Roles of HRIS in employee resourcing

IRP 322: Human Resource Information System (HRIS)

Instructor: Dr. Gbajumo-Sheriff

Outline

• Introduction to HRIS
• The role of HRIS in Human Resource/Personnel Records
• Organisational Communication: Intranet and Internet Communications
• Role of HRIS in Health, Safety and Security at work

Learning Outcomes

At the end of this course, students should be able to:

• Define and explain the meaning, concepts, and evolution of Human Resource Information System (HRIS).
• Identify and describe the major features, components of HRIS used in organizations.
• Discuss the functions of HRIS in managing recruitment, payroll, training, performance management, employee records, and other HR activities.
• Evaluate the advantages and challenges associated with implementing HRIS in organizations.
• Apply HRIS knowledge to solve simple workplace HR information management problems and organizational case studies.

Meaning of HRIS

A Human Resource Information System (HRIS) is a computerized system used for collecting, storing, managing, analysing, and retrieving information related to employees and human resource activities within an organization.

It involves:

• Human Resource Management
• Information Technology
• Data Management
• Decision-making systems

The Evolution of HRIS: From Paper Files to Smart HR Solutions

• 1. Manual Era (Before 1970s)
  • Employee records kept in paper files
  • Information stored in cabinets
  • Time consuming
  • Prone to errors and loss
• 2. Mechanical Era (1970s – Early 1980s)
  • Use of typewriters and calculators
  • Basic payroll processing
  • Still slow and labour intensive
• 3. Computerization Era (Mid 1980s – 1990s)
  • Introduction of computers
  • Payroll and employee records computerized
  • Data stored electronically
  • Reports generated faster
• 4. Digital Era (2000s – 2010s)
  • Integrated HR software systems
  • Modules for recruitment, payroll, training, performance, etc.
  • Better data accuracy
  • Self-service for employees
• 5. Modern Era (2020s and Beyond)
  • Cloud-based HRIS
  • Mobile access anytime, anywhere
  • AI and analytics for smart decisions
  • Automation and personalized employee experience

Concept of HRIS

• Database management: Stores employee information in electronic databases for easy access and retrieval.
• Automation of routine HR activities.
• Integration: Ensuring that different HR functions are connected within one system.
• Information processing: Collection, organising, and processing HR data into useful information.
• Decision support.
• Human Capital management.

Objectives of HRIS

• To improve efficiency in HR operations.
• To reduce paperwork (time-saving) and manual errors.
• To provide accurate employee information.
• To support managerial decision-making (faster decision-making).
• To improve communication within the organization.
• To enhance employee service and management.
• To facilitate workforce planning.
• To improve organizational productivity.
• Technological advancement.
• Legal compliance.
• Globalisation.

Challenges of HRIS Implementation

• High cost of purchase and maintenance.
• Resistance to change.
• Lack of technical skills.
• Data security concerns (cyber threats).
• Poor infrastructure - electricity, internet accessibility & connectivity.
• Training challenges.

Components of HRIS

• Hardware: Physical equipment used to operate the HRIS (e.g., Computers, servers, printers, scanners).
• Software: Programs and applications used to manage HR activities and employee data (e.g., Payroll software, recruitment systems, HR management applications).
• Database: Central storage system where employee information is kept and organized (e.g., Employee records, salary details, attendance data).
• People: Individuals who use, manage, and maintain the HRIS (e.g., HR managers, IT staff, employees, system administrators).
• Procedures: Rules, guidelines, and processes for operating the HRIS effectively (e.g., Data entry procedures, security policies, reporting processes).
• Network/Internet: Communication systems that connect users and allow data sharing and online access (e.g., Internet connections, intranet systems, cloud platforms).

Features of HRIS

• Centralised database: Storing of information in one location.
• Real-time information: Updates and access can be done immediately.
• Employee self-service: Update of general information, generation of payslips, application for leave, generation of reports.
• Security and confidentiality: Sensitive employee information is safeguarded through passwords and authorization controls.
• Reporting and analytics: The system generates reports and statistical analyses.
• Integration capability: Payroll, accounting, recruitment platforms.
• Automation of tasks.
• Online accessible from different locations.

Brief description of HR functions where HRIS is useful

• Employee record management
• Recruitment and selection
• Payroll management
• Attendance and time management
• Performance Management
• Training and Development
• Leave Management
• Compensation and Benefits Administration
• Employee communication
• HR planning and forecasting
• Health and safety management

The role of HRIS in Human Resource or Personnel record-keeping

Learning Outcomes

At the end of this lecture, students should be able to:

• Define personnel records and Human Resource Information Systems (HRIS).
• Explain the importance of personnel records in organizations.
• Describe the role of HRIS in managing personnel records.
• Identify the benefits of using HRIS for employee record management.
• Discuss challenges associated with HRIS in personnel record keeping.

Introduction to Personnel Records

Traditionally, when an employee joined an organization, a physical file was opened containing personal and employment information (name, date of birth, address, gender, marital status, contact details, next of kin, educational/professional qualification, spouse and children information). These records were stored in files and cabinets, labelled by staff numbers or surnames, and used for daily operations, planning, and decision-making.

Personnel records refer to documented information maintained by organizations about employees throughout their employment period. They contain personal, administrative, and employment-related information used for HR decisions and legal purposes, providing a complete history of employees within the organization.

Other types of personnel records:

• Employment records: Date of appointment, job title, department, employment letter, promotions, transfers.
• Attendance records: Absenteeism data, work schedules, leave records.
• Compensation records: Salary details, bonuses, benefits, payroll information.
• Performance records: Appraisal reports, performance ratings, supervisor comments.
• Training records: Training attended, skills acquired, certifications.
• Disciplinary records: Warnings, grievances, complaints, sanctions.

Why keep records?

• It provides employee history.
• It supports HR decision-making.
• It assists workforce planning.
• It ensures legal compliance.
• It facilitates employee tracking.
• It improves organizational control.
• It supports payroll administration.
• It assists performance management.

Role of HRIS in Human Resource/Personnel Records

1. Centralised storage of employee information: Having employee records in a single database rather than scattered paper files, leading to easy access, better organization, reduced duplication, and improved record consistency.
2. Faster retrieval of information.
3. Improves accuracy of records: Reduces missing information, calculation mistakes, duplication of files, and other human errors.
4. Enhances data security: Password protection, user access levels, encryption, backup systems.
5. Supports record updating: Promotions, change of address, salary increase, department transfers.
6. Facilitates compliance and legal requirements.
7. Supports decision-making.
8. Generates reports and analytics: Absenteeism, training, staff turnover or employee demographic reports.

Traditional vs HRIS-based records

Advantages of HRIS in record-keeping

• Time-saving
• Costs reduction - legal, employee costs, cost of errors
• Improves accuracy
• Enhances security
• Provides quick access to information
• Reduces paperwork
• Improves decision-making
• Supports compliance requirements
• Improves employee service delivery

Challenges organisations can face using HRIS

• Cost of software purchase, including installation and maintenance costs.
• Data privacy risks.
• Need for training.
• Technical problems - system failure or software errors.
• Resistance to change.

Organisational Communication: Intranet and Internet Communications

Learning Outcomes

At the end of this lecture, students should be able to:

• Define organisational communication.
• Explain the importance of communication within organizations.
• Differentiate between intranet and internet communications.
• Explain the role of intranet and internet communication in organizations.
• Discuss the benefits and challenges of intranet and internet communication systems.
• Explain the relevance of intranet and internet communication to Human Resource Management.

Organizational communication

Organisational communication refers to the exchange of information, instructions, ideas, and feedback within and outside an organization for achieving organizational objectives.

Link between organizational communication and HRIS

• Human Resource Information Systems (HRIS) depend heavily on communication technologies.
• HRIS is a computerized system used to collect, process, store, retrieve, and distribute HR information.
• Communication systems act as channels through which HR information flows.

Introduction to Communication in Organizations

Communication is vital for coordinating activities, making decisions, managing employees, and achieving organizational goals.

Traditionally, organizations communicated through:

• Notice boards
• Circulars
• Face-to-face meetings
• Printed memos
• Telephone calls

As organizations grew and technology advanced, manual communication became inefficient. Digital technologies have led to the evolution of communication methods from traditional systems to electronic communication systems. Today, intranets and the internet improve communication speed, accessibility, and efficiency, becoming essential tools for HRM in sharing information, managing employees, and supporting organizational performance.

Link between organizational communication and HRIS

Intranet Communication

• An intranet is a private internal network that uses internet technologies for communication within an organization.
• It is accessible only to authorized users.
• It is a private internet for employees.

Characteristics of intranet communication

• It is internal.
• It is owned by the organization.
• It is private and secure.
• It is restricted.

Importance of intranet communication in HRIS

• Faster internal communication.
• Better information accessibility.
• Reduced administrative work.
• Supports knowledge management.
• Improved employee engagement.

Internet communication

• The internet is a worldwide communication network connecting users and organizations globally.
• Internet communication allows organizations to communicate with external stakeholders such as:
  • Customers
  • Job applicants
  • Suppliers
  • Investors
  • Government agencies

Importance of internet communication in HRIS

• Global recruitment.
• Remote work.
• Virtual collaboration.
• External stakeholder communication.
• HR activities become electronic.

Internet communication tools used in HRIS

• Emails
• Corporate websites
• Social media
• Video conferencing
• Online recruitment portals
• Cloud-based collaboration platforms

Challenges of intranet and internet communication

• Security threats.
• High set-up cost.
• Employee resistance.
• Employees require digital skills.
• Technical problems - network failure, server downtime, internet disruptions.
• Information overload.

Differences between intranet and internet communication