PatelP.asgn1

8/3/2019 PatelP.asgn1

1/15


2/15

Table of Contents:

Page

Introduction .. 1

Functions within HR Department .. 2

HRIS Project Team.. 4

Data Dictionary for the Employee Function.. 5

Regular and Legislative Reports. 6

Security

Requirements....

. 7

Hardware

Requirements

. 8

Other Systems connected to the

HRIS..

. 9

Basic Vendor Matrix & New Features in HRIS .. 10

Reference. 12


3/15

INTRODUCTION:

21st century is a technological era. The human resource department plays an important role in the

industry for managing the people inside the organisation. HR department is responsible for hiring

the new staff, giving the training to new employees and to old employees if there is

implementation of new system in the organisation, maintaining payroll system, treat the medical

& health plans to the employees, arrange and implement the employee benefits programs,

conduct the employee assistance program, personnel research and HR audit etc.

The new developed computer operated system which human resource department used, works

smoothly their functions in the organisation. Its very updated and automated technological

system called HRIS (Human Resource Information System). HRIS also termed HRIMS (Human

resource Information Management System) too. The HRIS is a software or online portal for the

data entry and tracking of Human Resources, payroll, accounting and management functions

within a business. It is a tailor made computer system because the different companies use

different functions to run their business. Many companies use HRIS to track the effective

business functions like, attendance, pay raise, pay grades, performance and development plans,

to store the employees personal information, applicants resume scanning, interviewing and

selection. With the use of proper HRIS, employee of human resource department can update the


4/15

address, and benefit plans. In contrast, employers can admittance the information they need to

legally and effectively support the success of their reporting employees.

FUNCTIONS WITHIN HR DEPARTMENT

HRIMS (Human Resource Information Management System) are rapidly becoming a vital part

of many HR departments. HR departments easily collect, manipulate, analyze, and distribute

important information about the people of the organisation through the HRIMS. The functions

within HR department are:

Human Resource Planning in the Organisation.

Recruitment process, pre-recruitment process, and joining formalities.

Improvement of Compensation Packages

Training and Development

Compliance to Equal Employment

Employee personal file maintenances, employee data base

Employee benefits

Medical benefits and Health & Safety


5/15

Personnel Research GAP Analysis, performance appraisals & HR Audits

Planning in the Organisation In the organisation, HR department placed with the objective to

forecast, maintain research, and managing the people within the organisation. All employeesrecruited in the organisation for the achieving the goals and mission of the organisation. HR

department is responsible for conducting the research demand and supply of workforce.

Employment-Recruitment and Selection of Employees The most fundamental role of the

department is to recruit the people for the organisation. HR department consider the most skilful

and competent candidate from the applicant pools, selects the right candidate for the right

position, recruit the right candidate, and give the formal offer letter.

Improvement of Compensation Packages Motivated and rewarded employees contribute to

the value creation, are the assets of the organisation. Rewards should be made to the employees

who done well. There should be made some changes to compensation packages if exists. It may

include indirect and performance bonus.

Training and Development Training to the new recruited candidate or to the old employees in

case of new implementation of system in the organisation, and analyse the growth of the

company, development of employees.

Compliance to laws HR department sees the compliance to different laws like, equal wage

parity, equal employment opportunity, minimum wage, health and safety, statutory holidays etc.

Personal Research & HR Audits Department conducts GAP Analysis, performance

appraisals, information about the wage range in the industry, demand and supply of employees.

HR department periodically conduct the audits of human resource.


6/15

HRIS PROJECT TEAM

HRIS project team is responsible for putting the new system into operation. It may include in

different people in different position. Success of HRIS project depends on how the team and how

well in performs. In a small companies, HR Team is a one person, and in big industries it

consists of number of peoples but the always keep back up is benefitting the organisation

whether it is small or big.

HRIS project team consists of


7/15

HRIS Project coordinator It is firs and highest level of team and this person enables the

whole team running properly and keep the overall control over the human resource

information system project team.

Senior HR manger This person works to the project leader assistance and in second

level after project leader. He or she position is bigger than the other persons of that

department except leader. He or she handles the whole department and oversee the works

and results of the department, generate the final report and present to the leader.

HR Manage Assistant This works on the third level of HRIS Team. He or she gather

information, distribute the information and analyze the information with the help of other

peoples on the same level. He or she reporting to the senior HR manager.

Other employees in Third Level it consists of HR assistants whose work are relating to

the finance, payroll, MIS, information and technology, HR administrator and clerk who

actually works on the data.


8/15

SAMPLE DATA DICTIONARY FOR EMPLOYEES FUNCTIONS

HR department employees keep the track of employees data records. I presented those functions

with the field data which they use to keep track as following:

Function Field Defination

Last Name

First Name

Middle Name

Birth Date Numeric, symbols

Current Address

Permanent Address

SIN No. 9 characters, Numeric

Bank Account No. 10 - 12 characters, Numeric

Bank Type Appx. 10 Characters, Alpha, English/French

Bank Name & Branch Appx. 10-20 Characters, Alpha, English/FrenchEmployment Background Appx. 30-50 Characters, Alpha, English/French

Drug Screen Appx. 30-50 Characters, Alpha, English/French

Data Dictionary for Employee Functions

Appx. 10-15 Characters, Alpha, English/French

HR Department

Functions

Appx. 20-40 characters, alpha-numeric,

English/French. Hyphens

REPORTS REGULAR AND LEGISLATIVE

HR department produce different reports for the decision making and other purpose which

mainly two types. There are the regular reports and legislative reports produce time to time.

Regular reports are fixed and available in the all systems. Regular reports are production reports,

sales reports, purchase report, payroll reports, employee growth and development reports,

expense and income reports, employee benefits report etc. Department gather information,

arranges the information functionally or departmentally, analyzes the information, and make thereports. These reports help management for decision making. E.g. By analyzing the purchase

reports, management can able to know the buying patterns and material price for future reference

which make decision about the further purchase from the same supplier or not.


9/15

Legislative reports are a requirement of human resource. To comply with the statutory and

federal laws, legislative reports must be produce and presented in described manner. Examples

of legislative reports are;

Employment Records

Pay Slips

WSIB

Pay Equity

Records of WHIMS Training, and other mechanical training

Transportation of Dangerous Goods, Licensing etc.

SECURITY REQUIREMENTS FOR THE HR DEPARTMENT

In 21st century, as technology developed, the critical and important problem of security arose.

The securities are of product, people and data. Here, we discuss about the data security and its

access to restricted and concerned people. Security of data is important in organisation to

emission of data, save data from theft by the rival industries.

Information about the employees, its procedure, and secret patents are vital to secure in the

organisation. Any laymen cannot access the data if there is security. Security level is depends on

the type and size of organisation. Suppose IT industries must have high level of security because


10/15

it operates on the electronic data on computer which use to make decision and other purpose. To

save the data from the hackers they must have the high level security. Security level defines the

extent to which the individuals have access to the system. The Security can be following types.

Gateway Level it is basic level of security. It provides all access or no access at all to

the system.

Function Level it restricted the users to access the information. For example, HR Head

can access all the information, while HR manager only access the data relating to its

functions.

Action Level restricts the users to see or add or change only basis data. Like, employee

can see and update the data of change in address, SIN etc.

Record or People Level restricts users to select people. E.g., Head of HR can access

the all record, while HR manager only access the data of relevant department.

Field Level it is tailor made function which all system doesnt have. It cannot see the

particular data on the screen. Like, password. It is safe for the all to save the data.

The following table depicts the information about the security level for different position

Position or

DesignationSecurity Level or Access

HR Project Leader

Function level security requires through which he or she can reveals the

data required for such critical decision making.Senior HR Manager

Record or people level security for the management of data inside theorganisation.

Asst. HR Manger It haves some security features from the record level.

HR Asst.-FinanceThey have field level security with the some rights to access the data

related to their work criteria. Or we can say with the permission of highlevel of department, they have the system access.


11/15

HR Asst.-IT/MISHR Specialists

HR Admin.-Clerk

HARDWARE REQUIREMENTS

HRIS is a computer operated system so hardware is required to perform or run the HRIS. Before

making any decision about the purchase of new system, we should take the stock of hardware

that organisation holds which may help to run the system with the help of IT department. It

includes computers, printers and other technological devices. Example:

Position or

DesignationHardware Requirements

Computer Printer ScannerNetwork

Server

HR Project Leader Senior HR Manager

Asst. HR Manger

HR Asst.-Finance

HR Asst.-IT/MIS HR Specialists

HR Admin.-Clerk

Notes: Project Leader should require laser, color and network printers.

OTHER SYSTEMS WHICH MIGHT CONNECTED TO HRIS

HRIS might connect with the other systems within the network organisation or outside the

network of the organisation. The following table shows the other system need to be connected to


12/15

the HRIS with the specific purpose.

Internal Systems External Systems

- Production

- Purchase- Sales & Marketing

- Finance

- Intranet or Intranet

- Time management &

Claim processing

- Payroll & benefits.

- Payroll Vendor

- GovernmentAgencies

- Benefits Carrier

VENDOR FEATURES MATRIX & FEATURES IN NEW HRIS

People are updated according to the new technology as changed. There are 10 important features

to be included in new HRIS system of the organisation.


13/15

1. Security Features as user log in, he or she finds and answer a security question box

with the instructions provided for the lost password or reset password.

2. International Regulator this feature enables the HR administrator to easily collect,

manage, and analyze the employee data, and define control systems for each specific

country they operate in. This safeguard the country specific needs is met.

3. Succession Management the new system include this feature which may help in

succession planning in the critical situation.

4. Finger Print Time keeping system (Attendance) it is automated finger print reader

attendance system which popular today.

5. Organisation Charting

6. Online Discussion or Forum this forum reveals the questions raise through the

employees, and options have reply to those questions by management or other employee

too.

7. Text Messaging Services as salary paid, brief statement of salary break-up would be

texted to individuals telephone if they have. This service is extra with the E-mail alert.

8. Employee Self Service employee can change the address, see their salary payment

history, and chose the offers if they have any in profile.

9. Free E-Tax Filing for employees who are eligible under the act.

10. Theme Change theme change is additional option which entertains the people of

organisation by changing their preferable theme.


14/15

I want this all features included in new HRIS and following is the vendor matrix

Apex Software Patriot Software Acentis Corp.

(i-HR) (Patriot HR) (HR Software)

Database support & Document Storage

Unlimited users

PTO, Vacation

Benefits and Compensation

E-mail alerts

Text Messaging Service

Attendance, Leave

International Regulator

Sucession Management

Employee Self Serve - Online Disc. Forum

Web based E-Forms for all

Theme Change

Security Options

Flexible Report Generation

Employment Tool

Background and Drug Screens

Unemployment Claims

Features of HRIS System

List of Vendors

Vendor Feature Matrix for HRIS

REFERENCE


15/15

Nu View systems Inc., (2010, August 25). Global HR & Payroll Software Provider Adds New

Features, Retrieved from http://www.nuviewinc.com/new%20hris%20software% 20

features%20for %20nuviewhr%204.14.html

Bhagria, A., (2010, April 30). Roles And Functions Of The Human Resource Department

[Online forum comment]. Retrieved from http://www.younghrmanager.com/roles-and-

functions-of-the-human-resource-department

Compare HRIS, (2009, January 6), Ranked List of 20 Most Popular HRIS Features and Options,

Retrieved from http://www.comparehris.com/Human-Resource-Information-System-

Feature-List-/

Patriot Software, (n.d.), Human Resource Software Patriot HR features, Retrieved fromhttp://www.patriotsoftware.com/Payroll-Human-Resources-Software-Features/

Heathfield, S., (n.d.), Human Resource Information System [Web log post]. Retrieved from

http://humanresources.about.com/od/glossaryh/a/hris.htm

PatelP.asgn1

Documents

Transcript of PatelP.asgn1