical Model
Primary Advantage: Processing Efficiency
In this model, to store data hierarchy method is used. It is oldest method.
To organize records, it uses tree structure. More chances of complexity.
Records are linked with help of pointers.
Network Model
In this model, you could create a network that shows how data is related to each other.
To organize records, it uses graphs. Records are linked with the help of linked list.
There is partial data independence in this model.
More flexible than Hierarchical Models In Terms Of Organizing Data
Relational Database Model
It is the most flexible and efficient database model. It is most used database in today.
To organize records, it uses table. No chance of complexity.
Easier To Control, More Flexible, And More Intuitive; By Far The Most Widely Used
Records are linked with help of rows and columns.
Object-oriented database model
Contrast this with the OOD, which typically stores and manages objects directly on the database server's disk. There are no
tables, no rows, no columns, no foreign keys. There are only objects.
Associations between objects in an OOD can also be established and persist, which can lead to powerful and fast querying of
 Key Relational Database Terminology
Entities are things such as employees, jobs, promotion transactions, positions in a
company, and so on.
A attribute is a characteristic of an entity.
Tables are used to store information about entities. One table is created for each
entity. Attributes are stored as the columns (also called fields) in the table. Each table
in a database contains rows.
A row in a table is referred to as a record and represents an ‘instance’ of the entity.
Relationships are created by having same attribute in each table with the value of
the attribute being the same in each table.
A primary key uniquely identifies the record.
A foreign key is a primary key from one table stored as an attribute of another table.

A primary key is used to ensure data in the specific column is unique. A foreign key is a
column or group of columns in a relational database table that provides a link between
data in two tables.
 Key Relational Database Terminology: (Contd. …)

Query - a question you ask about the data stored in a database.

A select query allows you to ask a question based on one or more
tables in a database.
An action query performs an action on the table on which it is based.
A cross-tab query performs calculations on the values in a field and
displays the results in a datasheet.

A form is an object in a database that you can use to maintain, view, and
print records in a database in a more structured manner.

A report is a formatted presentations of data from a table, multiple tables

or queries that is created as a printout or to be viewed on screen.
MS Access: Designing an MS Access Database
Microsoft Access is a database management system from Microsoft that
combines the relational Access Database Engine with a graphical user
interface and software-development tools.
Integrates Both Database Application And DBMS Into One Relational DBMS
Handles Substantially More Data Than Spreadsheet Software Programs
Following are the ways of designing MS access database:
Determine User Needs Create Relationships
Identify Data Fields Create Forms
Group Related Fields Into Tables Create Queries
Determine Each Table’s Primary Key Create Reports
Normalize The Data Enter Test Data
Determine Relationships Test The System
Enter Or Populate The Database
 Advantages/ Features of MS-Access in DBMS

Microsoft Access enables business and It handles all types of data, including
enterprise users to manage data and numbers and text, and is used for
analyze vast amounts of information collecting and sorting data.
All data is stored in one place, at one
efficiently.
time.
MS Access is used to store large amounts It locks data only at the record level,
of data in an organized and efficient so that multiple users can work on the
manner. It allows you to create tables, same database file.
It lets users build functional data
forms, queries, and reports to manage
templates and data entry forms.
your data. It emphasizes accuracy and
The program provides a blend of efficiency.
It’s great for large-scale projects and
database functionality and programming
long-term solutions.
capabilities for creating easy-to-navigate
forms.
 Uses of MS-Access in DBMS
Data Storage- MS Access is used to store large amounts of data in an organized and efficient manner.
It allows you to create tables, forms, queries, and reports to manage your data.
Inventory Management- MS Access is commonly used for inventory management, where it can be
used to track items, their location, and other important details. It can also be used to create purchase
orders and track sales.
Customer Relationship Management (CRM)- MS Access can be used for customer relationship
management (CRM), where it can be used to store customer information, track interactions, and
generate reports.
Project Management- MS Access can be used for project management, where it can be used to track
tasks, milestones, and resources. It can also be used to generate reports on project progress.
Personnel Management- MS Access can be used for personnel management, where it can be used to
store employee information, track performance, and generate reports.
Event Planning- MS Access can be used for event planning, where it can be used to manage guest
lists, track RSVPs, and generate reports on event attendance.

Small Business Management- MS Access is a popular choice for small business management, where
it can be used to manage finances, track inventory, and generate reports.
HR Applications Using Database
HR Software Using MS Access-
E.g. Hrsourcetm from Auxillium West, HR Vantage from
Spectrum HR Systems Corporation
Focus is on Small Companies;
Goal is Breadth Of Functionality;
Ability to create ad-hoc queries and reports;

Other HR Databases-
Built upon Large Scale Databases such as Oracle, DB2, & SQL
Server;
Can be leased or purchased;
Ex. Peoplesoft Enterprise HCM, mySAP ERP HCM, Lawson
HCM, Epicor HCM, Ultipro, SuccessFactors (SAP), Workday
Thank you
Chapter 03
Systems Considerations in the Design of an HRIS:
Planning for Implementation
HRIS Customers/ Users
Employees include managers and data analyzers, potential
decision-makers, clerks, system providers and to certain level those
who rely on the system for self-help. ... The verification of the data
helps the managers in decision making.

Employees Non-employees
Managers Job Seekers
Analysts (Power Users) Sourcing Partner
Technicians (HRIS Experts) Organizations
Clerical Employees
Organizational Employees
HRIS Customers/ Users
 Categories of Data

Information about People.

Information about the organization.

Data that are created as a result of the interaction of the first two categories.
 HRIS Architecture
There are four types of HRIS architecture namely-
one-tier, Two-tier Architecture, Three-tier
Architecture, N-tier Architecture.

One-tier /Single Tier Architecture (Mainframe):

All software functionality accessed via the
mainframe
A single-tier architecture is an architecture in which
the entire application resides on the user's
machine. Before networking became so easy and
cheap, this was frequently the design of choice. ...
The obvious drawback to single-tier architecture
is that the data lives on a local machine, and no one
else can access it.
 Two-Tier (Client-Server) Architecture
▪ A two-tier architecture is a software
architecture in which a presentation layer or
interface runs on a client, and a data layer or
data structure gets stored on a server.
▪ Separating these two components into different
locations represents a two-tier architecture, as
opposed to a single-tier architecture.

▪ Spread of low Powered Processing Power

Through PCs & High Powered Processing
through Mainframe;
▪ Separation of Application Technology From
Database Technology;
(Figure 3.1)
 Three-Tier Architecture (Middleware)
▪ Three-tier architecture is a well-established software application architecture that
organizes applications into three logical and physical computing tiers: the presentation
tier, or user interface; the application tier, where data is processed; and the data tier,
where the data associated with the application is stored and managed.
▪ Middleware is a Software which manages Data & Transactions prior to being saved to database
▪ The chief benefit of three-tier architecture is that because each tier runs on its own
infrastructure, each tier can be developed simultaneously by a separate development
team, and can be updated or scaled as needed without impacting the other tiers.

(Figure 3.2)
 N-Tier Architecture

• An N-tier architecture divides an

application into logical layers and physical
tiers.
• Layers are a way to separate
responsibilities and manage dependencies.
• Each layer has a specific responsibility. A
higher layer can use services in a lower
layer, but not the other way around
• Expandable to Multiple Web &
Application Servers, that can be
geographically dispersed, for Load
Balancing & Worldwide Access
• Additional Print Servers & Process (Figure 3.3)
Schedulers
 External

Cloud Computing Web

Services

Cloud computing is the delivery of different services through the Internet. These
resources include tools and applications like data storage, servers, databases,
networking, and software. ... As long as an electronic device has access to the web, it
has access to the data and the software programs to run it.

One such example is Google cloud – It is a suite of public cloud services offered by
Google. All the application development run on Google hardware.

Cloud computing can be sold on demand, by the minute or the hour, and is elastic—
meaning that an enterprise can consume as much or as little of a service as it wants at
any given time.
“Server Cloud” Operated Off-site – Applications are delivered or accessed over the
WEB, anyplace, any time, with multiple choices of devices, especially iphone and ipad.
 External

Cloud Computing Web

Services

There exist three general service categories commonly recognized in cloud computing.
Infrastructure as a Service (IaaS)- It is a type of cloud computing service that
offers essential compute, storage and networking resources on demand, on a
pay-as-you-go basis.

Platform as a Service (PaaS)- It is a cloud computing model where a

third-party provider delivers hardware and software tools to users over the
internet.

Software as a Service (SaaS)- It is a way of delivering applications over the

Internet—as a service. Instead of installing and maintaining software, you simply
access it via the Internet, freeing yourself from complex software and hardware
management.
Reduces Software and Equipment Capital Outlays
Evaluation Process Must Include A Thorough Security Analysis
Planning System and Implementation
The different parties who has specific roles:

Project Manager

Steering Committee/ Project Charter

Implementation Team

Project Scope

Management Sponsorship
Planning System Implementation: Key Activities

The key activities of the system planning and implementation

are as listed below:
Management Sponsorship
Process Mapping
Software Implementation
Customization
Change Management
Go Live!
Project Evaluation
Potential Pitfalls
 Project Manager Options
Hire A Consultant To Be The Project Manager.
Hire A Full-time Project Manager Who Has Presumably Been
Certified By The Project Management Institute.
Select Someone Who Is Involved In The Project And Temporarily
Move Him Or Her Into A Project Management Role.

Homework: Study the Pros And Cons Of Each Option!

 Potential Pitfalls of system Planning and Implementation

The common pitfalls of system planning and implementation are as-

Poor Planning
Incomplete Steering Committee Or Steering Committee Without Top
Management Support
Implementation Team Problems Or Incomplete Implementation
Team
Failure To Assess The Politics Of The Organization Adequately
Insufficient Process Mapping
Poor Implementation Of Or Insufficient Change Management
Thank You
 Report Parts:
Front Matter- cover, fly page, title page, acknowledgement, Declaration, Approval, Letter of
Transmittal, Abstract/ Executive Summary, List of Abbreviations, Table of Content, List of
Figures, List of Tables

Body-
Chap-01 Introduction (Preface, Scope/ Area, Rationality, Objectives and RQ,
Limitations of the study)
Ch 02 Theoretical Concepts and Literature Review, 2.1, 2.2, 2.3 ……………..
Ch 03 Methodology ( Types of data used, Sources of data, ways of data collection,
Population, and Sample, Sample size determination, Sampling techniques, Techniques
used too analyze the data)
Ch 04 About the Organization
Ch 05 Practical Experiences/ Data Analysis/ HRIS Practices in BD Organizations
Ch 06 Finding and Analysis
Ch 07 Conclusion and Recommendations

End Matters (Reference, Bibliography, Appendix)

 Report Title

HRIS Practices in …… Sector/ Organization In Bangladesh

HRIS Practices in Bangladesh: A Study on Banking/ RMG….. Sectors
HRIS Practices in Bangladesh: A Study on BRAC Bank Limited …….