The Mission of Gizmo Software Consultation Company is to offer accurate information on current trends, popular software, provide a clear overview of issues and solutions that can be used to solve problems and to supply customers with their technological needs. The customer-orientation based service helps the client in understanding and appreciating the benefits they reap from working with the company. GIA Company is a respectable online platform that has been making major strides in the economy hence the company values the relationship formed in the course of this project.
E-HRIS is a growing trend in the HR world and it would only be fit that GIA becomes one of the first companies to adopt it. However, this process as discussed earlier can have diverse shortcomings due to inefficient planning in preparation for the integration. HRIS helps HR managers in performing their roles effectively and efficiently providing systemic and simplified service to customers. It is important to adopt this system since employee data is stored in an easy and systemic way. The company is also able to supply data and submit returns to the government in a more comprehensive manner.
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Most managers are unaware of the benefits of using HRIS in their company. This is probably due to the lack of proper channels of communication and expert information. HRIS allows for faster information processing, increased information accuracy, improved planning and program formulation, and enhanced employee integration, higher data retrieval rates, easier declassification and reclassification of data and better work culture. These benefits can be reflected in all the different processes discussed from recruitment to law regulations. However, to implement HRIS appropriately, managers must ensure that all employees are commitment, inclusivity of all employees in the company and better channels of communication in the company.
Introduction
Human Resource has become a core component of modern day organizations where more investment is being diverted into the integration of IT systems in the organization framework. It is evolving more into a technology based profession, changing into a portal to other members of the organization rather than a department of individuals (Johnson & Gueutal, 2014). The rate at which the globe is shifting to new kinds of new kinds of technical knowledge requires HR practitioners to move with the tide and adapt to the new ways of Human Resource service delivery (Johnson & Gueutal, 2014). e-HRM and eHRIS are two ways in which companies are shifting towards the online world. In both, technology acts a bridge connecting the different participants involved in Human Resource and substituting for these participants in executing HRM activities (Bondarouk, Parry, & Furtmueller, 2016). This study focuses on the various issues that may arise in the process of integrating the currently existing HR services with e-HRIS and providing various recommendations that can be used to surpass these barriers.
Federal Compliance Activities
Organizations are always subject to federal and state regulations that exercise mandate over how business is conducted (Rietsema, 2019). These regulations require companies to collect information and report it appropriately to the relevant authorities. GIA faces the issue of determining how to identify the kind of e-HRIS that allows the company to remain compliant with all law requirements (Johnson & Gueutal, 2014). HR professionals are expected to be aware of all the federal and local laws of regulations that affect the operation of their business. These laws change over time hence HR practitioners need to stay alert. Some of the issues that may impede the transformation are pending changes in tax codes, financial reports, health care and equal employment opportunity compliance (Rietsema, 2018). An appropriate e-HRIS helps a company in complying with regulations and making the process of compiling information much easier.
e-HRIS can help in providing updated information about new law requirements affecting the business. Most cloud-based HRIS applications such as iHRIS deliver updated information on new law requirements automatically to their user (Rietsema, 2018). Most cloud based HRIS software are also capable of sending out an alert to the user when compliance requirements change (Bondarouk, Parry, & Furtmueller, 2016). In addition to that, a HRIS software helps in offloading most of the work HR practitioners have to do on paperwork completion, storage and organization. It helps in compiling information that may be required for audits or by appropriate government agencies in real time (Rietsema, 2018). The documents are easily accessible and can be printed at ease whenever the user needs the information. The government has strict laws on withheld wages. HRIS helps in keeping track of this information ensuring employees are not wrongfully denied pay.
Staffing Models
Staffing models involve formulation of tables, graphs and charts that are used to measure roles pertaining staff such as work activity, amount of working hours, understanding how employee time is spent and determining costs (Bondarouk, Parry, & Furtmueller, 2016). Most companies can be witness to the issues they have faced while trying to manage their employees and ensuring that all workers feel equally valuable (Rietsema, 2015). Staffing models are not always perfect, especially when they are the product of a human mind. Various issues may be encountered such as overburdening on operational staff, task assignment, wastage of time on a project and staff retention issues. Many companies fail while trying to integrate e-HRIS into their system since they fail to lay more focus on balancing the existing roles with the new roles added with the assimilation of the new process. HR is meant to ensure that employees feel satisfied by addressing any issues that may be affecting them (Bondarouk, Parry, & Furtmueller, 2016).
However, these problems can be avoided if some simple requirements are followed. HRIS implementation means more roles are added to Human Resource hence a certain level of balance should be reached to ensure that all the new tasks are evenly distributed (Rietsema, 2015). The workforce must receive prior preparation on the new integration so as to ensure everyone is onboard with the plan. The employee should receive some incentive or overtime pay for the extra work they take on (Bondarouk, Parry, & Furtmueller, 2016). HRIS implementation should ensure that every task is handed over to a competent group of workers, with the required skill set, guaranteeing an efficient project development (Bondarouk, Parry, & Furtmueller, 2016). Retention of employees only requires a company to strike the right balance between satisfying the employee without compromising on any of the company interests. There should also be accurate record on the incentives agreed upon with the employees (Bondarouk, Parry, & Furtmueller, 2016).
Recruitment
E-HRIS information systems can make the whole recruitment process more systematic and easy. Every business wants to ensure that they employ the best employees available in the market so as to stay ahead of the competition. This process can prove to be too costly however not as much as hiring in an untimely manner or failing to hire at all (Rietsema, 2019). The main issues that arise in this scope of HR duties is latency in identifying the appropriate individuals for particular positions, failing to capture adequate information on desired applicants and lack of a system by which new employees are recruited. A competent HRIS system must ensure that all parts of the system are working at high levels from input of new hires to a full recruiter based desktop (Rietsema, 2019). The company should always be aware of the job placement progress and the various new employees that are coming through.
The whole idea of integrating e-HRIS is to ensure that the recruitment process is easy, conclusive and streamlined (Bondarouk, Parry, & Furtmueller, 2016). Issues can be avoided by centralizing and controlling the whole recruitment process by identifying vacancies, receiving recruitment requests, interviewing the applicants, tracking the applicants and maintaining communication and pre-employment checklists that stipulate what GIA may be looking for in a new employee (Johnson & Gueutal, 2014). All the information should be accessible from one panel to simplify the process of adding information to the relevant sections. The HRIS system should enable the company to attract the best candidate that aligns with the required values, culture and company brand (Bondarouk, Parry, & Furtmueller, 2016). Employees are usually impressed by a company that seems competent in their work. To identify such targets, questionnaires should be provided in that same panel discussed before. This places each applicant in their own section which contains all the different information collected throughout their recruitment process creating an efficient tracking process (Rietsema, 2019). Data-driven recruitment allows HR to make more comprehensive decisions on the type of people they bring in.
Onboarding
The onboarding process creates the first expressions for new employees. It gives them the impression of what the organization’s values are and why they chose to work in GIA. Recent studies indicated that only a small percentage of 12 employees thought that the companies they worked for had a good onboarding process (Wigert & Pendell, 2019). This indicates that there is a great disparity in how companies handle new recruits. Onboarding should me more of a journey that allows a new hires to grow slowly into the company and feel comfortable working there. Most onboarding processes do not represent the company’s culture hence most new employees never understand whether the job is for them (Wigert & Pendell, 2019). Onboarding should enhance retaining of employees, engagement and their experience. Other issues include short onboarding programs, disorganized onboarding procedure and an unremarkable onboarding program (Wigert & Pendell, 2019). New hires also encounter numerous problems in their first few weeks at work such as unfamiliarity with different parts of the workplace, inadequate working resources and inadequate socialization with more experienced members of the workforce (Wigert & Pendell, 2019).
E-HRIS tools can help in simplifying the onboarding process by allowing new employees to view information at their preferred pace and fro wherever they are. This a system ensures that all new hires receive the same information upon onboarding rather than being assigned to different trainers and managers who might offer the onboarding experience differently since people differ in character (Wigert & Pendell, 2019). Traditional methods of onboarding involving long meetings and presentations may be too tedious and unappealing to the new generation, therefore, the company should focus more on interesting activities such as games, skits and costumes (Robb, 2013). The HRIS platform should have a clearly stipulated set of activities that new hires are expected to go through to prevent any sort of confusion on their first days at work. New hires should also be provided with a “buddy” whom they can call up on when they are facing issues with their roles (Bondarouk, Parry, & Furtmueller, 2016).
Conclusion
As seen in the discussion above, HRIS is a very powerful tool in automating HR processes. HR information systems have brought about dramatic changes to how HR services are delivered. When integrated and used efficiently, HRIS can make HR professionals more efficient and more informed. Research has indicated that companies that integrate HR management in HRIS are more likely to be more productive as compared to those that fail to adopt the new software. The above discussion shows how HR is interconnected with countable aspects of the organizational framework. However, the integration of HRIS can be impeded by various issues such as overworking employees, failure to adhere to federal and state regulations and poor onboarding processes. As seen, these shortcomings can be avoided by following the given recommendations.
References
Bondarouk, T., Parry, E., & Furtmueller, E. (2016). Electronic HRM: four decades of research on adoption and consequences. The International Journal of Human Resource Management , 98-131. doi:10.1080/09585192.2016.1245672
Johnson, R., & Gueutal, H. (2014). Transforming HR through Technology: The Use of E-HR and HRIS in Organizations. The SHRM Foundation .
Rietsema, D. (2015). Issues with Staffing That Can Affect HRIS Implementation. HRIS Payroll Software.
Rietsema, D. (2018). Ways a HRIS Can Help Ease Compliance Worries. Lucerna, LLC.
Rietsema, D. (2019). How HRIS Recruitment Features Can Improve Hiring Processes. HR Payroll Systems.
Robb, D. (2013). Welcome Onboard: Online tools help ease the way for new hires and get them up to speed. The SHRM Foundation.
Sheehan, J. (2013). Top 10 Issues For HR Teams & How To Fix Them . HRZone.
Wigert, B., & Pendell, R. (2019). Problems with Your Onboarding Program. Gallup.
