Assessing the Human Resource Information Systems Essay Example
Assessing the Human Resource Information Systems Essay Example

Assessing the Human Resource Information Systems Essay Example

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  • Pages: 9 (2472 words)
  • Published: October 7, 2017
  • Type: Research Paper
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The HRIS, also known as the Human Resource Information System, is an online application or package utilized by the Human Resources Department to monitor data and fulfill information requests. It generates electronic data for various tasks such as managing employee profiles, accounting, payroll, and overall management. In today's world, organizations face the challenge of maintaining extensive records due to a growing workforce. The HRIS plays a crucial role in expediting human resource activities and offering superior solutions compared to manual work. This system is rapidly expanding across all sectors in the UAE and even government organizations like the Department of Economic Development in Abu Dhabi are adopting it. The mission of this department focuses on enhancing Abu Dhabi's global competitiveness while improving quality of life for its residents (Walker, 1998). The following text provides details about different systems and features include


d in the HRIS – Management Information System (MIS), Decision Support System (DSS), and Human Resource Management Decision System. These three important systems – MIS, DSS, and HRMDS – together make up the comprehensive HRIS framework. The Management Information System acts as a central hub where directors can gather and exchange information efficiently. It integrates functions like Electronic Data Processing (EDP) which includes production MIS and selling MIS to facilitate structured information flows.Moreover, the text highlights the presence of a database in addition to the system mentioned earlier. This database allows for inquiry and study generation. Conversely, there is another system called Human Resource Management Decision Support (HRMDS) which functions as a traditional HRIS supporting activities such as recruitment, selection, and compensation. In contrast, the Decision Support System (DSS) targets top-level directors and executives b

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focusing on decision-making processes and prioritizing flexibility, adaptability, and prompt responses. The DSS empowers users to initiate and control the system while offering personalized support based on individual director's decision-making styles. It adds value to organizational procedures aligning with transformational HR activities. Notably, features of this Human Resource Management Decision System encompass report formation and generation according to managerial demands; classification of reports based on management level; timing of report generation depending on managerial usage frequency (daily, weekly, monthly); retention and timely reporting of historical information for assessment purposes. Consequently, this system can be perceived as an exemplary one serving as a benchmark for any HRIS development or implementation efforts.The Department of Economic Development has a hierarchical structure with four levels: President, Under Secretary, Officers in various departments (Planning and Statistics, International and Economic Affairs, Commercial Affairs, Policies and Regulations, Support Services), and Support Services (HR, IT, Finance, Management Information Systems). The department's Human Resource Information System (HRIS) serves multiple purposes. It manages employee information and documents related to guidelines and safety. It also handles benefits administration services like updating employee details, payroll tasks, accounting tasks, and new employee selection process. The HRIS is customized to meet the organization's needs by providing relevant information based on requirements. Its main focus is effectively monitoring employees at the fourth level of the organizational structure where many employees are located. Additionally, the HRIS supports various HR activities including workflow management. Authorized users can access employee information through the system for necessary changes.The system's self-service features for managers allow them to add new information like announcements and required documents for employees. Similarly, the self-service features for employees enable them

to view company information, update their profiles, and check their salaries and potential bonuses or rewards. Additionally, an Interactive Voice Response (IVR) feature is available for easy access to relevant information.

Service centers, similar to call centers but catering to users across different locations, have additional features. Operators handle inquiries through calls or emails, dealing with non-routine issues that basic technology cannot resolve. Fax, email, and postal features are utilized for efficient service distribution.

Establishing a Human Resource Information System requires specific requirements such as databases, standalone or distributed software architecture, and information warehouses. The cost of implementation depends on the organization's staff size and features.

This text focuses on discussing activities related to the Department of Economic Development in Abu Dhabi.There are four types of information sharing discussed: data sharing between functional units, data sharing between different levels within the organization hierarchy, data sharing across geographically dispersed locations, and data sharing between different departments. Relational DBMS (database management systems) play a crucial role in integrating information from different departments or areas. This means that each department or area can not only access its own data but also retrieve data from other departments or areas. For instance, the HR department can maintain its own employee database while also accessing cost information from the accounting department's database. Achieving this integration is possible through enterprise resource planning (ERP) business applications. Common business areas that require integration include HR, general ledger, accounts payable, accounts receivable, order management, inventory control, and customer relationship management. Operational employees, managers, and executives all share data but have different objectives and needs for the information. Operational employees utilize transaction-processing information systems to facilitate daily business activities

and provide timely and accurate information to managers and executives. Examples of these activities encompass updating employee records, attendance tracking, and monitoring work hours.Directors prioritize the collection of important information from daily operational data. This information can be condensed into reports on employee working hours or absences, which can be generated on a daily, weekly, or monthly basis. In today's global context, it is increasingly crucial to access data from any location worldwide.

However, sharing data across different geographic locations presents two challenges. Firstly, there is the issue of managing transaction timing. Secondly, determining where to store different components of the business application such as the Database Management System (DBMS) and database can be challenging.

Fortunately, with the emergence of the internet, centralized database structures have become possible. This allows for easier control over data integrity, updates, backups, and query and access to the database.

Within various countries in the Department of Economic Development (DED), a Human Resource Information System (HRIS) is used to enhance HR operations. This includes human resource planning, managing the workforce, staff selection and recruitment tracking of applicants. Other functions include developing an employee database; performance management; compensation and benefits administration; payroll management; job evaluation; and employee reviews.The text discusses various aspects of human resources management, including salary survey and planning, international compensation management, organizational benefits, and the development of an advanced organizational structure. The integration of information technology and management is emphasized as crucial for the strategic operation of the department. The HRIS (Human Resources Information System) has recently provided informative data for the Human Development Report. Overall, HR planning ensures that suitable individuals are in correct positions to complete assigned tasks within

specified timeframes. Sequence Planning helps organize and prepare employees for important leadership positions in the near future with the goal of increasing the likelihood of qualified individuals filling important roles within the company. This involves identifying key positions for succession planning, defining necessary competencies and qualities, assessing individuals based on criteria and future potential, creating a talent pool for key roles, developing employees through relevant experience for promotion, and managing the workforce according to organizational guidelines while ensuring productivity.

Staff selection is crucial in obtaining qualified employees. A defined strategy and procedure supported by an information system are necessary when selecting applicants. Developing an employee database is not only important for record keeping but also aids in job assignments, wage allocation, and bonus inputting. This comprehensive financial records system helps maintain detailed records of employees' finances within the organization.Employee Performance Management is the systematic process used by organizations to enhance employee effectiveness, whether as individuals or members of a group. The objective of this process is to achieve company goals and objectives. It includes evaluating employee performance through planning work and setting expectations, continuously monitoring performance, developing necessary skills and abilities, periodically evaluating summarized performance, and periodically rewarding good performance.

Managing employees also involves Payroll Management and Compensation, which refers to the money paid based on contributions. Payroll management encompasses managing wages and other forms of payment recorded electronically.

Job Evaluation focuses on assessing the position rather than the individual associated with it. Its purpose is to determine job importance for fair distribution of rewards and salary. Various methods can be used for job evaluation such as job ranking based on seniority (which can be challenging in large

organizations), utilizing Human Resource Information System, conducting pair comparisons or benchmarking against a standard office job, or using Point Factor Analysis (PFA), an outdated bureaucratic method assigning points to factors that make up a job score.

Employee Review is conducted for various reasons including employee growth and development, employee motivation, identifying training needs, documentation to support the Decision Information System (DIS), consistency in keeping employee information updated, and evaluation of organizational problems.The utilization of a Human Resource Information System (HRIS) streamlines the process by offering an online form or questionnaire for employee evaluations. This method is consistently employed by the department. To ensure fairness among different departments and provide wages based on workforce demand, Salary Survey and Planning are conducted. In large organizations, even minor changes can have significant impacts on wages, so planning and distribution are carried out accordingly. International Compensation plays a crucial role in large organizations with multiple global offices as it allows for job transfers between countries. When considering multiple offers, employees must consider factors like International Compensation which determines benefits when stationed outside their home country. The implementation of advanced organizational structures such as an HRIS is vital to the success of an organization. This system monitors administrative operations including attendance and facilitates communication among members, serving as an interface between employees for efficient information transfer. By integrating Information Technology and Management, the HRIS provides various services to effectively manage the organization through software tools. It offers numerous advantages, assisting in the efficient management of the organization by automating tasks like wage distribution and gathering employee feedback.The HR Department plays a crucial role in employee-related processes, such as hiring, firing, and

motivation. They are responsible for aligning business procedures, streamlining operations, and formulating company policies. The comprehensive HRIS assists in various HR functions including payroll administration, recruitment, training, and performance analysis. It focuses on key areas like payroll management, HR management, time management, employee review processes, and benefits administration.

Users can access employee data history, payroll information, and department-specific benefits within the system; however this access is restricted to HR department employees with proper permissions. The Human Resource Information System (HRIS) automates payroll management by gathering data for attendance tracking wage calculation tax deductions paycheck generation and report storage.

This automation simplifies the tasks of the HR Department allowing for easy processing and investigation with a simple click.In addition to payroll management the HRIS also proves highly advantageous in employee and labor management enabling the use of new technologies for gathering and analyzing employee time data work information This simplifies tracking examination and assessment at higher levels ensuring employees are performing to standard while also improving the work environment.The HRIS plays a crucial role in motivating employees, ensuring fair treatment and tracking activities and achievements. It offers numerous benefits such as streamlined processes, reduced paperwork, improved record-keeping, increased productivity and efficiency across different work sections. However, implementing an HRIS can face obstacles like lack of management commitment, insufficient analysis, undermining by key individuals, challenges in maintaining project team integrity, navigating politics and hidden agendas, failure to consult important groups, communication gaps and poor timing of implementation and usage. These barriers also exist within the Department of Economic Development. It's important to note that the functionality of an HRIS varies between organizations as it is not a one-size-fits-all system.Thorough

analysis is crucial to ensure that the system aligns with the organization's specific needs. The software's primary users may be undervalued, making it impractical for them to effectively work with the system interface, which could result in additional costs for training and hiring new employees proficient in using the software. Implementing the Human Resource Information System (HRIS) for the Department of Economic Development comes with challenges. Maintaining unity within the project team throughout the process can be difficult, potentially causing implementation delays. Internal politics and resistance from employees due to uncovering major frauds could hinder project execution. Lack of communication among employees may impede system success as important information may not be shared, leading to incorrect analysis. Timing is also significant when implementing HRIS, as doing so during a disruptive period could have unfavorable outcomes and waste investment. Selecting an HRIS software vendor requires thorough preparation since many vendors offer similar products; wise decision-making based on company requirements is essential rather than solely relying on what vendors offer.Timing is crucial to avoid losses during implementation. Having the software in place at least six months before recruitments allows for thorough testing and issue resolution. Demanding extensive features for the HRIS can cause delays in project development, including lengthy initiation times, training periods, and resource wastage. Therefore, it is important to determine only necessary features based on company needs.

Adopting a Human Resource Information System (HRIS) provides benefits beyond cost savings and easier system maintenance. It also addresses data quality concerns. The information generated must be legally obtained and provide studies that can be used for various purposes. Additionally, the HRIS should gather additional information, maintain data consistency,

and filter unnecessary content for faster processing and comprehension by users.

For the success of the HRIS, support from management is crucial. Higher management must effectively communicate the message throughout the organization and provide complete support and resources to the project team. Empty motivational speeches and comments will not contribute to project success.

Critical Analysis of the Human Resource Information System

Clear communication of the HRIS features to employees is necessary for ensuring its success. It is important to consider their suggestions since they are end users. The implementation of the HRIS by the Department of Economic Development is seen as a positive step, but some HR directors believe they can manage without it, resulting in only larger organizations adopting the system. Smaller organizations with limited resources may not find the HRIS useful.

According to Paauwe (2004), understanding and implementing an HRIS in businesses can bring numerous benefits. These include handling large amounts of data, creating a task-oriented work environment, authorizing employees, increasing knowledge, and promoting organizational learning. Some managers are hesitant to adopt an HRIS due to concerns about transitioning from manual to automated work. However, this fear is unwarranted as technology directors are simplifying the process and leading the way.

Market sellers have also recognized the growing demand for information systems and offer various options.The Department of Economic Development has already embraced HRIS for optimal human resource management.Other government agencies are encouraged to follow suit.

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