ROLE OF HRIS IN PERFORMANCE EVALUATION & DECISION MAKING

Transcription

1 229 ROLE OF HRIS IN PERFORMANCE EVALUATION & DECISION MAKING ABSTRACT MS. KAMINI TEOTIA* *Assistant Professor, Alpine College of Engineering, G.B. Nagar, U.P. This paper presents a human resource information systems (HRIS) model with a primary objective: To provide a comprehensive framework that advances HRIS research. More specifically, our model addresses all major HRIS components and offers information on how these facets interact to support each other and larger organizational outcomes. These model units consist of organizational vision, strategic integration, personnel development, communication and integration, records and compliance, knowledge management, HR analysis, and forecasting and planning. HRIS carefully based on the capabilities you need in your company. HR executives rely on internal or external IT professionals to develop and maintain an integrated HRMS. Many well-known examples of the use of information technology for competitive advantage involve systems that link an organization to suppliers, distribution channels, or customers. The goal of HRIS is to merge the different parts of human resources, including payroll, labor productivity and benefit management into less capital- intensive system than the main frame used to manage activities in the past. KEYWORDS: Recruitment, HR planning & analysis, Recourse Implementation, Computers Application & Problem Solving. INTRODUCTION This paper presents a comprehensive model of human resource information systems (HRIS) functions. In response, our model is drawn from over a decade of HRIS studies, organizational learning and general systems theory, human resources development research, and other relevant work in organizational behavior and information systems literature. The model underscores the role of HRIS as the operational link between strategic organizational vision and human resources implementations. In order to understand the types of applications available to HRIS users, it is best to consider the evolving nature of human resource information systems applications. Computer applications used in the field were generally limited to basic record keeping and payroll management systems. Virtually all such systems were based on mainframe computers and required extensive support from information systems professionals. Thus, human resource managers had little opportunity to design sophisticated reports and computer-based analytical tools to aid in managerial decision making.

2 230 IMPORTANCE OF A SYSTEM IN PEFORMANCE ENHANCEMENT: Perhaps the most significant development in the HRIS area currently is the growing use of organizational intranets as a means of managing many aspects of a firm's HRIS. The availability of microcomputers and relatively user-friendly software means, that to an increasing extent, human resource managers are no longer dependent on information system professionals to develop and implement applications. Specialized applications, intended to supplement HRISs, are also widely available. These include modules to aid in such areas as succession planning, benefits administration, applicant tracking, job evaluation, employee performance evaluation, grievance handling. Many of these utilize client-server architectures, where databases reside on a central server and are accessed from individual workstations, connected to a network, via local client applications. There is also a trend toward enterprise-wide applications that integrate information system applications for various managerial functions (e.g., marketing, finance, human resources). Employees in client organizations can then connect to the insurance vendor's extranet from within the employer's intranet environment in order to check on the status of their policies, obtain coverage information, file claims, and follow-up on outstanding claims. APPLICATIONS OF HRIS IN MANAGEMENT RESOUSE PLANNING: 1. COSTS IMPLEMENTATION: There are several reasons for this finding. Cost can increase as organizations begin to realize the amount of change that self-service involves. HR processes often need to be reexamined and redesigned. 2. EASE OF COMPREHENSION: User acceptance is critical to long-term success. The web interface must be designed for ease of navigation and reflect best practices in website design. 3. TRAINING TO THE HRIS USERS: Training is critical to the successful implementation of an HRIS. This training takes place at several levels. First, everyone in the organization concerned with data on employees has to be trained to use new recording forms compatible with the input requirements of the system. 4. CONSIDER SECURITY AND PRIVACY: Security is always an issue on the Internet, especially when personal information about employees is involved. Controls must be built into the system to restrict indiscriminate access to HRIS data on employees.

3 231 CONCEPT OF HRIS PROCESS Employment, Recruitment, Employment Test, Interviews T&D, Need Assessment for Training Evaluation Labor Relation, Industrial Relation HRIS Benefits Preference services, benefits counseling Cost control, Productivity and salary planning Employee Management, Biographical Record, Job evaluation CONTRIBUTE VALUES TO HR THROUGH HRIS: HRIS serves two major purposes in organizations: 1. HR ADMINISTRATIVE AND OPERATIONAL ROLE: The first purpose of an HRIS is to improve the efficiency with which data on employees and HR activities is compiled. Many HR activities can be performed more efficiently and with less paperwork if automated. 2. HR STRATEGIC ROLE: The second purpose of an HRIS is more strategic and related to HR planning. Having accessible data enables HR planning and managerial decision making to be based to a greater degree on information rather than relying on managerial perception and intuition. STEPS FOR THE EMENDED OF HRIS SYSTEM 1. Improve your HRIS software knowledge. 2. Determine your Needs. 3. Create a detailed HRIS software needs and requirements spreadsheet. 4. How much can you spend? 5. Pick a handful of HRIS software systems to evaluate. 6. Demo advice. 7. Research the short list. 8. Determine the implementation scope.

4 232 SCOPE OF HRIS IN DECISION MAKING & FORWARD PLANNING The emergence of the human resource management field gave the human resource function greater credibility within the managerial hierarchy, necessitating more sophisticated use of information, especially as it related to the strategic management function. Firms have experienced increased competitive pressures that have translated into greater cost containment demands from upper management, leading to greater automation of the record-keeping function in the HRM field. There are several full-featured, human resource-dedicated database management systems available, both for mainframe and micro platforms. Specialized applications, intended to supplement HRISs, are also widely available. As a result of the rapid change in computer and software technology, HRIS-related products are constantly upgrading and changing. Advanced Personnel Systems, a California-based HRIS consulting firm, markets a fairly up-to-date database listing a wide-range of HRISs and supplementary programs along with descriptions of the capabilities of these systems to guide managers in selecting appropriate products. IMPACT OF HRIS IN PROBLEM SOLVING Practicing HR professionals have an advantage over academics in keeping up with new developments as they generally are in a position to monitor technological changes in their field on a day-to-day basis. The teaching team is composed of one faculty member with a specific concentration in HR, one with behavioral and organizational emphasis and one with expertise in MIS. This approach was chosen initially to allow full treatment of the issues proposed by HR practitioners. There are also several conferences and shows held annually around the United States that are dedicated to advances in HRM-related information technology applications, including HRIS. The user may check on the current status of his or her fringe benefits, vacation time, training program enrollment, or pension fund. TYPES OF CATEGORIES TOWARDS THE PROBLEM SOLVING There are several types of categories which are used in used in problem solving through HRIS as following: Conflict resolution problems. Legal problems. Money problems.

5 233 Math problems. Science problems. Mechanical/electrical/computer problems. (Technical troubleshooting) Sales problems. IMPLEMENTATION OF HRIS PERFORMANCE MONITORING PLAN: Ideally, a working group often a subcommittee of the Stakeholder Leadership Group (SLG) whose members have a key interest in monitoring the HRIS strengthening process is responsible for implementing the Performance. Several types of systematic steps are utilizing for Develop a plan for the systematic monitoring and evaluation of the system regarding as:- Identify the resources needed to implement the monitoring and evaluation plan. Prioritize the activities, based on availability of resources and need. Implement the monitoring and evaluation plan. Document and disseminate the results of monitoring and evaluation activities. Make recommendations based on the results of monitoring and evaluation activities. The goal of any performance monitoring plan (PMP) is not to focus on what is wrong and condemn it; rather, it is to highlight the positive aspects of the system that make it work, as well as to identify what went wrong as a basis for improving the system. USER DECISION OUTPUT/IINFORMATION PROCESSING INPUT/DATA DATA COLLECTION FIG: MODEL INFORMATION SYSTEM

6 234 HRIS EVALUATION STRATEGY MODEL In addition to continuous monitoring of system performance, periodic evaluation studies can be conducted to assess the strengths and weaknesses of HRIS data supply and demand. DATA SUPPLY Weak Improving Data Demand/ Information Application Weak Improving 1. Statistics are weak, and policymakers and program managers make little use of them. 3. Statistics are weak but are increasingly used by policymakers & program users. 2. The quality and quantity of statistics are improving but they are not used for decision making because policymakers. 4. Statistics are improving and are being increasingly used for decision making. An evaluation strategy includes conducting focus group and/or qualitative interviews focusing on four key groups: 1. DEVELOPMENT AND MANAGEMENT: HRIS program developers involved in maintaining the system locally and project managers involved in managing the HRIS and responsible for compiling results to be provided to decision-makers. 2. DECISION-MAKERS AND KEY STAKEHOLDERS: Participants of the HRIS SLG and decision-makers who have used the HRIS and can provide valuable input on how HR information was used in planning. 3. HR PERSONNEL AND COMMON HR USERS: Users of human resources information on a daily or regular basis, including personnel departments, heads of departments, council registrars and regional health managers or matrons. 4. REGIONAL STAKEHOLDERS: Individuals who are involved in strategic regional HRIS development as well as other senior-level stakeholders. FINANCIAL MANAGEMENT SOFTWARE IN PERFORMANCE APPRAISAL Gain greater visibility into finances and give people across your organization the tools they need to improve financial management, financial forecasting, and accounting throughout your organization.

7 235 Streamline financial processes and simplify analysis by automatically presenting formerly disparate sources of information in a single, Role Tailored view. Share reports in a business portal on the company intranet, or publish data on your extranet with enhanced security to promote privacy for auditors. Generate real-time reports, close books quickly, and share data with multiple ways to report, analyze, and share information. Expand into other geographies, markets, and industries, and support multiple currencies and languages. DEVELOPMENT AREAS OF HRIS A human resources information system (HRIS) is an integrated system for managing information used in HR decision-making. A complete HRIS links all human resources data from the time professionals enter pre-service training to when they leave the workforce. Thus there are a several number of development areas in which HRIS mostly in use as under: Data Collection. Resource Planning. Strategy Implementation. Decision Making & Forward Planning. Development of HR Personnel & Recruitment Planning. Conduction of Training Programmes. To emphasizing the organizational issues. Technology & Economy Development. STEPS TO SELECT HRIS SOFTWARE: Several steps are as under- 1. Improve your HRIS software knowledge. 2. Determine your Needs. 3. Create a detailed HRIS software needs and requirements spreadsheet. 4. How much can you spend? 5. Pick a handful of HRIS software systems to evaluate.

8 Demo advice. 7. Research the short list. 8. Determine the implementation scope. HRIS IMPLEMENTATION Implementing anything is part of project Management. Implementing HRIS in organization is a big activity which require support of many stakeholders such functional, HRIT S, IT Vendor and project manager. Implementation can be divided into given below parts. Need Analysis. Vendor Selection. Process Mapping and complete data gathering. Creation/Deployment of HRIS application in Test server. Testing by sample users. Pre-deployment training to users. Deployment of HRIS in production. Post Training and Support. Feedback. ROLE OF HRIS IN TRAINING & DEVELOPMENT The Talent to HRIS Training and Development capability provides employee engagement survey and succession planning tools, needed to implement and maintain comprehensive Talent Management, and identify high potential employees as part of an organization wide succession planning process. This capability allows for the establishment of core competency requirements against roles, at all levels within the organization. Appointee s capability is measured against the roles competencies, and supports employee progress towards acquisition of competencies, through training and professional development. EMPLOYEE EDUCATION THROGH HRIS: Within an organization all three are necessary in order to:

9 237 Develop workers to undertake higher-grade tasks; Provide the conventional training of new and young workers (e.g. as apprentices, clerks, etc.); Raise efficiency and standards of performance; Meet legislative requirements (e.g. health and safety); Inform people (induction training, pre-retirement courses, etc.); ROLE OF HRIS IN HUMAN RESOURSE ACTIVITIES The Human Resource Department deals with management of people within the organization. There are a number of responsibilities that come with this title. First of all, the Department is responsible for hiring members of staff; this will involve attracting employees, keeping them in their positions and ensuring that they perform to expectation. These roles come with certain positive and negative aspects. These issues shall be examined in detail in the subsequent sections of the essay with reference to case examples of businesses in current operation. POSITIVE ASPECTS OF ROLES AND FUNCTIONS RECRUITMENT OF EMPLOYEES: This is one of the most fundamental roles of the HR department. This function involves evaluation of ability and competency of potential employees in relation to what the Company needs. IMPROVEMENT OF COMPENSATION PACKAGES: One of the major functions of the HR department is to motivate employees. These compensation packages can come in the following ways; 1. Holiday Offers. 2. End of Year Bonuses. 3. Equities. 4. Awards. 5. Salary Increments. 6. Provision of Flexible Working Hours. 7. Straight forward Promotion Schemes and Career Developments.

10 238 PLANNING IN THE ORGANISATION: It is important that the organisation ensures that all the employees under its wing are just enough to increase value to the organisation. NEGATIVE ASPECTS OF FUNCTIONS AND ROLES: There are a number of problems that arise as the department goes about its activities. PROBLEMS IN RECRUITMENT: The department may sometimes be unable to adequately coordinate and incorporate all the employees needed in the Company s operations. PROBLEMS IN REMUNERATION: In the process of trying to motivate members of staff to perform better, the Human Resource may make deals that eventually cause problems. The Company has an employee Compensation policy that requires that one should be rewarded for the time they have served the Company. PROBLEMS IN PLANNING: Sometimes the HR Department can employ people who may not contribute towards organizational principles. CONCLUSION The persistent pressure to reduce Human Resource costs has resulted in reduced HR staffing, benefits slashing, and decreased HR services. Human Capital Management (HCM) is now a story about how to reduce the ratio of HR staff to employees. HRIS is integrated to the ERP and CRM solutions, companies can enjoy the ultimate benefit of an all-in-one system that can decrease errors, lower cycle times, reduces turnaround time, and support management decisions. Performance management is an integral part of this capability and allows managers and employees to monitor, schedule and complete the review process on line. In today's corporate world human resources has come to play a very critical role in a business. Whether it concerns the hiring and firing of employees or whether it concerns employee motivation, the Human Resources department of any organization now enjoys a very central role in not only formulating company policies. A complete HRIS links all human resources data from the time professionals enter pre-service training to when they leave the workforce. Continuous monitoring and evaluation is vital in determining what an HRIS is accomplishing, what needs to be improved and whether results are being achieved. REFERENCES 1. Chew E, et al. Performance Measurement Guide for Information Security. National Institute of Standards and Technology. Accessed 16 January 2009 at: 2. Ceriello, Vincent, with C. Freeman. Human Resource Management Systems: Strategies, Tactics, and Techniques. Lexington, MA: Lexington Books, Frantzreb, R. B. The Personnel Software Census. Roseville, CA: Advanced Personnel Systems, 1993.

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