The Human Resource Information System

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. Human resource Information system helps HR managers perform HR functions in a more effective and systematic way using technology.

It is the system used to acquire, store, manipulate, analyze, retrieve, and distribute pertinent information regarding an organization’s human resources. A human resource information system (HRIS) is a system used to acquire, store, manipulate, analyze, retrieve, and distribute pertinent information about an organization’s human resources. The HRIS system is usually a part of the organization’s larger management information system (MIS) which would include accounting, production, and marketing functions, to name just a few. Human resource and line managers require good human resource information to facilitate decision-making.

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Typically, HRIS provides 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.

The HRIS that most effectively serves companies tracks: attendance, 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. 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. 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.

There are numerous cases of technological human resource information systems that fail to achieve organizational goals because necessary elements have been overlooked or misused, as demonstrated by unsuccessful team building and training programs. In reality, an HRIS that is driven by strategic vision is an open system, where information technology facilitates communication freely between integrated features.

Tata Consultancy Services Limited  is a software services and consulting company headquartered in Mumbai, India. It is India’s largest provider of information technology and business process outsourcing services. The company is listed on the National Stock Exchange and Bombay Stock Exchange of India. TCS is part of one of India’s largest and oldest conglomerates, the Tata Group, which has interests in areas such as energy, telecommunications, financial services, manufacturing, chemicals, engineering, materials, government and healthcare.

History Tata Consultancy was established in the year 1968 and is considered a pioneer in the Indian IT industry. Despite unfavourable government regulations like the Licence Raj the company succeeded in establishing the Indian IT Industry. It began as the “Tata Computer Centre”, a division of the Tata Group whose main business was to provide computer services to other group companies. F C Kohli was the first general manager. The legendary JRD Tata was the first chairman, followed by luminaries such as Nani Palkhivala.

One of TCS’ first assignments was to provide punch card services to a sister concern, Tata Steel (then TISCO). It later bagged the country’s first software project, the Inter-Branch Reconciliation System (IBRS) for the Central Bank of India. It also provided bureau services to Unit Trust of India, thus becoming one of the first companies to offer BPO services. In the early 1970s, Tata Consultancy Services started exporting its services. TCS’s first international order came from Burroughs, one of the first business computer manufacturers.

TCS was assigned to write code for the Burroughs machines for several US-based clients. This experience also helped TCS bag its first onsite project – the Institutional Group & Information Company (IGIC), a data centre for ten banks, which catered to two million customers in the US, assigned TCS the task of maintaining and upgrading its computer systems.

In 1981, TCS set up India’s first software research and development center, the Tata Research Development and Design Center (TRDDC). The first client-dedicated offshore development center was set up for Compaq (then Tandem) in 1985.

In 1989, TCS delivered an electronic depository and trading system called SECOM for SIS SegaInterSettle, Switzerland. It was by far the most complex project undertaken by an Indian IT company. TCS followed this up with System X for the Canadian Depository System and also automated the Johannesburg Stock Exchange (JSE). TCS associated with a Swiss partner, TKS Teknosoft, which it later acquired[9]. In the early 1990s, the Indian IT outsourcing industry grew tremendously due to the Y2K bug and the launch of a unified European currency, Euro.

TCS pioneered the factory model for Y2K conversion and developed software tools which automated the conversion process and enabled third-party developers and clients to make use of it. In 1999, TCS saw outsourcing opportunity in E-Commerce and related solutions and set up its E-Business division with ten people. By 2004, E-Business was contributing half a billion dollars (US) to TCS. On 9 August 2004,

The Tata Group is one of India’ largest business conglomerates established by Jamshedji Tata (Jamshedji) in the second half of the 19th century. Jamshedji’s vision for the Group was in line with nationalist goals and ideals then, and envisaged to make India self-reliant. After Jamshedji, Jehangir Ratanji Dadabhoy Tata (JRD) became the Chairman of the Tata Group and played a significant role in continuing the vision of the group. Tata’s assets climbed from INR 620 million in 1939 to INR 100 billion in 1990. Tata Motors had increased its sales to INR 1 million in the year 1991 and it had rolled out 3 million vehicles in the same year.

In 1991, Ratan Naval Tata (Ratan Tata/Ratan) took over the Chairmanship from JRD Tata. Although he was initially criticized for his poor performance, over the years, Ratan Tata disproved his critics. He restructured Tata Group’s business operations and made the Group compete globally. Under Ratan Tata’s chairmanship, Tata Consultancy Services went public and Tata Motors was listed in the New York Stock Exchange.

Starting from the late 1990s, Ratan revamped the operations of Tata Steel and made it one of the lowest-cost steel producers in the world. However, as the Tatas lacks an heir who can succeed Ratan, the group is at cross-roads to decide who will be the next chairman. After Ratan Tata’s retirement who would succeed him and carry the vision of the Group is a dilemma. Our PEOPLE, by fostering team work, nurturing talent, enhancing leadership capability and acting with pace, pride and passion. Our OFFER, by becoming the supplier of choice, delivering premium products and services and creating value with our customers.

In HRIS, you can hold information about current and former employees, applicants, external contacts such as contractors, and employee contacts such as relatives and dependents. In addition to standard information such as addresses, nationality, interview records, qualifications, and absence information, you can define any other special information you need to hold for people.

For example, you can define what information to hold on medical history, previous employment, or outside interests. You can also record employment information, such as hours of work and work choices. HRMS holds one integrated set of employee–related information. Payroll users access the parts of this information they require, while enterprise business rules determine who is responsible for entering and maintaining it. Work Structures

Work structures represent the different ways in which employees can work within your enterprise. They provide the framework for defining the work assignments of your employees. They enable you to manage the information about your enterprise that is independent of your employees. You can also think of work structures as representing the organizational units of your enterprise. The Business Group is the largest unit and represents your enterprise as a whole. The work structures include your internal organizations (such as departments or divisions), payrolls, jobs or positions, grading structures, and any special employee groupings that you use in your enterprise.

There is one integrated set of work structures for human resource and payroll users. Compensation and Benefits In HRIS you can define your own types of compensation and benefits, and the business rules you want to apply to them. As you change policies, move people within your enterprise, and adjust their individual remuneration packages, the system maintains their compensation and benefit history. For example, suppose you want to define a special type of payment and make this available only to employees who work at a particular location. In HRMS you use a compensation element to represent the payment. You define the business rule as a link between the element and the specific location.

Then when you assign employees to the location, they automatically become eligible for the payment. Assignments In HRIS, the assignment describes employees’ places within the enterprise: the organization for which they work, their role, grade, location, and so on. As you change the assignment information for an employee, you automatically build up their work history. Your compensation eligibility rules link compensation and benefits to work structures, such as jobs or grades. The assignment places employees within the work structures of the enterprise. In this way, an employee’s assignment determines their eligibility for compensation and benefits.

You can use assignments to identify major employee groups within the enterprise for management, for reporting and costing, and for compensation and benefit planning and administration. Shared Information in Oracle HRMS For all Oracle HRMS applications, you enter and maintain the same fundamental information about your structure and operations, your employees and their assignments and employee compensation and benefits. You then add the specialized information you need specifically for human resources, or payroll management or benefits administration.

A payroll is a set of employees whose pay you process with a single frequency, for example, weekly or monthly. You can define as many payrolls as you require to meet the pay policies of your enterprise. You put an employee on a payroll by making an assignment to the payroll. You can also assign employees to other employee groups: for example, groups to indicate membership of a union or social club. Cost Analysis Oracle HRMS enables you to enter the labor costs associated with your employees. You can use the Cost Allocation key flex field to set up account and cost centers against which you want to collect costs, and the levels you want to record costs.

Using Oracle Payroll, you can automatically accumulate these costs. Managing Workforce Using Oracle HRMS Workforce Management Oracle HRMS provides you with an easy, efficient and flexible employee management system that enables you to organize employees exactly as you want. You can hold a wide range of personal information, such as medical details, work schedules and preferred language for correspondence, as well as the basics such as date of birth, employee number and addresses. You can also enter personal contacts, including dependants and beneficiaries and inquire and report on people held on the system. You also need to record and manage how people work for your enterprise.

This information is the substance of the relationship, or contract, an enterprise has with each of its employees. It associates the employee to the enterprise’s work structures and compensations and benefits policies. Recruitment Oracle HRMS provides comprehensive recruitment support, enabling you to integrate all your recruitment processes, from identifying vacancies to hiring new employees.

The highly configurable framework of Oracle HRMS enables you to define all the components of a performance management system to meet the needs of your enterprise. You can define competencies, behavioral descriptions, multiple types of appraisal and competence evaluation, performance ratings and career and succession plans. Budgeting An essential activity in the cycle is budgeting your human resources.

Using Oracle HRMS you can define non–monetary budgets, such as head count and full–time equivalent, that are based on your work structures. Updation Of New Records New Records You cannot create a record and then update it on the same day. If you try to do this, Oracle HRMS warns you that the old record will be overridden, and then changes Update to Correction.

This is because DateTrack maintains records for a minimum of a day at a time. Future Updates Using DateTrack, you can make future updates. For example, suppose you are relocating an employee, with six months notice. You decide to enter the relocation on the system straight away. So you set your effective date to the first day when the employee will be at the new location, and change the location on the assignment.

Later that month you promote the employee to a new grade. So you set your effective date to today’s date and change the grade on the assignment. Oracle HRMS checks to see whether the record has a future update scheduled. It finds that the location changes in the future and prompts you for the type of update you now want to make. You have two choices: Insert: This simply inserts the change before the next scheduled change. This is the correct choice for the example. The employee would be promoted from today. The future–dated relocation still takes place in six months time .

When you delete datetracked information, Oracle HRMS prompts you with the following options: End Date: This ends the record on your effective date. When you re–query the record, this end date displays in the ‘To’ field. Purge: This totally removes the record from your database. If there are any future updates to the record after your effective date, Oracle HRMS may prompt you with another two options: All: This removes all future updates to the record. The current snapshot is valid until you make another change.

Next: This removes the next future update to the record. It then resets the current snapshot’s end date to the end date of the deleted update. You do not always see all of these options when you choose to delete.

Some windows do not allow all four operations. You do not always see all of these options when you choose to delete. Some windows do not allow all four operations. The Organization Management With TCS HRMS systems Oracle HRMS can represent all the components of your enterprise. You can record the physical locations where your employees work and all the different departments and sections that make up your enterprise. You can even record information about other organizations you work with, such as recruitment agencies or tax authorities. How do you represent your enterprise as an employer? Oracle HRMS enables you to represent your enterprise as an employer by setting up a Business Group.

This corresponds to a company or corporation, or in large enterprises, to a holding or parent company or corporation. Organization Management Overview You can represent your enterprise at the highest level by defining it as an employer, and then representing all the departments and sections below this. To enable you to get the most out of the Organization Management functionality, you need to understand the components provided to represent your enterprise.

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The Human Resource Information System. (2018, Feb 08). Retrieved from