It has been said that Human Resources Information System (HRIS) is an important tool in the integration of HR information and the organization's human resources function.
Apart from this, effective HRIS can indicate how strategic human resource management contributes positively to business outcomes. Organizations look forward to such encouraging results each time and every time.
It forms an important part of human resources management.
What is HRIS?
This is recognized as an effective method in the management of HR information.
It refers to a system that makes available the right information to the right person at the right time.
Accurate and up-to-date data is relevant to the objective of this system which is to ensure a free flow of such information throughout the organization.
It consists of:
Surveys have shown that the adoption of an HRIS is not widespread among organizations. Payroll systems are fairly common. And UBS is implemented by many organizations.
Even during this information age, many had questioned the effectiveness of the type of HRIS implemented by many organizations. Whether or not it is encouraging, the accusing finger appears to point toward HR departments.
Every organization has implemented some method of managing information. Your organization may have some form of information system.
This new way of managing information is to ensure that the system can facilitate the positioning of people as an organization's "most important asset."
Benefits of Implementing an HRIS
When you have implemented a Human Resources Information System, your employees can have direct access to important information.
They can use this information to make better decision, when to act and how. They can optimize usage of their time in the performance of their respective job.
Successful Human Resources Information System Implementation
Effective implementation is indicated by the following:
Human Resources Information System: Choice and Design
First, your organization may have to choose between decentralization and centralization of HR activities and data input and reporting.
Choose a flexible HRIS. Ensure that it is capable in handling new and unforeseen circumstances. Of course, it is impossible to foresee every possibility one hundred percent.
Implementing an intranet system facilitates on-line communication of information on important HR matters. The information includes human resource policies on various HR-related matters such as recruitment, employee engagement and motivation, training and people development, performance, exit interviews and termination.
This results in better management of HR activities that do not add value. Leave application and updating of employees' address are examples.
You can also use an HR intranet as a method of educating your people on your HR policies.
Confidentiality of Information
It is accepted that Human Resources Information System deals with confidential and often sensitive information.
Assure your employees of confidentiality of data in the system. Implement a clear set of policies.
This will avoid problems that are legal in nature and that can cause employee-employer problems.
If confidentiality is not safeguarded, the credibility of the system is lost and will be very hard to restore.
Improve confidence in the system by taking certain steps such as:
Caution in the Use of Technology
See to it that that clear Human Resources Information System guidelines are established and implemented.
This includes policy on whether or not employees are allowed to have access to the internet. And if they are permitted to do so, state whether the purpose is official, personal or both.
The internet provides important information. Giving access to employees in the course of performing their work is reasonable and recommended.
There are organizations that disallow access to lower rank employees. Some do not allow any access to any employee.
It is essential that access to internet is controlled - not denied - for a number of reasons. But you need to choose the wording of the policy very carefully. This is a sensitive matter to some employees.
However, it is good to know employees' behavior with regard to technology use.
Some HR experts do not favor rigid control in the use of technology by employees such as the internet, emails and telephones.
Their opinion is that building trust and implementing codes of ethics in the responsible use of organization's resources are better options.
For example, allowing employees limited use of the telephone for important family matters is reasonable.
"Reasonable use" is one measure you can use to control usage. It can result in a win-win situation. You may allow up to three minutes at a time for employees to make important calls that are related to very important and / or urgent family matters.
Justification for Implementing Human Resources Information System
The most apparent reason for implementing a Human Resources Information System is the savings made in HR management activities.
Start with your personnel records.
When you are ready, proceed to include HR policies online, compensation and benefits system, HRD System (that is, Human Resource Development), performance management, and so on depending on your needs and budget.
Another matter you may want to consider is an HR dashboard. HR metrics is connected to this dashboard.
Main Purpose of Human Resources Information System
Use HRIS to advance the interests of both employees and the organization.
Its main and ultimate purpose is to help HR Managers and line managers in making decisions that "add value".
It is fairly clear that your organization can benefit from implementing HRIS.
The system is effective and beneficial if employees can have access to accurate, timely and relevant information that are linked to the accomplishment of your organization's mission and strategic objectives.
Choosing the right technology and managing it based on clearly defined policies can contribute towards cost-reduction and the formulation of strategic plans.
A well-designed Human Resources Information System must satisfy the needs of your employees and organization.
This can improve your strategic human resource management initiatives.
It is one form of effective communication within your organization. It complements your Human Resource Manual and Employee Handbook.