How would you, as an HR practitioner ensure that information reported on an HR dashboard is relevant for management decision making.
Human Resource Information System or HRIS manages the HR policies, processes, and people in an organization (Buzkan, 2016). Its powerful set of features work together to tackle the multi-faceted complexities of HR processes. Every HRIS comes with an array of so-called ‘indispensable features’ that are said to cover other vital processes and services. Yilmaz (2016) states that a human resources information system (HRIS) is standalone or SaaS-based software designed to aid HR departments in managing people, policies and procedures. HRIS solutions feature data entry, data tracking, data analysis, and information-related capabilities to address a wide range of human resources department needs, including applicant tracking, onboarding, payroll, performance management and accounting functions. Although your human resources department (HR) exists to deal with people, it still runs on data. A human resources information system (HRIS) or management system (HRMS) is software that stores the employee information HR needs to operate. The objectives of a human resource information system are to keep data accurate and more usable to speed up HR’s operations.
Employees are the vital force driving any organization, and as such making sure that employee information is properly stored and managed is of utmost importance. Despite the importance of employee data, many HR departments are still filing away paper forms and documents. This is not only inefficient and cumbersome, but it is also not the most secure option available (Siyam et al., 2019). Organizations must turn to software solutions for managing the efficiency of their internal HR procedures while being sure to maintain the integrity of dealing with sensitive employee data. In HR departments, poorly established and implemented policies and procedures directly impact the quality of life of employees within the organization. By tracking HR performance in a reliable way, businesses can improve efficiency and effectiveness of their business practices.
An effective HRIS provides information on just about anything a company needs to track and analyze data about employees, former employees, and applicants, from their first application, through their tenure on the job, to resignation or retirement. It’s a one-stop-shop for individuals, employees, managers and hiring and recruiting professionals to find information when they need it (Diez et al., 2019). As such, a comprehensive HRIS enables a company to more effectively project and budget its HR costs, and it can improve efficiency when it comes to decision making. Because all information and analysis are in one place, and because of integrated analysis and reporting capabilities, an HRIS makes it easy to find and analyze all available HR-related data, thereby facilitating an organization’s ability to make decisions about hiring, firing, pay, promotions, headcount, turnover and retention rates, and other personnel decisions.
Buzkan (2016) states that in most situations, an HRIS leads to increased efficiency in HR decision-making. While it’s harder to qualify, these decisions could also increase in quality, thereby improving the productivity of employees and managers, as the administrative burden is lightened. An HRIS can also improve privacy and security by securing information digitally. This is preferable to the easily accessible, difficult-to-protect paper records and spreadsheets, which are also prone to deterioration or destruction in the event of a natural disaster or a fire (Yilmaz, 2016). These systems can also play a role in enabling compliance by storing regulatory data, such as U.S. equal employment opportunity information.
HRIS can free HR administrators from handling non-strategic, mundane HR tasks such as data entry so they can focus on more human-related tasks, such as interviewing and personnel development. In addition, because an HRIS provides a centralized location for company information, announcements, links, policies and procedures, employees can find this information themselves and avoid asking HR redundant questions.
For example, if an employee wants to complete a frequently repeated activity such as vacation, direct deposit changes, electronic payment stubs, these steps are automated and are independent and unnecessary. As a result, paperwork is much less and approvals can be obtained more efficiently (Siyam et al., 2019). Managers have easier access to the information they need to plan, develop, and support the success of their direct reports. This not only helps employees engage, morale, and retain but also helps develop successor plans that can drive corporate growth and innovation. The data required for recruitment and talent management automates and simplifies the recruitment process, from the candidate selection process to integration into the company. This type of solution allows companies to shorten recruitment cycles, increase efficiency, ensure a quality experience for applicants, and promote internal mobility. In terms of personnel management, HRIS is designed to manage the entire employee training and development process (Were, n.d). Identify company and employee needs and define appropriate training plans. In this way, the employee becomes an actor in his professional career and receives a position adapted to his professional development.
Today, automation of most payroll-related tasks is essential to avoid repetitive and tedious tasks and to reduce the risk of errors. Payroll software can greatly streamline the billet preparation process. Payroll software must be able to adapt to certain regulations and social constraints. The company’s most sensitive job is to select the tool that perfectly suits your needs. Companies need a solution that is easy to use, works with existing tools, and provides a complete platform that goes beyond salary, including GA, GTA, salary, and HR. Siyam et al (2019) state that HRIS needs data on employee behaviour against established organizational standards. Hiring and retention are the most important elements of HRIS. Needless to say, it is the anchor for all HR policies and systems. The main task of HR personnel is to find new talents, acquire them, attract them, and finally retain them. HR also needs to ensure that employees not only work but also receive the necessary training. Receive appropriate compensation and benefits from your organization.
A good HRIS must be able to meet the needs of your organization (Khashman, 2016). If your organization requires specific modules such as salary, benefits, time management, license management, recruitment, training and development, employee database and reporting tools, HRIS must address these needs. Some organizations require online training with a learning management system linked to HRIS. Therefore, the selected HRIS software must be in a position to accommodate this requirement. HRIS should be easy to use. In other words, it’s not too complicated and users have a hard time using HRIS. HRIS must not contain technical terminology for use by novice users who are not familiar with the technology. In addition, it must be built under an attractive graphical interface that motivates users. This may include colourful icons and applications.
An effective HRIS should be able to provide superior reporting capabilities to help managers make decisions. Currently, Diez et al (2019) say managers are interested in the analytical information provided by the HR dashboard, which is part of some HRIS software reporting tools. The dashboard provides an overview of the entire HR function. HRIS needs to be flexible to adopt additional modules and may leave the module at any time. In addition, you must be able to incorporate additional changes as needed. For example, if your organization adds new departments, HRIS must be in a position to accommodate these additional changes. In addition, if your organization reclassifies some of the departments, functions, and notes, HRIS must be in a position to accommodate these changes. A good HRIS works with minimal maintenance costs and provides a return on the invested capital. Therefore, management should create a list of key metrics and return on investment measurement methodologies that will make it easier to estimate the benefits of HRIS. A good HRIS is one that provides vendor support when needs and problems arise. Supplier technicians must always stay in touch with the organization to provide the necessary support. After-sales service is very important to prevent HRIS implementation failures.
HR personnel should conduct regular performance reviews (eg twice a year) to assess employee performance and attitude, assess training and development requirements, and hand costs. There is. Workforce and productivity. HR departments need the ability and ability to deploy resources to achieve organizational goals. HR helps organizations stay one step ahead of competitors and maintain a competitive advantage. First, you must use HRIS 5 basic functions or basic functions to provide employees with the best customer service and excellent service. The HRIS process begins with hiring the right people for the right job at the right time so that employees can add value to the organization throughout their employment. HRM has a strategic plan based on the resources available, where these resources are, and how quickly they can be used. All these records and data are available (Buzkan, 2016). Big data is collected by organizations in a variety of ways. This can be done from an internal survey (large organization) or from a company specializing in research and data collection. This data is entered by the HRIS HR department and, after analysis, can be used for strategic planning of HR and the organization. The structure follows the strategy, and the organizational goals, vision, mission, objectives, and even the organizational culture are determined by data, knowledge, in a form that is currently available. The strategies described above will lead to coordination of the organization’s HR activities and resources, and will lead to the implementation (or modification) of policies, procedures, etc., and will have a significant impact on the organization’s revenue. Successful organizations have successful and satisfied employees. Because of success, employees can be rewarded above the market level, depending on the sector and employee quality (Buzkan, 2016).
Khashman (2016) posits that personal records are a collection of important information about employees. This includes employee personal information such as contact details and qualifications. Simply put, it is an electronic app that can display information about skills and functions in your organization. This is an electronic record (online or portable) of personal health information. Usually considered to be owned and controlled by the individual. Information entered into HRIS may be provided by individuals and their supervisors. Ideally, create a complete, dynamic and up-to-date personal record. Data elements include personal information and demographic information.
There are several challenges to successful implementation and use of HRIS. Many HR Information System (HRIS) products are available in markets for large and small organizations. These products are now more affordable and easier to use, and organizations can now customize them to meet their unique needs and requirements. Du Plessis et al (2016) says that HRIS is part of the organization’s largest management information system (MIS) and includes accounting, production, marketing and other functions. HRIS is used not only to improve HR information and processes but also as a diagnostic and analytical tool to determine how well organizational goals are being achieved. Robust HRIS maps all jobs and organizational charts in the HRIS system, and with proper job design and structure, HR professionals make tasks easier. For example, dismissal needs to be automatically reflected in all reports to facilitate the organization’s reporting, such as interviewing HR personnel and scheduling other terminations.
Currently, HRM is deeply involved in the organization’s succession planning and invests more in training and development. Talent management is more up-to-date with the use of market-related payrolls, incentive schemes, and electronic recruitment to reach a global pool of potential candidates. New Zealand’s modern HR specialist is another HR generalist with a thorough understanding of business and organizational strategies and is responsible for all HRM functions and activities. HR generalists have in-depth knowledge of all functional areas of HR, labour relations (especially labour law), management, safety and health, employment equity, and global workforce. The global economic landscape is becoming more and more intense as companies seek to compete by working faster and smarter. Increase innovation and minimize costs while increasing productivity levels per employee (Khashan, 2016). Job security is no longer guaranteed and employee loyalty is no longer given. Businesses have always faced many challenges, but business challenges with rapid and volatile changes will not become more prominent as in the 21st century (Siyam et al., 2019). Managers face a complex business environment with many competing benefits. Finding ways to increase productivity by making the best use of freely available intellectual capital in the form of existing productivity tools and employee knowledge is a major challenge for many. This study considers using HR big data that can be used to increase workplace productivity in a global environment using big data and HRIS used in the organization.
Here, no business process is as important as paying employees. Even small mistakes can make employees serious, and large salary issues can have a significant impact on business operations as usual. If workers are not paid as expected, it is unclear what they will hurt employers and cause other inconveniences. Therefore, you need to get the salary properly-by implementing or integrating it. Payroll is not the last stop for HR-related data. Salary data is usually replicated to other internal and external systems, such as financial systems, benefits systems, pension systems, reporting and analysis systems.
Integrated payroll focuses on the replication of HRIS employee data, compensation data, and compensation component data. Different salary systems require different formats of data, but typically all payroll systems have a basic employee data mechanism (name, address, date of birth, etc.) and their various compensation components (for example, basic salary, Bonus, car). Allowance). Some systems require both payment and annualized amounts. In some cases, compensation component objects also need to be duplicated.
In many cases, payroll systems also require other payment-related information such as grades and salary ranges. If you use HRIS to capture time, absence, or benefits data, this must also be replicated. Depending on the needs of your payroll system, you may need to replicate time recording data in the captured form or after evaluation. Data conversion is often an important part of payroll integration. All of this mapping must be defined before building the integration. Integrating HRIS into a payroll system is not always difficult, but it must be done correctly. The location is an integral part of payroll. Each country has its own regulations that usually need to be met by the HR system, and its integration needs to be able to handle these areas. If payroll-specific data exists, it is usually entered directly into the payroll system. After the integration, important tests are needed to ensure that payroll runs with the correct output as expected. The post-integration payroll run must be performed according to the pre-integration payroll run, with the exception of replicated data differences (for example, different salary amounts and bonuses).
Payroll integration is not always difficult, but it must be done correctly to avoid some of the results mentioned above, that is, errors that lead to employee misfortune. Some payroll systems require one complete file at a time, while others accept delta files that contain only changes since the last run. Sending a complete file at once is resource-intensive and often takes longer to run. This can affect data delivery to the payroll system and can affect data validation and payroll execution. In some cases, if HRIS does not process valid dates, you cannot extract the delta file because you do not know the changes that have occurred since the last run (Khashan, 2016). However, these scenarios are at least easier to manage than Web service integration but are much less secure.
Employee Performance Data
To optimize employee performance, you need a system that records employee-specific goals and assesses the performance of each employee associated with achieving those goals (Buzkan, 2016). While it is very important to set goals appropriately and establish an effective system to achieve optimal performance, when these key elements are in place, HRIS software has much more to track and manage performance. Help make it easier. HRIS also helps administrators create highly effective performance reviews and further improve performance management. Because employee performance is tracked on paper, it is difficult to see the ongoing process of employee development and performance. Using HRIS to store employee data in one place and make it available makes your journey clearer and makes it easier to find standards and improve and opportunity.
Employee performance data collected and tracked using HRIS should not move in only one direction. Managers benefit greatly from providing employee feedback on a daily or regular basis using the HRIS feature. By showing exactly what is done to employees and what can be improved upon project completion, managers can dramatically increase productivity and quality of work.
The human resources development component of the HRIS supports the planning and implementation of employee training and development activities. Using this system, HR personnel can compare employee qualifications with job requirements. The comparison enables HR personnel to identify gaps and plan development and training needs to fill them. This system maximizes employees’ ability to contribute to the organization. Without an effective HR information system, training, development, and management skills needed by company employees can be time consuming and error-prone (Yilmaz, 2016).
The system collects and processes the various types of information required to create a recruitment plan. This includes a list of unsatisfied jobs, job roles and requirements, job specifications, and job descriptions. This system basically provides HR staff with the necessary job data, educational requirements to promote internal and external jobs. HRIS can help an organization attract the right people, develop and leverage talent, align corporate goals and efforts, and maintain top performance (Diez et al.,2019). This information is linked to the line manager and the human resources department of the organization. HRIS electronic recruitment not only allows you to handle company candidate tracking activities, but also keeps you up-to-date by actively keeping in touch with candidates, prospects, and therefore employees. Promote HR management. You can set up talent groups to put the right people in the right places at the right time. This has to do with succession planning. The application, therefore, links recruitment and succession planning with the internal HR infrastructure (Khashman, 2016).
HRIS provides professional HR reporting and analysis options that provide real-time HR information. The system identifies trends at an early stage, makes informed decisions, manages human capital more effectively, predicts the demand for human capital investments, and the personnel costs associated with HR projects. Allows tracking of return on investment (Were et al., n.d). The information provided by HRIS assists in strategic planning, predicting future workforce demand and supply requirements, thereby improving employers’ ability to respond quickly to changing competitive environments and Adjustment, training in response to changing market conditions and accurate training on wage forecasting (Yilmaz, 2016).
Du Plessis, A.J. and De Wet Fourie, L., 2016. BIG DATA AND HRIS USED BY HR PRACTITIONERS: EMPIRICAL EVIDENCE FROM A LONGITUDINAL STUDY. Journal of Global Business & Technology, 12(2).
Were, V., Jere, E., Lanyo, K., Mburu, G., Kiriinya, R., Waudo, A., Chiteba, B., Waters, K., Mehta, P., Oluoch, T. and Rodgers, M., 2019. Success of a South-South collaboration on Human Resources Information Systems (HRIS) in health: a case of Kenya and Zambia HRIS collaboration. Human resources for health, 17(1), p.6.
Diez, F., Bussin, M. and Lee, V., 2019. Data Collection. In Fundamentals of HR Analytics. Emerald Publishing Limited.
Khashman, I.M.A. and Khashman, A.M., 2016. The Impact of Human Resource Information System (HRIS) Applications on Organizational Performance (Efficiency and Effectiveness) in Jordanian Private Hospitals. Journal of management research, 8(3).
Yilmaz, A., 2016. The Impact Of Hris Usage On Organizational Efficiency And Employee Performance: A Research In Industrial And Banking Sector In Ankara And Istanbul Cities. International Journal of Business and Management, 4(4), pp.14-52.
Siyam, A., Diallo, K., Lopes, S. and Campbell, J., 2019. Data to Monitor and Manage the Health Workforce. In The Palgrave Handbook of Global Health Data Methods for Policy and Practice (pp. 225-243). Palgrave Macmillan, London.
Buzkan, H., 2016. The role of human resource information system (HRIS) in organizations: a review of literature. Academic Journal of Interdisciplinary Studies, 5(1), p.133.