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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
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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
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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
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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.
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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
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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.
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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.
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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
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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.
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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
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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.
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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.
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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
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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