Upload
prasanthvelchuri
View
725
Download
2
Tags:
Embed Size (px)
Citation preview
What is a “Human Resource Information System”
• The application of computers to employee-related record keeping and reporting, and management decision making
What’s an HRIS?
• Any system that supports any aspect of the HR function
• Primary function: – Documenting the employment relation in all
it’s complexity
• Basic technology:– Storing, retrieving and distributing
information
Databases are central
• Consider the “Top Ten Calculations” for your HRIS:
• Healthcare cost per employee• Pay and benefits as a percentage of operating
expense• Cost per hire• Return on training. . .• Time to fill jobs…
• All require database to get answers
Evolution of Information Systems
• Transaction Processing (e.g payroll)
• Management Information Systems (e.g. daily & monthly absenteeism summary)
• Decision Support Systems (e.g. How many employees should we hire?)
• Expert Systems
Processing(Calc. Net pay)
An HR Example
Output(cut paycheck)
Input(hours worked)
Feedback Loop(Is paycheck accurate?)
Any Computer-based Info Systems (HRIS included)
• Hardware
• Software
• Databases
• Telecommunication
• Procedures
• People
Consists of...
Typical HRIS Record Keeping Requirements
• Employee information
• Wage and salary data
• Review dates
• Benefits
• Education and training
• Attendance
• Performance data/appraisal results
HRIS Tracks...
People
PositionsJobs
WorkersCompensation
HRPlanning
MedicalRecords
Recruit/Selection
EmploymentEquity
Benefits
Payroll
PensionAdmin
Employee RelationsTraining and
Development
Compensation
Health &Safety
Developing an HRIS: System Development Life Cycle
(SDLC)Planning
Design
Analysis
Implementation
Maintenance
Why HRISs Sometimes Fail• Unclear goals/objectives
• System solves the wrong problem
• Improper vendor/product selection
• Low user involvement
• Planning overlooks impact on clerical procedures
• Lack of HR/functional expertise in designing
• Underestimate conversion effort
Management- unrealistic expectationsLack of overall plan for record mgt.Lack of flexibility and adaptabilityMisinterpret HR specificationsPoor communication between HR/ISInadequate testing
Why are Carefully Developed Info Systems Important to HR?
• Better safety
• Better service
• Competitive Advantage
• Fewer Errors
• Greater Accuracy
• Higher Quality Products
• Improved Health Care
• Improved Communication
• Increased Efficiency
Increased ProductivityMore efficient administrationMore opportunitiesReduced labor requirementsReduced costsSuperior managerial decision makingSuperior control
Developing an HRIS: Planning and HRIS Development Project
Planning
Design
Analysis
Implementation
Maintenance
HR Information Planning Steps
•Develop overall objectives•Identify HRIS project(s)•Set priorities and select projects•Analyze resource requirements•Set schedule and deadlines•Develop the HRIS plan
Selecting an Investigation Team
• HR personnel
• IS personnel
• Users
• Consultants
• Top management
Developing an HRIS: Analysis Phase
Planning
Analysis
Design
Implementation
Maintenance
Data Analysis•Document Current Application Flows and Functionality•Document Current Technical Architecture (if applicable)•Conduct Needs Analysis/Business Requirements Definition
OBJECTIVES OF THE NEEDS ANALYSIS
OBJECTIVES OF THE NEEDS ANALYSIS
• HR FUNCTIONS TO BE AUTOMATED
• WHICH FUNCTIONS ARE MOST (LEAST) CRITICAL?
• RELATIONSHIP OF HRIS TO OTHER SYSTEMS
Work Flow Analysis
• Map an “obsolete” HR functional flow (pick an application/area)
• Reengineer the flow so as to add value to the organization
• Review “obsolete” and “original” work flows to determine if anything is missing
Choosing a Consultant
• Why use consultants
• You could contract consultants if: – Your organization does not have the expertise
required to do the job. – There is a need for someone outside the
organization to facilitate a process or project. – Existing staff may be fully committed and
unable to take on the work. e.g. needs analysis.
Developing an HRIS: Design Phase
Planning
Design
Analysis
Implementation
Maintenance
Preliminary Design Tasks/Steps
•Finalize Functional Requirements•Which functions will be adopted for new systems? (user sign-off)•Finalize Technical Requirements/Architecture•Select Hardware and System Software•Application software evaluation & selection•Make vs. Buy
Preliminary Design Tasks/Steps
Acquire Hardware/SoftwareTechnical Design
Design interfacesLogical and Physical DatabasesMessages and ScreensData Security
Reengineer Business ProcessesMigration Plan
Developing an HRIS: Design Phase
Detailed DesignPreliminary
(Conceptual)Design
Implementation(Build, Test, Roll-out)
Design Phase
Implementation Phase
User Issues in Outsourcing• Identifying what to outsource
• Gathering business information
• Conducting the feasibility study
• Developing the RFP
• Vendor selection
• Understanding pricing
• Setting service levels and measuring them
• Negotiation terms and conditions
• Managing the relationship
Make vs. Buy?
Packaged Systems
Custom Systems
Advantages Disadvantages
- Cheaper, cost spread across many buyers- Quicker development; Turnkey- Can easily evaluate to determine if needs met- Documented- Supported
- Unlikely to meet all of organization’s requirements- Low distinctiveness- Many vendors/products to sort through- Lack of control in any updates/changes
- Greater control; quickly adapt to changes- Unique needs addressed- Distinctiveness High
- High Maintenance “burning platform”- Long development timeline- Poorly documented/Brain drain- Greater Staffing Reqs. (IS personnel)
RFP: Request for Proposal
• Defines user’s goals and requirements
• Simplifies decision making process
• Saves time and facilitates comparisons of vendor responses
• Reduces potential errors
Writing the RFP• Use the team approach• Use outside consultants where applicable• Give the vendors enough information as if selling a
business(include financial data for outsourcing)• Be comprehensive and concise• Establish your evaluation criteria and state it in the RFP• Give the vendors alternatives and push them into being
creative, after all they are the experts• Give the vendors enough time to respond, including time
to tour your facilities, asset verification & evaluation, etc.
Evaluating the RFP• Develop the evaluation criteria before the closing date of
the RFP• Use a decision analysis tool • Pricing is not the most important criteria• Clarify vendor responses• Develop a short list and bring the vendors in for a
presentation• Understand their culture, future direction, business
objectives• Establishing the right relationship is more important than
short term cost savings
Technical Design: Hardware Selection
• Select Software First
• Operating System and HW selection
• HW reliability and service reputation
• Manufacturer stability
• Expandability
• Cost
LAN/Client-Server Advantages
• Multiple users have can access/update records simultaneously
• Less dependence on IS; Greater control by HR; Employee self-service
• Better communication/sharing between individuals groups
Employee Life-Cycle
Applicant Employee Former EmployeeAccession Separation
Education Skills
Job Pending
Interview
Offer
PhysicalExam
Offer
SalaryAdjustment
BenefitsChange
ClassificationChange
EmployeeStatus
Change
CareerPlan
JobTransfer
AdditionalSkills
AdditionalEducation
Retirement
ContinuingBenefit
JobReference
AddressChange
HRIS Benefits Realized (versus Manual System)
• Save $$$
• More efficient recruiting
• Better coordination of staffing resources
• Faster, more consistent screening of applicants
• Quicker, higher quality hiring decisions
HR Planning Summary
• Decision support systems, “what if” analyses• Stimulate thinking about policies & programs• Data collection, analysis, and evaluation to
summarize information• Offers information, not interpretation or decision• Used to:
– identify gaps and surpluses– evaluate policy compliance– determine implications of implementing new
programs