Human Resource Information System (HRIS) is a “system that seeks to merge the activities associated with Human Resource Management System (HRMS), that is, labor productivity, payroll and benefit management using the information technology and human resource in to a common database known as the enterprise resource planning software (ERT)” (Chugh, 2014). This is important especially to the HR director because he or she will have less intensive activities as compared to the mainframes used to manage activities in the past. It also helps in acquisition, storage, analysis and distribution of important information to different stakeholders for important decision making processes (Chugh, 2014). Risk management is also part of the human resource and helps cut off some of the problems that might reduce the effectiveness of a company or organization. Every successful company or organization must have a reliable and effective HRIS.
The HRIS have revolutionized over the years due to the great technological advancements that have occurred. One of the advancements is in the recruiting process. The current method used by most employers is the online recruiting or e-recruiting. It is used by the HR director or departments to get potential employees. This process is preferred because it is effective and efficient. On the other hand, it reaches so many people and is less expensive. The other advantages of e-recruitment are; it takes less or minimal time to hire the potential candidate for the advertised job and also makes it easier to get the right person. The applicants’ CV is matched to the job profile. The software used for e-recruitment is known as Recruitment Management System. Each step involved in e-recruitment has been updated online and is automatic (Rouse, 2012).
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This system also has it is disadvantages especially in an organization where the employees are not competent enough in using the web in terms of handling the databases. In so doing, the company or organization risks losing out on the potential trained and qualified candidates. On the other hand, the company risks losing valuable amounts of money that it might have put in the recruitment process (Rouse, 2012).
A company that uses the e-recruiting process employs different strategies and tools. These tools and strategies are; career websites, social media and job boards. On career websites, the employers post the vacancies and people are able to access them and make applications. Job boards include both large and small job boards. The employers use these boards to select and hire potential employees. The last tool used is the social media. The media had greatly advanced and social recruiting is now being used by employers. In a study conducted in 2010, 39% of companies use social media as a tool to manage their candidates (Merrell, 2011).
The other aspect that is associated with HRIS is the self-service technology. This technology helps employees to ask questions about the human resource data and perform some of the transactions related to HR. They are able to do all these processes without the help of the HR personnel. This system is also important to the supervisors of different departments because they are able to perform some tasks without necessarily involving the HR personnel. This technology has also enabled efficient communication within companies and reduces the use of paper work (Chugh, 2014).This technology also has it is disadvantages. It leads to loss of interaction between the employees or between the employees and the management. The HR department might also be understaffed leading to ineffectiveness of their work. On the other hand, the maintenance of this system is also costly. To reduce these disadvantages, the HR department needs to do more research on the available upgrades that might be needed in future. The second consideration is the security of the system. Not every company can afford this technology and if implemented in a company or organization, critical security measures should be put in place (Society for Human Resource Management, 2012).
E-learning and training is also one of the aspects of the HRIS. For a company to succeed, it needs not only to create a positive employee culture of management based on communication and trust but also consider the development of their employees. This development occurs in several ways which include leadership training, job training and skill development. To ensure all this is achieved, there should be ongoing employee training and learning. The learning and training helps employees stay ahead in the competitive market and also makes them flexible in their profession. The other advantage with this technique is that employees can view the information from wherever they are. The disadvantage of this process is that it is expensive to the company or organization for sustainability (Chugh, 2014).
When a company is deciding on how to conduct it is e-learning and training process, it should consider several factors. These factors include; ensuring that the topics for learning and training are interesting, the HR training staff and other heads of departments should always update the training content so that the employees stay up to date. The HR management or director should also ensure that employees or students are regularly enrolled in to the training programs, track their progress and finally evaluate their outcome. In doing so, the company has a chance to grow and develop (Chugh, 2014).
The training and learning of employees is managed through the Staff Training Module (STM). This module enables organizations to have the ability to enter, manage and track the employee and staff training. The employee’s activity and data are recorded and stored. Later on, they can be retrieved through the Analytics Module (Chugh, 2014).
References
Chugh, R. (2014). Role of Human Resource Information Systems in an Educational Organization. Journal of Advanced Management Science. 2 (2). 149-153
Merrell-Miller, J. (2011). What is Erecruiting? Retrieved November 4, 2016 from https://www.smartrecruiters.com/blog/what-is-erecruiting/
Rouse, M. (2012). E-recruiting. Retrieved November 4, 2016 from http://searchfinancialapplications.techtarget.com/definition/e-recruiting
Society for Human Resource Management (2012). Self-service: What are the Pros and Cons of using Benefits Self-service Program? Retrieved November 4, 2016 from https://www.shrm.org/resourcesandtools/tools-and-samples/hr- qa/pages/prosandconsofusingbenefitsselfservice.aspx
