SYSTEM CONSIDERATIONS IN

THE DESIGN OF AN HRIS

CHAPTER CONTENT

1.HRIS Customers/Users: Data Importance

2.HRIS Architecture
3.HRIS Security
4.Best of Breed
5.Planning for System Implementation
1.
HRIS CUSTOMERS/USERS: DATA
IMPORTANCE
HRIS CUSTOMERS/USERS
IMPORTANT DATA
2.
HRIS ARCHITECTURE
HRIS ARCHITECTURE
The HRIS Dinosaur (One-tier
architecture)
Client-server (Two-tier Architecture)
Three-tier Architecture
N-Tire Architecture
Cloud Computing
THE HRIS “DINOSAUR” (ONE-
TIER ARCHITECTURE)

- In the 1970s

- Use of mainframe
computers built by
International Business
Machines (IBM)
THE HRIS “DINOSAUR”(ONE-
TIER ARCHITECTURE)

-These larges systems hosted payroll

applications for most enterprises

-Users of the system mainly consisted of IT

personnel and HRMS administrators.
They executed large batch processes
while directly logged onto the mainframe
computer.
THE HRIS “DINOSAUR”(ONE-TIER
ARCHITECTURE)

- Single-tier
computing
system- everything
(user interface,
application
processing, and
data storage)
resided on the
mainframe
CLIENT-SERVER (TWO-TIRE
ARCHITECTURE)

During the 1980s, it was discovered that many

typical HR functions (e.g., employee benefits,
recruiting, training) did not require such high-
powered and extensive processing available on
the mainframe.

With the advent of the personal computer (PC),

many of these functions could be re-allocated to
the local processing power of the PC.
CLIENT-SERVER (TWO-TIRE
ARCHITECTURE)

-By the end of the decade, HRIS software vendors

began using the power of PCs and created Client-
server architecture.

-The purpose of the two-tire architecture was to

spread out low-powered processing capability to
the PCs. High performance applications would
still run in a batch process on the mainframe
computer or outsourced to vendors.
CLIENT-SERVER (TWO-TIRE
ARCHITECTURE)

Application server,
database and tools
THREE-TIRE ARCHITECTURE
- With a three-tire architecture, the “back-end”
servers are divided into two components- the
database server and the application server.

- The client still managed user interface, but

more demanding processing occurred in the
middle-the application server tier.

- This functionality allowed several users to

access the central database simultaneously.
THREE-TIRE ARCHITECTURE
SHORTCOMINGS OF TWO AND
THREE TIRE ARCHITECTURE
• The necessity of using significant bandwidth

• The user interface client needs to be installed

(along with database drivers) on every PC needing
to access HRIS

• Employees need to be trained on this application

• HRIS access tended to be limited to employees

within the local area network of the organization
N-TIRE ARCHITECTURE
-To overcome some of the shortcomings of two
and three tier architectures and to support broader
employee access to employee self-service
applications, organizations utilized web browsers.

-An internet web browser comes installed in all

major operating systems. Very little employee
training is required to use a browser-based
application. A browser works well in low-bandwidth
network environment.
N-TIRE ARCHITECTURE
In an N-Tier architecture,

-A standard web server manages communication

between the browser and the application server
using the Hypertext Markup Language (HTML)

-The application server manages multiple user

sessions logged onto the system

-The application server also issues transactions to

the centralized database server
N-TIRE ARCHITECTURE

Web Server

Internet

Application
Server
Instead of just limiting to a four-tier level, this architecture
has been labeled N-tier for the following reasons:

-It is expandable to multiple Web servers and application

servers to handle load balancing

-Web servers can be geographically dispersed to provide

worldwide access

-Additional file servers can be added to save documents,

reports, error logs, and so on, that are generated on a daily
basis
-Multiple print servers or specialized printers can be added as needed

-Additional “process schedulers” can be added to handle large batch jobs

such as payroll cycles. These servers offload “heavy” processing from the
main application server so that user interface is not affected

-The architecture diagram becomes even more complicated when other

ERP components are added to interact with other business operations
within the company. So additional servers and databases enter the picture
CLOUD COMPUTING

In the latter half of the 2000 decade, a new

architectural model has become prevalent, called
cloud computing.

It is a computing architecture that uses the internet

and central remote servers to maintain data and
applications.
CLOUD COMPUTING
-A server “cloud”, or group of computers are operated off site and accessed through the internet.
Cloud computing can be sold on demand. An enterprise leases a present amount of computing
power over an annual period.

-In this way, a company can utilize the processing and storage powers of those clouds without
actually having to own and invest in them. The investment becomes the responsibility of the
vendor offering the cloud computing service.

-The underlying goal of cloud computing is to reduce software and equipment capital outlays,
and this aim is achieved because the company does not need to keep purchasing new software
and hardware to keep pace with technology changes.
3.
HRIS SECURITY
SECURITY

Security in the HRIS context means

protecting the hardware, software, and
data in the HRIS from unauthorized
access, use, disclosure, disruption,
modification, or destruction.
SECURITY CHALLENGES

• Exposure of sensitive payroll and benefits data

among employees

• Loss of sensitive personnel data outside the

enterprise (such as the Bank Account Number)

• Unauthorized updates of key data such as salary

amounts, stock options (both quantity and dates),
and so on
SECURITY CHALLENGES

• Sharing of personnel or applicant review-

comments to unauthorized employees

• Sharing data with external organizations and

service providers, such as those described in the
recruitment, payroll, and benefits sections
ENSURING HRIS SECURITY

In case of External Users, a virtual

private network (VPN) Can be implemented so that
users outside of the company can log into the
computing resources as if they were within the
firewall (specialized software that monitors data at
the organizational boundary and blocks
unauthorized data from entering or leaving the
organization)
ENSURING HRIS SECURITY

Alternatively, many HRIS applications

provide specially built “portals” which
enable internet browsers access to specific
components of the system.
ENSURING HRIS SECURITY

Access to data by employees is

typically administered via users and user roles.

A user of the system is assigned a security role

(such as recruiter, benefits administrator, manager,
payroll administrator, or just base employee). Then
each role can be assigned to certain part of the
system.
ENSURING HRIS SECURITY
ENSURING HRIS SECURITY
4.
BEST OF BREED
Best of Breed

An architecture that combines the

best products of its type from
multiple vendors is called “best of
breed” (BOB)
Best of Breed

For example, an HR department might select

Resumix software for resume tracking,
Oracle’s Peoplesoft for most HR applications
and data management, Chronos software for
time and labor tracking, ADP software for
payroll purpose etc.
Best of Breed
Best of Breed
Advantages:

1.BOB options can create a much more

powerful solution than a stand-alone
HRIS
2.BOB creates system flexibility, as each
application can be managed and
upgraded independently
Best of Breed
Disadvantages:

1.BOB solutions introduce additional

complexity into the software architecture
2.This complexity can add IT expense in
the form of new software licensing and
programming charges
5.
PLANNING FOR SYSTEM
IMPLEMENTATION
POINTS TO REMEMBER

1. This is a process that will take a team of

individuals anywhere from six weeks to three
years to complete
2. A variety of ways to manage this process may
be attempted, so long as the key issues are
examined and organizational goals for the
implementation is achieved
3. There is no single definitive approach to be
used in all situations
PLANNING

The first key step is planning. This is an

absolutely critical step in any business
process and especially in the design of
any large-scale software implementation
involving multiple-process interfaces.
The topics that need to be discussed during the
various steps of the planning process include:

• Project Manager • Process Mapping

• Steering Committee/ • Software Implementation
Project Charter • Customization
• Implementation Team • Change Management
• Project Scope • “Go Live”
• Management • Evaluation of Project
Sponsorship • Potential pitfalls
Project Manager

The project manager is the

person responsible for managing
all activities of the system
implementation.
Project Manager

The choice of project management deserves

some serious thought. This decision is
largely about the trade-off between cost
and existing organizational knowledge.
Project Manager
Steering Committee
Project Charter
Project Charter

A project charter is an all encompassing document that

Makes the case for implementation

Shows the project’s connection to organizational goals
and strategies
Provides identification of project scope
Identifies implementation team members
Provides a training plan
Cntd.

Explains the agreed-on decision-making process

Discuss customization request review and implementation
process
Covers the project management methods used
Defines reporting
Identifies deliverables
Defines political reporting relationships
Project Charter: Implications
Implementation Team
Implementation Team
Project Scope
Project Scope
Management Sponsorship
Process Mapping
Process Mapping
The first step is to generate one list of all the
processes performed by each area of the HR
function and a second list of processes that are
touched by more than one area of the HR Function.

The second step is to start generating a model of

each process within the entire HR function. A
successful model will incorporate both flowchart
picture and a data flow diagram.

The completed process ,are ideally compiled into a

large chart that provides an overall view of the
organization’s processes.
Software Implementation
Software Implementation
Customization

One of the most difficult decisions that may steering

committees face is the desire to customize- especially
since modern HR software comes with ample
opportunity and excellent tools for customization.
Customization
Change Management

• Change management focuses on the most

difficult part of the implementation process- the
interaction between user and software.
• The major obstacle is to get user acceptance of
the new HRIS.
• The introduction of this new system will typically
encounter strong resistance from the
employees.
Change Management
Thus, it is important that the implementation team
develop a change management plan consisting of
communication, education and training
to prevent difficulties and solve problems.

Failure to develop a change management plan

may lead to moral issues, fear, and potential
turnover among the workforce.
“Go Live”
Project Evaluation

Any organization that plans to maintain

a large information system should
begin to collect regular data about
what worked, what did not work, and
where potential areas for improvement
exist.
Potential Pitfalls
Cntd.
Thanks!