Question

Diversicorp activities and functions that will be addressed with a HRIS. Dicuss why all of them are important in HRIS.

Answer 1

HRIS SYSTEM

A HRIS, which is also known as a human resource information system or human resource management system (HRMS), is basically an intersection of human resources and information technology through HR software. This allows HR activities and processes to occur electronically.

To put it another way, a HRIS may be viewed as a way, through software, for businesses big and small to take care of a number of activities, including those related to human resources, accounting, management, and payroll. A HRIS allows a company to plan its HR costs more effectively, as well as to manage them and control them without needing to allocate too many resources toward them.

In most situations, a HRIS will also lead to increases in efficiency when it comes to making decisions in HR. The decisions made should also increase in quality—and as a result, the productivity of both employees and managers should increase and become more effective.

The Human Resource Information System (HRIS) is a software or online solution for the data entry, data tracking, and data information needs of the Human Resources, payroll, management, and accounting functions within a business. It is useful for all processes that you want to track and from which you hope to gather useful and purposeful data.

Normally packaged as a database, hundreds of companies sell some form of HRIS and every HRIS has different capabilities. Pick your HRIS carefully based on the capabilities you need in your company. As HRIS has become increasingly sophisticated, the choice has become enough to practically paralyze an HR department.

Watching a technology company, where computer experts exist, go through three different HRIS systems in ten years before finally settling on their current system, was an education in their complexity. This is why choosing an HRIS is a major undertaking for a business.

Activities and FunctionsPayroll-

The payroll system needs to be updated to a system that is accessible to HR and allowsfor direct deposit in employee bank accounts.

Time Collection-

The time collection system needs to be updated to a system that allows accessto employees and HR to view current work information.

Recruitment-

There needs to be a system implemented that is electronic and managed by HRand uses automatic background checks.

Benefits-

Needs to be submitted online in an HRIS that is automated and inter-connected, as wellas viewable by employees without HR employees.

Training-

Should be tracked online.Performance-Needs to be formalized and computer based. Also the review process must beformalized and tie performance with sales incentives.

Reporting-

Needs program update to streamline for government required reports needs to beeditable.

Expected Functionality of Better HRIS Choices

Typically, the better Human Resource Information Systems (HRIS) provide overall:

Management of all employee information:

Data such as names, titles, addresses, and salaries are a basic start. Salary and position history, reporting structures, performance appraisal histories, and other critical employee information.

Company-related documents:

This includes such items as employee handbooks, emergency evacuation procedures, and safety guidelines.

Benefits administration:

You will want benefits administration including enrollment, status changes, and personal information updating. In an ideal system, you can allow employees to look up and review their own information, including vacation tracking.

Complete integration with payroll:

This integration will also include other company financial software and accounting systems. When these are connected, you can ensure that paychecks are correct. There is never a disconnect between what the official pay rate is and the information that payroll has. If the systems don't integrate, it's easy to update a salary in one system and not in the other.

Applicant tracking and resume management:  

When your system is seamless, the recruiter can click a hired button and all of the information from the applicant is transferred to the employee side of things. This saves so much time because your data entry and paperwork practically disappear.

If an applicant puts in his own information when applying, you can ensure accuracy. If the offer letter is generated out of the same system as the payroll system, the salary will match perfectly and there is no misunderstanding.

Performance development plans:

It's not just enough to have plans if they are recorded in a central system, then they can easily follow the employee from position to position. Senior leadership can run reports to see where people are and what their individual bosses are planning in terms of succession planning for their futures.

Disciplinary Actions:

It's important to keep track of who has been suspended, demoted, or had other negative actions taken against them noted—even after the employee leaves your organization. When a company calls and asks for a former employee reference, it's easy for an admin in the HR department to look up and report back whether or not the person is eligible for rehire.

Training records:

This is especially critical in a company where certifications and licenses are required. In other companies, training records may not have that level of importance, but you may still find that having the information is useful as you develop your employees, a key factor that they want from work.

In summary, the HRIS that most effectively serves companies tracks this information:

• attendance and PTO use,
• pay raises and history,
• pay grades and positions held,
• performance development plans,
• training received,
• disciplinary action received,
• personal employee information, and occasionally,
• management and key employee succession plans,
• high potential employee identification, and
• applicant tracking, interviewing, and selection.

the Benefits of a HRIS

The human resources department within any organization is considered to be highly critical for the entire organization. Its many functions serve as a supportive background for the company by providing everything from skilled and talented labor to management training services, employee enrichment opportunities and more. Since labor is the single largest expense for most organizations, human resources helps companies derive the greatest value from this important asset.

In order to function optimally, however, human resources departments must have the right tools and resources in place. A HRIS can be utilized within the department to help human resources employees and managers improve their productivity and the results of their efforts.

There are many benefits that can be enjoyed after implementing a HRIS into an organization, such as:

• Expedition of recurring tasks through automation
• Improved ability to reach large candidate pools regarding new position openings
• Ability to quickly apply higher selection standards to a number of applications
• Speedy onboarding made possible by mobile accessibility
• Reduction of paper and related materials and storage – often yields cost savings
• Ease in distributing up-to-date materials concerning company policies and procedures
• Potential for greater employee engagement through self-service options
• Streamlining of open enrollment for benefits
• Empowerment of employees to change benefits information directly as changes occur
• Improved collaboration throughout organization, even when there are multiple company locations
• Improvements in training capabilities through integration with LMS and development tracking features
• Scheduling optimization with an emphasis on compliance and immediate distribution to employees
• Reduction of errors within payroll systems and employee information databases
• Improved time and attendance tracking abilities and accuracy
• Decrease in compliance woes aided by alerts and automatic reporting options
• Ability to make more informed decisions in real time by using analytics and integration of organizational data

Improving HR Productivity

While the HRIS features benefit the organization in many ways, one of the most important of all HRIS benefits relates to the ability of the software program to improve the productivity of human resources employees. These HR systems are highly detailed, and they are designed to enhance and speed up the efforts of HR employees in a number of ways. For example, they can assist with recruitment by simplifying the process of collecting resumes, reviewing candidate information and more.

HRIS systems can also be used to improve productivity related to financial management through payroll processing tasks and benefits administration. These and other related tasks may require numerous hours of manpower each week. However, the time and effort required to complete them can be drastically reduced when some of the tasks are automated through a HRIS system. Tasks that may have required many hours of labor may possibly reach completion very quickly and easily – or sometimes even done automatically – with the software program..

Solutions Offered by HRIS Systems

There are a number of solutions offered to a company that adopts a HRIS. Some of these include solutions in training, payroll, HR, compliance, and recruiting. The majority of quality HRIS systems include flexible designs that feature databases that are integrated with a wide range of features available. Ideally, they will also include the ability to create reports and analyze information quickly and accurately, in order to make the workforce easier to manage.

Through the efficiency advantages conferred by HRIS systems, a HR administrator can obtain many hours of his or her day back instead of spending these hours dealing with non-strategic, mundane tasks required to run the administrative side of HR.

Similarly, a HRIS allows employees to exchange information with greater ease and without the need for paper through the provision of a single location for announcements, external web links, and company policies. This location is designed to be centralized and accessed easily from anywhere within the company, which also serves to reduce redundancy within the organization.

For example, when employees wish to complete frequently recurring activities such as requests for time off or electronic pay stubs and changes in W-4 forms—such procedures can be taken care of in an automated fashion without the need for human supervision or intervention. As a result, less paperwork occurs and approvals, when deigned, may be appropriated more efficiently and in less time.