Human Resource Information System Essay

The function of human resources (HR) departments is generally administrative and common to all organizations. Organizations may have formalized selection, evaluation, and payroll processes. Efficient and effective management of â€Å"Human Capital† progressed to an increasingly imperative and complex process. The HR function consists of tracking existing employee data which traditionally includes personal histories, skills, capabilities, accomplishments and salary. To reduce the manual workload of these administrative activities, organizations began to electronically automate many of these processes by introducing specialized human resource management systems. HR executives rely on internal or external IT professionals to develop and maintain an integrated HRMS. Before the client–server architecture evolved in the late 1980s, many HR automation processes were relegated to mainframe computers that could handle large amounts of data transactions. In consequence of the high capital investment necessary to buy or program proprietary software, these internally developed HRMS were limited to organizations that possessed a large amount of capital. Raija and Hlonen (2009) described the role of information systems in the process of combining district organizations which use information system in financial administration, HRM and social welfare. They explored the role of IS in decision-making in public sector. The lack of inter-opera ability between legacy systems and new information systems was perceived as a huge problem. In the present situation of our economy, most of the companies used manual system in their company, also some are using computerized system which lessen the expenses and saves time. An effective and well-designed Human Resource Information System shall make it easier to manage record, update files and retrieve records in Employee records. Confidentially, accuracy and integrity are maintained. The use of computer enables user to minimize efforts to do a certain job or action nowadays. When the Information Technology emerged, it gave a great impact when it comes to business problems especially when it comes to data entry accuracy, managing data’s and retrievals. Dr. Karishna & Meena (2010) identified the various functional areas to which ICT is deployed for information administration in Higher Education institutions. Current level of usage indicates a clear integration of ICT for managerial or information based administration in higher education institutes. Matthew &Douglas (2009) analyzed that nature of developing IS in any organization is characterized by multi dimensional and often messy problems, involving technical organizations and personal dimensions. David et al(2010) analyzed the main traits of efficient firms and the main sources of firm’s efficiency through samples of catalan firms. Firms efficiency shows a significant improvement when advanced ICT uses are combined with human resource practices, Dileep (2010) indicate that HRIS is an integration of HRM and information systems. HRIs helps HR managers perform HR functions in a more effective and systematic way using technology. HRIs system usually a part of the organization’s larger management information system which would include accounting, production and marketing functions. Ikhlas & Zaid (2010) indicate that the quick response and access to information were the main benefits of HRIS implementation. They also identified the cultural and financial barriers to the implementation of HRIS. Kristine & David (2010) identified the implementations or upgradation of HRIS has been undertaken with the aim of utilizing HRM functions.. Barriers also associated with the acceptance of new or upgraded HRIS.HRIS play an important role in shaping user perception and behavior. The addition of information technology to the human resource industry has revolutionized the contemporary workplace. HR professionals now have an increased capacity not only to gather information, but also to store and retrieve it in a timely and effective manner. This has not only increased the efficiency of the organization but also the effectiveness of management functions. New technology has also created opportunities for higher levels of stress for younger and older workers alike (Mujtaba, Afza, and Habib, N. (2011), unethical temptations and behaviors (Mujtaba, 2011), and opportunities for better leadership practices (Mujtaba and Afza, 2011). After delivering our suggestions for the Customer Appreciation Program, Kudler has asked us to evaluate the Human Resource Department, to see what changes need to made, to make the process better and smoother. Before making suggestions, we have to analyze their current setup. The Human Resources Department is a valuable department, so we want to assure that Kudler’s is running smoothly and efficiently. Kudler’s current HR Department is setup in the following manner: they use Quick Books and outsourced their payroll to Intuit. Intuit tracks all the following information for each employee. They track the employee’s personal information, pay rate, tax exemptions, hire date, seniority date, and organizational information. Changes to any of this information, can only be change by submitting a special form in writing by the employee’s supervisor and entered by the accounting clerk. The accounting clerk also keeps a file with the appropriate tax forms for each employee and all changes to employee data. The employees turn in manual time sheets weekly, which are approved by the store manager. The time sheets are then faxed to accounting, where they are entered for payroll. All changes have to be approved by the direct supervisor and store manager. Each store manager is responsible for keeping the files of their employees. They are kept in a locked file and include the following information: job application or resume, performance reviews, I-9 forms, and any disciplinary memos or performance management issues. The managers are also responsible for tracking any time off, which includes vacations.