HR INFORMATION SYSTEMS

BY WALTER O ANGOL

What Is an Information System?

A set of interrelated components that collect

(or retrieve), process, store, and distribute

information to support decision making and

control in an organization

What Is an Information System?

Data: Streams of raw facts representing events such as business transactions

Information: Clusters of facts that are meaningful and useful to human beings in the processes such as making decisions

What Is an Information System?

Information systems literacy: Broad-based understanding of information systems that includes behavioral knowledge about organizations and individuals using information systems and technical knowledge about computers.

Computer literacy: Knowledge about information technology, focusing on understanding how computer-based technologies work

Major Types of Systems

Human Resource Systems

Major functions of systems: Personnel records, benefits, compensation,

labor relations, training

Major application systems: Payroll, employee records, benefit systems,

career path systems, personnel training systems

Human Resource Systems

SYSTEM DESCRIPTION ORGANIZATIONAL LEVEL

TRAINING & DEVELOPMENT TRACK TRAINING, SKILLS, APPRAISALS OPERATIONAL

CAREER PATHING DESIGN EMPLOYEE CAREER PATHS KNOWLEDGE

COMPENSATION ANALYSIS MONITOR WAGES, SALARIES, BENEFITS MANAGEMENT

HUMAN RESOURCES PLANNING PLAN LONG-TERM LABOR FORCE NEEDS STRATEGIC

The use of HRIS Three perspectives on the use of HRIS are identified:

It may provide an objective view of an organization where information used is comprehensive and accurate, allowing the best decisions to be made

The design of an HRIS, including the categories and

classifications, which determine the information that should be collected, plays a vital role in constructing the reality of an organization.

The way people relate to information provided will depend on the ‘maps’ they hold about the organization, that is the store of existing knowledge held by each person to make sense of what happens.

Towards e-HR

Information and communication technology (ICT) has been developed to support HRP activities via human resource information systems (HRISs). There are three types of ICT application in HRM: Transaction processing/reporting/tracking applications covering

operational activities, for example payroll, record-keeping and performance monitoring

Expert systems to improve decision-making based on an analysis of decisions concerning such issues as sources of new recruits, salaries and training needs

Decision support systems to improve decision-making through the use of scenario modelling in areas where there are no clear answers, for example teams formation and management development programmes.

eRecruitment - benefits at a glance Spend less time on administration Identify the best qualified candidates faster and quickly proceed to interviews and reference checks by

automating administrative tasks such as publishing, career portal, application management and pre-screening.   Communicate with candidates more professionally Send a personalized email to an unlimited number of candidates simultaneously. The name of sender, candidate

and project is added automatically upon sending an email template. Giving candidates instant feedback may also reduce the number of enquiries.

  Reduce publishing costs Publish a vacancy advertisement to your website in one single mouse click. eRecruitment includes an editor

which lets you easily create or re-use ads. Reduce publishing cost dramatically by posting a smaller advertisement in the newspaper merely including name of the vacancy and website address.

  Reduce the number of published vacancies eRecruitment builds up a dynamic candidate database with an advanced search engine which lets the company

exploit its pool of received applications. Identify candidates by competencies and qualifications and invite them to apply your new project.

  Share information more easily All applications, résumés and notes are saved in a shared location and accessible for all projects participants.

This makes it is easy to cooperate with others on evaluating candidates.

SOFTWARE TOOLS FOR HRM- StepStone Total Talent Solutions enable efficient

management of the entire recruitment process, from candidate sourcing via StepStone's online job boards through to attracting, rating and on-boarding candidates. StepStone's modular solutions motivate, develop, manage, and retain employees and can be selected and implemented according to your needs.

Total Talent’s StepStone Suite

Attraction & Sourcing Screening & Selection Onboarding HR Management Performance Management Compensation Management Skills & Competency Management 360 Degree Feedback Career & Succession Planning Learning Management System Organisational Charting

StepStone Attraction & Sourcing

Ensure a professional and consistent first point of contact with your candidates

Reduce your use of expensive third party candidate sources Create and manage your own talent pools Build an ongoing relationship with candidates for future vacancies Automate posting of vacancies to multiple channels - agencies, job-

boards and career services Enhance personalisation by creating personalised areas for

candidates to manage their applications, interviews and contracts Communicate opportunities to your talent pool via e-mail and SMS

notification Create greater control and measurement of your recruitment agency

suppliers

StepStone Screening & Selection

Ability to screen candidates using smart technology Whether candidates submit their applications using an online application form,

through a job board or through your internal career site, the candidates are screened and automatically ranked on specific qualities and skills.

Automatic scanning for exceptional talent Not having a relevant vacancy should not mean missing good candidates. You

can set up automated queries to scan each enquiry for a specific profile, generating an automated notification when a candidate fitting your profile applies.

Screening questions The screening module allows you to predefine the criteria for automatically

rejecting unqualified applicants. For example, you might want to automatically exclude all those without a working permit.

Categorising questions Rather than exclude applications, you can rank them by points based on

answers given to specific questions. This allows you to prioritise the most suitable applications.

Integration of

StepStone Onboarding

Integration with HRM and payroll or legacy systems

Offer checklists Candidate Offer Zone Online offer acceptance Document and contract management Reference check

StepStone HR Management

Stores complete electronic employee profiles Offers flexible organisational structure management Provides standard interfaces to major systems (SAP™,

PeopleSoft™, Oracle™ etc.) Accelerates HR processes through automated workflows

& task-based reminders Facilitates effective expatriate management Delivers reporting functionality for diversity, disability,

languages, etc. Monitors application usage through logs for improved

security

StepStone Performance Management

Supports alignment of goals with the overall organisational strategy Allows different performance plan templates to provide required

flexibility Enables organisational, team and individual goals to be agreed and

monitored Provides a reusable catalogue of well-defined objectives for

improved efficiency Offers managers the option of conducting interim reviews Supports competency development at individual and group levels Improves compliance with project management processes by

providing detailed reporting on completion status Gives managers a comprehensive, graphical departmental overview

of key indicators

StepStone Compensation Management

Facilitate participation in market surveys by exporting aggregated internal compensation data

Import, manage and evaluate current market data from multiple survey providers

Easily blend and age market data from multiple sources to define competitive market rates

Implement consistent anchor point policies with flexibility for high demand markets

Analyse trends in market data and align employee remuneration accordingly

Integrate analysis of employee market alignment with performance and retention risk

Prepare strategic compensation effectively through integrated scenario planning

StepStone Skills & Competency Management

Find suitable internal candidates for vacancies Incorporate client competency models easily Enable 360 degree Feedback Administration Achieve a Best Fit Search and Gap Analysis at your

fingertips Connects with Employee Self Service to facilitate

knowledge transfer and sharing Enable individuals and the HR team to quickly identify

targeted development requirements Competency model with over 400 competencies in 18

core areas

StepStone 360 Degree Feedback

Encompasses the entire feedback process Assessments from all sources Support from 360, 270, 180 and 90 degree feedback processes Flexible feedback questionnaires Informative graphic reports Support for follow-up processes Complete anonymity and data confidentiality Implementation as an integrated module or standalone solution Superior competence analysis (of departments, management levels,

locations etc.)

StepStone Career & Succession Planning

Capture the organisation's view of individuals' careers Create individual career plans and match these to the

organisation's plans Produce detailed succession plans based on the

projected readiness Facilitate executive-level discussions about candidates

by providing all necessary information in a simple format Enable "what-if" succession scenarios based on agreed

proposals Assists Human Capital Management reporting by

providing a talent balance sheet

StepStone Learning Management System

Manage entire processes for development needs, cost and quality controlling

Enable administrators, supervisor and employees to proactively manage organisational training requirements

Allow employees to take an active role in maintaining professional certifications

Control the various functional stages in training programs and development plans using workflows and reminders

Provide an easily-accessible, online course catalogue Work with interfaces of external seminar opportunities using XML Automatically recommend specific qualification training by using

Skill Management's Gap analysis

StepStone Organisational Charting

Receive fully-integrated, Web-based organisational charting Create wall & book chart layouts for easy printing Use different views for knowledge map & scenario investigation Visualise succession/position planning alternatives Display instant graphical representations of position evaluation

results Use drill-down functionality to linked reports in charts Produce dynamic organisational charting from any database Draw attention to position vacancies across the organisation