HR Information Systems

Presented By: Sourabh Malhotra

Definition: Human Resources Information System, is a Human Resources Information System, is a

system that lets you keep track of all your employees and system that lets you keep track of all your employees and information about them. It is usually done in a database or in a information about them. It is usually done in a database or in a series of inter-related databases. series of inter-related databases.

It tracks the employee’s information like employee It tracks the employee’s information like employee

name and contact information , job title, department, grade , name and contact information , job title, department, grade , salary, salary history, position history, supervisor, training, salary, salary history, position history, supervisor, training, special qualifications, ethnicity, date of birth, disabilities, special qualifications, ethnicity, date of birth, disabilities, veterans status, visa status, benefits selected, and more.veterans status, visa status, benefits selected, and more.

HR Information Systems helps in employee-related record HR Information Systems helps in employee-related record keeping and reporting, and management decision making.keeping and reporting, and management decision making.

Human resources system, put in simple words is nothing more Human resources system, put in simple words is nothing more than an intersection of human resources and new technology.than an intersection of human resources and new technology.

Traditionally, HR managers maintained employee information Traditionally, HR managers maintained employee information manually in excel sheets. There is always a chance of data manually in excel sheets. There is always a chance of data mistakes while updating the sheets.mistakes while updating the sheets.

Mistakes can be minimized using the Hr Information System.Mistakes can be minimized using the Hr Information System.

HR Information System (HRIS) refers to databases that can be HR Information System (HRIS) refers to databases that can be used for better human resource management (HRM); which used for better human resource management (HRM); which broadly includes HR Development (HRD) and related aspects.broadly includes HR Development (HRD) and related aspects.

HR matters refer to aspects such as selection, recruitment, HR matters refer to aspects such as selection, recruitment, training, orientation, posting, transfer, promotion, training, orientation, posting, transfer, promotion, performance appraisal, rewards, punishments etc.performance appraisal, rewards, punishments etc.

Information refers to that processed data that can be used by Information refers to that processed data that can be used by managers to support their decisions and managers to support their decisions and actions.actions.

The basic advantage of a Human Resource Information System The basic advantage of a Human Resource Information System (HRIS) is to not only computerize employee records and (HRIS) is to not only computerize employee records and databases but to maintain an databases but to maintain an up to date accountup to date account of the decisions of the decisions that have been made or that need to be made as part of a human that have been made or that need to be made as part of a human resource management plan.resource management plan.

It also gathers information such as employee attendance, It also gathers information such as employee attendance, calculating various deductions and taxes on salaries, generating calculating various deductions and taxes on salaries, generating automatic periodic paychecks and handling employee tax reports.automatic periodic paychecks and handling employee tax reports.

With updated information this system makes the job of the With updated information this system makes the job of the human resource department very easy and simple as everything is human resource department very easy and simple as everything is available on a 24x7 basis, and all the information is just a click available on a 24x7 basis, and all the information is just a click away.away.

Employee benefits Employee benefits are very crucial because they help to motivate are very crucial because they help to motivate an employee to work harder. By using a Human Resource an employee to work harder. By using a Human Resource Information System (HRIS) in employee benefits, the human Information System (HRIS) in employee benefits, the human resource department is able to keep better track of which benefits resource department is able to keep better track of which benefits are being availed by which employee and how each employee is are being availed by which employee and how each employee is profiting from the benefits provided.profiting from the benefits provided.

A Human Resource Information System (HRIS) also has A Human Resource Information System (HRIS) also has advantages in HR management because itadvantages in HR management because it curtails time and cost curtails time and cost consuming activitiesconsuming activities leading to a more efficient HR department. leading to a more efficient HR department.

An effective HRIS provides information on just about anything the An effective HRIS provides information on just about anything the company needs to track and analyze about employees, former company needs to track and analyze about employees, former employees, and applicants.employees, and applicants.

The Human Resource Information Systems The Human Resource Information Systems provide overall:provide overall:

Management of all employee information.Management of all employee information. Reporting and analysis of employee information.Reporting and analysis of employee information. Company-related documents such as employee handbooks, Company-related documents such as employee handbooks,

emergency evacuation procedures, and safety guidelines.emergency evacuation procedures, and safety guidelines. Benefits administration including enrollment, status changes, Benefits administration including enrollment, status changes,

and personal information updating.and personal information updating. Complete integration with payroll and other financial and Complete integration with payroll and other financial and

accounting systems.accounting systems. Applicant and resume management.Applicant and resume management.

The HRIS is most effectively used by The HRIS is most effectively used by organizations to track each employee’sorganizations to track each employee’s

attendance attendance pay raises and historypay raises and history pay grades and positions heldpay grades and positions held performance development plansperformance development plans training receivedtraining received disciplinary action receiveddisciplinary action received

……..and also is used for ..and also is used for personal employee information, and occasionally management personal employee information, and occasionally management

and key employee succession plans,and key employee succession plans, high potential employee identification, and applicant tracking, high potential employee identification, and applicant tracking,

interviewing, and selectioninterviewing, and selection