Assignment of Human Resource Information System
Submitted To:
Dr. Gopal Chandra Saha
Associate Professor & Director
Department: Master of Business Administration
Ranada Prasad Shaha University
Submitted By:
Iffat sultana
ID No: 19G30002
Batch: 4th
Department: Master of Business Administration
Ranada Prasad Shaha University
Date: 28th December, 2019
1) What do you understand by human resource information software trade?
Ans: Human Resource Information System:
Human resource information system is a system which means interrelated set of elements
functioning as a whole are used to acquire, store, manipulate, analyze, retrieve and distribute
information regarding an organizations human resources. HRIS is software that provides a
centralized repository of employee master data that the human resource management group
needs for completing core human resource processes. An HRIS stores, processes and manages
employee data, such as names, addresses, national IDs or Social Security numbers, visa or work
permit information, and information about dependents. It typically also provides HR functions
such as recruiting, applicant tracking, time and attendance management, performance appraisals
and benefits administration. It may also feature employee self-service functions, and perhaps
even accounting functions. In some ways, an HRIS can be considered a smart database of
employee information.
HRIS Software solution that meets the needs of your organization, look for a product with some
core functionalities:
Centralized Database:
With an automated database that collects, stores, and displays up-to-date, consistent information
about the personnel, policies, and procedures in an organization, Storing all confidential
employee information in a centralized cloud-based HRIS Software will; Promote data
integrity, Reduce process and data redundancy, Improve productivity, Enhance the efficiency of
HR staff and Reduce cost. A centralized database that is seamlessly integrated with other HR
modules will not just facilitate virtualization but also offer great accessibility to all end-users.
Any updates or changes made to the master database will reflect immediately across all modules,
saving a considerable amount of time and effort human resources department put into matching
and duplicating all records manually.
Recruitment Automation:
This feature offers a complete applicant tracking system with a reporting engine to analyze
trends and patterns in recruitment. It also seamlessly integrates with job-portals, internal website,
and employment-service providers to reduce the chaos in hiring.
Employee Onboarding:
With an employee self-service portal that is connected to a cloud-based database removes the
necessary evil paperwork out of the onboarding equation. Employees can complete the
onboarding process using scanned documents, automated workflow, predefined checklist, and
easy-to-use digital forms in 15 minutes.
Talent Management:
Employees are the most valuable resources in any organization. However, the process of talent
management, i.e, attracting, recruiting, engaging, developing, and retaining employees is a
complicated process. Also, employee turnover cost is expensive. An HRIS with an exclusive
talent management system will help the organization take better care of their employees.
Payroll:
Several SMBs already use a stand-alone system to manage their payroll process. And, no one is
eager to switch it to an HRIS. Also, there may be concerns as to whether the payroll module in
an HRIS is efficient enough to handle all the full spectrum of services like a dedicated payroll
system. However, Human Resource Information System or HRIS software can manage the
payroll process end-to-end with its broad range of features that; Automate payout process, Auto-
compute taxes, Ensure statutory compliance, Deliver automated reminders, Extend Employee
Self-Service options. In addition, an HRIS integrates seamlessly with the accounting module and
attendance management system. So, the need for manual reconciliation is eliminated, reducing
the room for manual errors and legal/financial compliance issues caused by them.
Employee Self-Service:
SMBs often find it hard to keep their employee-related data updated. Employee Self-Service
(ESS) is an effective way to manage this problem. Giving employees access to view and manage
their personal information (profile, time off, benefits, or payroll) can reduce the time HR staff
spend on mundane clerical tasks. By extending a self-service option to their employees’
organizations can; Empower employees, Decrease clerical tasks, Cut down admin time, Improve
employee engagement, Reduce HR paperwork. With a self-service portal, every HR process
from employee onboarding to reporting will become more efficient
Time and Absence Management:
Managing employee timesheets, schedules, and tracking attendance manually involves an
immense amount of HR labor. Keeping up with leave request emails and tracking employee
absence while sketching out a schedule to manage the changing workload is a huge ordeal. An
HRIS will solve the problems associated with leave and time management with a comprehensive
set of features such as; Auto-capture and submit timesheet entries, Workforce scheduling, Leave,
Drill-down and drill-through analytics, Integrations with payroll, accounting, etc.
Training:
A training module can enable organizations to offer blended training experience to their staff to
improve engagement, job satisfaction, and retention. They can also plan, track, and measure the
impact of their training program to ensure its effectiveness.
Succession Planning:
This particular module enables organizations to map talent pipeline and rankings. Once key
positions are identified, it would be easy to create employee-specific development plans.
Human resource information systems, referred to in the trade as HRIS, are software solutions
that collect, store, maintain and retrieve the information about employees and their employment.
The systems have a variety of features that you can tailor according to the needs of your business
operations. These features simplify human resource management processes, including payroll,
benefits administration and HR metrics, allowing you to focus on core business activities.
Managing Payrolls:
The many facets of HRIS software are called modules. The payroll module calculates your
employees’ work hours, along with their attendance information. The system automatically
works out the applicable taxes and other deductions, and then generates the necessary pay
checks. HRIS software typically has a time and labor module. At a glance, you can get a view of
how well your employees perform. Thus, it helps you make assessments so you can cut labor
costs wherever possible.
Employee Data and Benefits:
You can use HRIS software to collect employee information, such as their contact information,
qualifications, and skills they’ve developed. You can also use it to store W-4 forms and
employee compensation information. If you have a benefits program for your employees, you
can make use of the benefits module, which helps you monitor the programs in which your
employees enrolled, their participation levels and performance. Your employees also might have
the option to track their progress and certification through this software.
Employee Advantages:
The employee self-service module allows employees to log in and update their information. This
saves you the bother of having to do it yourself. Employees also can monitor their own
attendance records, put in requests for time off, and check cumulative wage information via the
self-service module. Employees interested in other jobs in the company can check for job
openings, prepare their skills accordingly, and apply directly from the system.
Business Owner Benefits:
When you hire new employees, you can use HRIS software to process resumes and applications.
These systems often have options that allow you to easily select candidates that match your
criteria. You can use the system to track job requirements, certification levels and employee
training needs, and you can use the information to help you with performance reviews. This
might be helpful in pinpointing the employees you can groom for more responsibilities. You also
can use the system to track compliance with government and industry regulations. For example,
if you need to track employee accident reports, you can do so from the system.
Other Advantages:
HRIS systems often are customizable to suit your needs. You can use the modules that are useful
to you and select additional modules as your business grows. You can set up the system in your
office or you can set up a cloud-based system and access it from anywhere using an Internet
connection. Third parties operate cloud-based systems, which are useful if you don’t have the
resources or manpower to manage the system yourself.
People who have kept track of the evolution of HR solutions might have noticed that these all-in-
one Human Resource Information System, HCM, and HRMS Software’s are just a cluster of
elements that were once distributed as standalone products. Human Resource Management
Information System, being the ‘entry-level’ HR product, has become a go-to solution of SMBs.
2) How can HRIS software help to business to grow?
Ans: Every business owner wants to increase his or her efficiency. When a business operates
efficiently, the profits increase and waste decreases, resulting in a healthy bottom line. Many
entrepreneurs, business owners, and CEOs seek to lead their business through periods of consistent
growth. Leaders commonly focus significant time and effort on growing one or more of the following
categories: revenue, sales, market share, and workforce. The secrets to achieving consistent growth are
rooted in hard work, talent, a commitment to excellence, and ability to adapt to change. Yet according to
a recent study conducted by PwC, 79% of CEOs are concerned about their workforce’s ability to meet
dynamic workplace needs. Four out of every five said that the lack of essential skills is threatening their
company’s ability to grow. In order to be competitive, organizations must hire and retain talent with the
right skills and be prepared to reskill and upskill those workers with a solid talent development strategy in
place. When a business is growing, change is constant. HR technology enables companies to adapt to
evolving needs by supporting a culture of continuous learning, increasing retention, reducing hiring costs,
and empowering the talent already on staff with additional skills to shepherd the business through the
next phases of growth. Almost every business uses some kind of business software to help them be
more successful. Business software helps a company run the vital elements of their business,
control costs, automate functions, etc.
HR software can also help such businesses in managing their skilled and enthusiastic employees
with accuracy. From managing account of every employee’s professional details, to managing
performance, appraisal, training and talent management, HR software is conducive at every step.
Recruitment
The HR software module for recruitment manages activities like internal form-filling and
authorization, posting of job opportunities, applicant tracking, and so on.
Performance Management
The performance management module is needed for tracing the objectives and targets of all
employees, and automating the appraisal process. Important factors to be included in this module
are job standard and competence framework for every employee.
Talent Management
Along with recruiting talented employees, understanding their potential for succession within an
organization is also important. So, to produce a pipeline of talented employees and for
succession planning, talent management software module is required by different organizations.
Benefits administration
This HRMs software module manages employee benefits, which include healthcare packages,
pension schemes and other welfare programs.
Leave & attendance
From attendance management to biometric time tracking, HR software tools can make these
processes quite smooth and hassle-free. The time & attendance module is serviced by many
HRMS software tools to help organizations deal with disciplinary issues.
Payroll
In many companies, particularly those with smaller workforce, payroll also comes below the
umbrella of HR operations. To deal with this hurdle, SMBs rely majorly on those HRMS
software tools that incorporate the payroll module. With payroll HR software, key features like
payroll related reports, pay slips, increments, reimbursements, etc. can be achieved in a seamless
manner.
Employee Self-Service
A HR software portal that allows employees to access and manage personal information can
preserve a vital time of HR professionals in an organization. The HR module of employee self-
service also helps employee in mapping their competencies and completing appraisal related
formalities with ease. Thus, HR professionals can focus on different critical functionalities, while
employees are taking charge of their own details on an HR software portal.
Skill Inventory:
Recording employee skills and monitoring a skill data base is yet another use of the HRIS. Such
a skill record helps identify employees with the necessary skill for certain positions or jobs in an
organization.
Here are lots of ways HR software can help your company grow.
1. Decreases Wasted Time
Several previously time-consuming tasks can be automated, such as timekeeping, onboarding,
and hiring. By opening up time for more strategic tasks and business development you can see
faster growth.
2. Higher Performance and Efficiency
With automation, all functions and tasks can be refined, empowering HR to grow more efficient.
HR automation creates processes more transparent and also eliminates bottlenecks. This
enhanced productivity can render into significant cost and time gains, while streamlining HR
functions across the board.
3. Better Perceptions, Better Decision Making
Thanks to analytics along with reporting, an HRMS can give you the valuable insights you need
for better and more informed decision making. The faster you can make decisions the faster you
can commit to new business initiatives and analyze your growth plan.
4. Cost Savings
Have more capital for the stuff that matters. The time accumulated in HR, as well as the
enhanced performance and productivity, can reduce labor costs. The improved accuracy that
automation can assist you to realize the risk of costly errors and liability issues. Smooth and
computerized workflows can adjust HR functions are more efficient, such as enhanced
recruitment, training, which will promote the bottom line.
3) How to Use HRIS Software to Empower Employees in an organization?
HR Payroll Systems/How to Use HRIS Software to Empower Employees
By now, many employers have gotten on board with the idea that empowering employees is a
good thing. When employees are empowered to take care of some of their own needs and can
take certain actions without consulting management or HR, it saves time and money, all the
while making employees feel more trusted and often more content. It is also no secret that
implementing a HRIS can make it easier to empower employees.
However, it is a mistake to assume that implementing a HRIS will automatically empower
employees. If the employees don’t understand how to use the HRIS or are not given specific
instruction on how to use the HRIS to bypass functions that normally require management
assistance or approval, the HRIS will empower employees to a much lesser degree. The
following are a few steps that may be necessary to ensure that the HRIS is actually helping to
empower employees.
Share the Knowledge
Employees should be educated on how they can use the HRIS for things like submitting time off
requests, updating personal information, accessing training modules, and communicating with
peers or managers. Managers should be educated on how to use the HRIS to approve time off
requests and to respond to employee communications in order to further foster autonomy.
Encourage and Respond to Feedback
Allowing employees to practice using the HRIS in a judgment-free environment and encouraging
them to give feedback will help to overcome any inhibitions that employees may have about
adapting to the system. Once employees see that the system is easy to use and that their feedback
about the system is being responded to, they will be much more likely to use the system to meet
their needs, rather than defaulting to the old way of doing things.
Redefine Roles and Daily Tasks
Daily tasks and even employee job roles may change after a HRIS has been implemented, in
some cases. Tasks that used to take days may take only hours or even minutes when automated,
freeing up employees to take on other tasks. The shake-up can be stressful and confusing, so
employees need sound guidance and as much clarity as possible in order to understand what they
are now able to do and how to do it.
Be There As a Source of Guidance
As employees begin to use the HRIS to become more autonomous, they will undoubtedly have
questions. It is important to make sure that employees know who to get a hold of and the best
means of communication when they have questions in order to further encourage an empowered
culture. Make sure that whoever is in charge of answering employees’ questions is also
extremely compassionate and understanding.
Stand Back
After all necessary steps have been taken to make sure that employees can use the system to
become more autonomous, stand back and watch the empowerment happen. Employees will
never be truly empowered as long as micromanaging is going on. When employees feel trusted, a
culture of empowerment can begin to take form.
