We are living in an age of change. The tempo of change in the latter half of the last century has significantly accelerated. As this century progresses, it is expected that the rate of change will increase further. Much that was relevant in past has already become irrelevant. There is an increasing realization in the recent times that the success of a business enterprise in a complex and changing environment lies in efficient management of its Human Resources. Information is an asset and accomplishment for any organization to co-ordinate its activities. Hence an information system is required to be communicated effectively with the environment. Information stored in paper & files did not provide the holistic view required to optimize the most important assets of the knowledge economy, its human resource. It is only recently that the information technology has started playing an important role in storing and using information in every respect.
HRIS is an effort towards speedy, effective and professionally handling of information on resources for efficient management of Human Resource function. HRIS is a computerized system used to acquire, store, analyze and distribute information regarding an organization's human services and to provide services in the form of information to the clients or users of the system.
HR functions were among the first to be automated mabe along with accounting. HRIS grew over the years to take the shape of Employee Relationship Management (ERM) tools, Knowledge Management portals & Employee Portals. HR self help, e-Learning and knowledge sharing are some of the early benefits being reaped out of the system. A greater sense of organizational bonding can achieve what traditional HR aimed at for ages - lower employee turnover, high morale, effective personalized training & skill retention.
Thus the basic needs of HRIS is-
1.Efficiently storing each employee information and data for reference- personal data management, pay roll accounting, benefits management and planning.
2.Enabling informed decision making in day-to-day personnel issues, planning, budgeting, implementing and monitoring Human Resource function.
3.Providing data / returns to government and other public
4.Facilitating decision making in areas like promotion, transfer, nomination, settling employees provident funds, retirement, gratuity, LTC, and earned leave compensation.
The Human Resource Information System (HRIS) is a software or online solution for the data entry, data tracking, and data information needs of the Human Resources, payroll, management, and accounting functions within a business. Normally packaged as a data base, hundreds of companies sell some form of HRIS and every HRIS has different capabilities. Pick your HRIS carefully based on the capabilities you need in your company.
Typically, the better The Human Resource Information Systems (HRIS) provide overall:
· Management of all employee information.
· Reporting and analysis of employee information.
· Company-related documents such as employee handbooks, emergency evacuation procedures, and safety guidelines.
· Benefits administration including enrollment, status changes, and personal information updating.
· Complete integration with payroll and other company financial software and accounting systems.
· Applicant and resume management.
Being the most implemented project in enterprises, the potential for these applications is huge & can be gauged from the fact that every large software vendor, be it in ERP or CRM is bringing out products in this segment. BEA Systems (Weblogic Portal), Oracle (My Oracle), SAP (mySAP Enterprise Portal), Siebel Systems (ERM group of applications), IBM (Websphere Portal), PeopleSoft (PeopleSoft 8 HRMS) & Microsoft (Business Portal) are some of the major players.
The HRIS that most effectively serves companies tracks:
· attendance and PTO use,
· pay raises and history,
· pay grades and positions held,
· performance development plans,
· training received,
· disciplinary action received,
· personal employee information, and occasionally,
· management and key employee succession plans,
· high potential employee identification, and
· applicant tracking, interviewing, and selection.
An effective HRIS provides information on just about anything the company needs to track and analyze about employees, former employees, and applicants. Your company will need to select a Human Resources Information System and customize it to meet your needs.With an appropriate HRIS, Human Resources staff enables employees to do their own benefits updates and address changes, thus freeing HR staff for more strategic functions. Additionally, data necessary for employee management, knowledge development, career growth and development, and equal treatment is facilitated. Finally, managers can access the information they need to legally, ethically, and effectively support the success of their reporting employees.
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