Organizations have to find a way to be able to manage their internal processes efficiently. Human resource involves several transactions and information regarding employees. The use of a human resource information system (HRIS) is an efficient and effective way to track various human resource activities. The HIRS will deliver information regarding the recruitment, training, payroll, and administration of employees. This should assist in delivering valuable results for the human resource team and the organization as a whole. This paper provides an analysis of the HRIS system by considering the data vs process perspective, the logical process modeling, and comparing various HRIS vendors.
The importance of viewing HRIS from a Data and Process Perspective
Any HRIS organization must look at the HRIS system from the two perspectives which include the data and process perspective. The data perspective deals with an analysis of the data which the organization captures, the relationships and definitions in the data, and ignores where and how the data will be used by the organization. The process perspective deals with an analysis of the business activities and process that are undertaken by the organization and considers how data flows through the HRIS (Noe et al., 2017).
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The data and process perspective deal with different aspects of the HRIS and are critical for the development of the new system. Viewing from both the data and process perspective will enable it to critically analyze the data and deal with how the data is being used by the organization to carry out various processes. The data perspective will specifically help the team to be able to determine all the various types of data that will be handled by the organization. For instance, the company should be able to focus on gaining data regarding the specific skills and knowledge of the applications which can aid in the recruitment of new employees. The process perspective should help establish the various processes that the system and the received data should help with. In case the system cannot improve or help with the various processes, then the new system will not be of any significance. Looking at the HRIS from the process perspective should enable the team to outline various functions of the human resource team. For instance, the hiring and scheduling process will be handled efficiently by scheduling the best day when the interview will be carried out. Looking at the HRIS from both the data and process perspective should thus enable the organization to gather the right data and use the data to improve the various processes.
Logical Process Modeling with Data Flow Diagrams and the Physical Design Choice
The logical process modeling can be described as a representation of the business processes. The HRIS system will involve the process of gathering data by looking at the inputs and outputs (“Davis & Yen”, 2018). The new HRIS system should consist of several business processes, activities, and data that should deal with the initial data and the outcome. The first process in the logical model will involve entering data. The system will have a website portal with a database where applications should enter their information through the website. The information will be placed in different categories for proper analysis. The applicants will also be required to submit various documents such as their resume and other supporting documents. All the information entered will be stored on the system.
The next part of the logical process model will involve matching the information presented by the applicant to the various job requirements and positions. The system should then analyze the qualifications presented by the various students and make a final report on the best candidates. Hiring managers should be able to use the report to make critical decisions about successful applicants. Additionally, other individuals that are involved in the hiring process such as the administrators will be provided remote access to the system. The successful applicants should be able to schedule for an interview. The scheduling process will be handled by the system. After the interview, the successful applicants will be chosen and the system should notify the applicants.
The physical design of the system will be divided into three basic parts. They will include the process design, interface design, and data design (Stanton et al., 2017). The user interface design will deal with the layout of the system. Various users of the system such as applicants, hiring managers, and administrators will interact with the user interface. The user interface will have a section where applicants should be able to input their name, contact details, address, resume, and other relevant data. The system should be able to provide notification that the application and data have been received.
The data design involves the way which the data will be stored and represented in the system. The given system will make use of cloud computing for the storage of data. Cloud storage of the data should allow for its access at any place and any time as long as one has an internet connection. The data will be categorized into different sections based on the job requirements and the qualification of the participants.
The last section of the physical design will be the process design. The section will deal with the way data will be transferred throughout the system and how it will be verified, secured, stored, and retrieved. Once the data has been entered by the applicant, it will be encrypted for security purposes and moved to the company’s cloud computing for analysis, categorization, and storage. The information of the data at the cloud storage will only be accessed by authorized individuals such as the hiring manager and system administrators. The hiring managers should be able to pick the most qualified candidates for the job and then schedule for an interview.
HRIS Vendors
There are various HRIS vendors in the market and differ based on the cost, capabilities, and HR functions. The three vendors chosen for the comparison include Namely, Zenefits Software, and APS software (“Human Resources Software”, 2019). Namely has a one-time implementation fee of $50 to $80 per employee and costs about $20 per employee every month. Namely offers a cloud-based solution for companies and is fit for mid-market companies in almost every industry. The HR functions provided include having a central location to store employee information. Additionally, it offers an employee database that streamlines payroll, benefits, and talent management.
Zenefits prices go at $40 per month standard cost with an additional $5 for every additional user. Zenefits has several features that handle employee scheduling, critical human resources, user dashboards, and onboarding. Zenefits integrates with other systems such as the payroll and health insurance and users can set up a plan for the payroll, retirement plan, and insurance.
APS software offers competitive pricing that starts from $50 a month. It has several features such as payroll configuration, HR, and attendance. The platform integrates with a unified payroll system that can show commissions and reimbursement for taxed and non-taxed income. Additionally, the system comes with additional support through email, chat, and phone.
Out of the three systems, Namely will be the system since it has more features compared to other systems. The talent management of the system is an important feature that will be considered. It will allow for a proper time and labor management, talent management, and proper analytics.
In conclusion, the Human Resource Information System (HRIS) is an important tool in managing various HR processes. It is important to view the HRIS based on the data perspective and process perspective. The data perspective should enable identifying the specific data to be collected and the process perspective should enable identifying the uses and relationship of the different data. The logical process flow will involve an input and output procedure from the data collection to the time when an employee has been hired. The best vendor for the system will be Namely.
References
Davis, W. S., & Yen, D. C. (2018). The information system consultant's handbook: Systems analysis and design . CRC press.
Human Resources Software. (2019). Retrieved from https://www.softwareadvice.com/hr/
Noe, R. A., Hollenbeck, J. R., Gerhart, B., & Wright, P. M. (2017). Human resource management: Gaining a competitive advantage . New York, NY: McGraw-Hill Education.
Stanton, N. A., Salmon, P. M., Rafferty, L. A., Walker, G. H., Baber, C., & Jenkins, D. P. (2017). Human factors methods: a practical guide for engineering and design . CRC Press.
