Data entry and information tracking needs of the human resource such as payroll, administration, and bookkeeping functions within a firm are enabled online through the human resource information system. This is also known as the human resource management system. HRIS packaged as a catalog is sold by many companies, each having different capabilities. HRIS should be selected carefully based on the skills needed in business (Ngai et al , 2014). Companies may require various types of skills depending on the kind of business they deal in. However, the company needs to choose a system that can grow with its business regardless of the type of products or services they offer. An effective HRIS should track the information listed below:
Complete integration with payroll, company financial software, and accounting systems
It is possible to update a salary in one system and omit the other if the systems do not connect. The paychecks will not be correct in this case. However, when these systems incorporate there will be no detachment between the official disburse rate and the information on the pay slip.
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Applicant tracking and resume management
The vital information from the candidate can be passed to the worker’s side when the recruiter clicks a hired button if this system is faultless. In the case of this incident, the data entry and paperwork will practically vanish (Ngai et al , 2014). There will be enhanced precision when the candidate puts in his details when applying. The pay will wholly match if the offer letter is produced out of the same scheme as that of the payroll scheme
Performance development plans
A firm’s plans should be recorded in a central system where they can simply follow the worker from position to position. Reports can be carried out by senior leadership to establish the progress of the people and what their supervisors are planning for their prospect
Disciplinary actions
The company should keep records of the people that have been demoted, or suspended, or those whose unconstructive actions were taken against them. This will help the admin in the human resource department to make decisions on whether the person in question is eligible for rehire even after they leave the organization.
Training records
These records are vital in enterprises where certifications and licenses are necessary However; this information may still be useful in other enterprises where such records are not crucial.
Benefits of the right HRIS
The company needs to customize the HRIS that it has selected to meet the needs of the enterprise. This will help provide the firm with the information it needs to track and analyze the applicants, and former and current employees.
Implementing a basic HRIS is relatively cheap. This system should be applied according to the company’s needs as this will help the firm to run turnover reports as well as post organizational charts. Also, a better HRIS will assist the managers to access past performance appraisals.
Workers are enabled by the human resource team to do their updates and address changes with a proper HRIS in place. This will, in turn, free the HR staff to deal with more strategic functions. Equivalent handling career development and growth, knowledge development, and data necessary for employee management are thus enabled.
Managers can update their reports and enter plans into the software to support the success of their subordinate employees. This is made possible with an effective HRIS in place, as the managers are in a position to access the information they need legally and ethically.
How to select HRIS
To manage their benefits plan, it is necessary for the companies to help the HR to manage both the abundance of information and the money spent on the benefits plan (Ball et al , 2014). This is because HR faces limited resources and constantly changing data. The HR and other executives should thus select the best HR information technology to manage all these details. They should consider the following:
Degree of flexibility and scalability
HR professionals should consider the level with which this information technology can interface with other kinds of systems and data. They should as well be in a position to determine if the software can import data from numerous excel spreadsheets, databases, and paper documents (Ball et al , 2014). The software selected should be able to filter information taken in from multiple sources automatically. Billing and eligibility issues can be eliminated through the automation of the updated format, transmission schedule, and delivery report without having to manually manipulate data before it can go to a carrier as demanded by many online enrollment solutions.
Accommodate eligibility rules of the company
Effective HR software should be in a position to evaluate each registration and apply the necessary combination of standards, messages, prompts, and options. The company should select software that is designed to meet the exact eligibility requirements of that particular firm.
Ability to grow with the company
HR information technology should be able to grow and scale with the enterprise. The HR should assess whether this technology will be able to increase the number of employees, offices, benefits, changes, and rules increase in the firm. The company should be assured about the thresholds for each of these elements.
Ability to integrate with other systems
Greater efficiencies can be obtained in a firm when data and employee information entered into the system can be shared with other systems. The HR professionals should thus adopt this system if the payroll and other functions share most of the same information. This will be of benefit to the management.
Need to hire skilled personnel to work with the system
A system that requires does not require a high level of training and technical expertise may be cumbersome and time-consuming. This may reduce the HR information technology value and thus should be avoided by all means.
Purchase cost
The cost of acquiring the system should be reasonable (Ball et al , 2014). However, if training the personnel that will work with the machine is involved, the price is likely to hike as other expenses will be incurred in the process such as travel and accommodation.
Maintenance cost
Regular updates are often required when the software is installed in the company's on-site workstations. These updates may at times be cumbersome to plan for and manage depending on the type of HRIS installed thus the firm should be aware this information before purchase.
Security
Security measures should be built into the Hr information technology. The professionals should choose software that is available online, through the ASP model. In this case, the provider will be in a position to offer daily backups, backup servers, and protective layers.
Challenges to HRMS
Change management
This issue poses as to confront to the HR since there have been no intensified focus on training to added competencies to deal with this situation (Haines et al , 2012). This is because HR professional training and development have not been the focus point for many companies.
Leadership development
HR professionals are expected to provide essential structures, processes, and points of view to select and develop future leaders. This has been identified as a vital strategic initiative that will ensure the rights of employees are retained, a culture of the organization that supports performance from within to gain market position and managers are prepared to take on leadership roles so that the firm remain viable for a long time (Haines et al , 2012). In the real sense, this may be close to impossible in most of the organizations.
HR effective measurement
Lack of appropriate tools to measure HR effectiveness regarding transaction management and positive influence in the business limits improvement. When the HR effectiveness is measured, this will be the beginning of a shift from how HR’s role is perceived in an organization. The HR team will be more of a true strategic partner within the organization.
Solutions to HRMS challenges
Proven tools and strategies are needed to surpass human resource management challenges. Such solutions could revolve around implementing strategic organizational change to increase quality, productivity, and worker satisfaction. In this case, the HR’s role will be perceived as in the organization (Haines et al , 2012).
Constructing an effective training program will help them to select and develop future leaders. In turn, they will be in a position to hire and retain skilled personnel. This will also help the HR to deal with change management.
Structuring benefit packages and measures their success, these appropriate packages will help to measure the HR performance and suggest room for improvements. This will render the HR team as a true strategic partner within the organization.
Leveraging technology helps to enhance the contributions of the human resource function to a firm. This can be achieved through the adoption of efficient information technology that is in a position to grow with the organization.
Using data and statistics helps to make well-versed business decisions. This strategy will help the HR know the need for training for leadership development and change management. Moreover, they will be in a position to measure their performance and improve where necessary.
References
An, H. R. I. S. (2013). Human resource information systems: User group implications.
Ball, K. S. (2014). The use of human resource information systems: a survey. Personnel review , 30 (6), 677-693.
Haines, V. Y., & Petit, A. (2012). Conditions for successful human resource information systems. Human resource management , 36 (2), 261-275.
Ngai, E. W. T., & Wat, F. K. T. (2014). Human resource information systems: a review and empirical analysis. Personnel Review , 35 (3), 297-314.
