HUMAN RESOURCE INFORMATION SYSTEM

Steps of Implementation

CONTENTS1.Introduction2.Steps for Implementation3.Applications4.Case Study 5.Conclusion

INTRODUCTION Human Resource Information System (HRIS) is a systematic way of storing data and information for each individual employee to aid planning, decision making, and submitting of returns and reports to the external agencies.

HRIS can be briefly defined as integrated systems used to gather, store and analyze information regarding an organization’s human resources

STEPS FOR IMPLEMENTING HRIS

1. INCEPTION OF IDEA2. FEASIBILITY STUDY3. SELECTING A PROJECT TEAM4. DEFINING THE REQUIREMENT5. VENDOR ANALYSIS6. PACKAGE CONTRACT

NEGOTIATION 7. TRAINING8. TAILORING SYSTEM9. COLLECTING DATA10. TESTING THE SYSTEM11. STARTING UP12. RUNNING IN PARALLEL13. MAINTENANCE14. EVALUATION

1. INCEPTION OF IDEA The first step of HRIS

implementation is the inception of the idea. The need of the organization to have HRIS software must be realized and agreed by the top management. It is an investment and management needs to keep it in mind.

2.FEASIBILITY STUDY As this is an investment the feasibility of HRIS must be assessed. It covers the following areas • Scope of the software • Future benefits after implementation • Potential software developers assessment • Cost estimate • Value addition to business • ROI calculation A proper feasibility study will help the management to make the decision based on facts and figures.

3. SELECTING A PROJECT TEAM

Ensuring budgeted cost, specific timeline.

Successful implementation largely depends on capability and effort of project team.

Involvement of senior managers is important.

4. DEFINING THE REQUIREMENTS

Scope needs to be defined. Not detailed requirement specification, at least the processes.

Some organization may want to develop the payroll module while others may want other modules to be developed.

Depends on the affordability and plan.

An essential step before communicating with the vendor/software developers.

5. VENDOR ANALYSIS Selecting the right software

developer. The capability, track record and

goodwill of the developers. The requirement of the organization must be shared with the developers.

They will come up with their offer that includes cost and specific timeline for project completion.

6. PACKAGE CONTROL NEGOTIATION

• After getting final order from the vendor, proposals are made

• Signing of contract• Development starts

7. TRAINING Begins ASAP after signing

the contract Training to use HRIS Submit and retrieval of data

8. TAILORING THE SYSTEM Design of software Submitted to company

9. DATA COLLECTION• Primary Data collection• Secondary Data Collection• Data Validation

10. TESTING THE SYSTEM User Application Test Understanding the Gaps If complies, implemented otherwise sent back to developer

11. STARTING UP Installation in Computers Configuration of system

12. RUNNING IN PARALLEL

It is a safe stand to run the existing process whether it is manual or software and the new software run in parallel

In case of any malfunction of the new software the process will not get hampered

At least one full cycle of the process needs to be run in parallel to avoid any technical problems

13. MAINTENANCE After the software has been installed

regular maintenance and performance monitoring is essential

For effectiveness annual maintenance contract can be signed with the software development company

14. EVALUATIONAfter running the software for a

certain period of time the performance evaluation shall be done

As to know, What value the software has added since its inception needs to be evaluated

APPLICATION OF HRIS People administration Salary Compensation and benefit

Leave and absence

Performance evaluation Recruitment Personal self service

Training & development

CASE STUDY

• Over 300,000 employees across 220 countries

“Our employees applied for leave by filling forms that were then sent to Malaysia payroll office for approval, such vague and lengthy process totally frustrated HR and payroll staff. It also incurred lots of leave liabilities. Leave records could not be traced without an online leave application.” Jitin Patel,the Remuneration Consultant in DHL Supply Chain division.

2008 -Employee Connect – HRIS By knowing employee’s schedules, it enables better resources allocation

and most importantly, minimizes the leave liabilities. The payroll bureau can also login to check the employees’ leave records.

“EmployeeConnect provides a flexible system with very professional services. DHL Supply Chain is very happy with EmployeeConnect hosted HR services over the last 2 years. EmployeeConnect hosted HR services is best fitting different organization structures; it is a simple and user friendly system which enables DHL Supply Chain to start even with minimal training. I will not hesitate to recommend EmployeeConnect as a trustworthy hosting service provider.” remarked by Jitin.

CONCLUSION Effective people management and to get a competitive edge in the

corporate world . Commitment of top management The communication between individual and line manager became faster.

The HR services became self service rather than paper based transaction that resulted in more efficient HR department.