JSET: Volume 4 • Number 1 • January-June 2012 • pp. 19-24

HUMAN RESOURCE INFORMATION SYSTEM (HRIS) DESIGNINGNEEDS FOR BUSINESS APPLICATIONMd. Sadique Shaikh

Department of Computer Science, Arts & Science College, Bhalod, (M.S), India

Department of Commerce and Management, P.O. Nahata College, Bhusawal, (M.S), India

Abstract: Human resources information systems (HRIS) can play an important part in a company’s HRfunction. After all, we live, work and play in the information age. Implementing an effective HRIS can besure-fire for HR to stay on the cutting edge in its bid to deliver more effective and streamlined service. HRIScan assist human resources in numerous ways, but particularly in their day-to-day duties by streamliningworkflow processes through control processes, system interfaces and database validation. One of the mostcommon HR gripes is being bombarded with mundane e-mail and administrative work that takes away fromthe actual practice of ‘walking the floor’. HRIS may be individual component of DSS (Decision SupportSystem) or may be itself act as a DSS according to organizational needs as well as infrastructure of it., natureof human resource data and information record keeping, maintaining and processing. HRIS engineering andimplementation is beneficial to all levels and domains of businesses from small enterprise to big corporationlike MNCs, INCS and NGOs. It is most important design aspect of business GUI like MIS, BIS, ES, and KBESand so on. Using information related to human resource which maintained and processed by HRIS by acceptingHR-databases, HR-Knowledgebase’s, which helps to CEOs, MDs, VP of HR department to make strategicHR and related business plans and decision , to forecast, to control HR process inside and outside of businessorganization. This paper start with some review history and fundamental with future scope of HRIS and endwith my some basic HRIS designing models which are based on my knowledge about the subject from literaturereview, case studies, research papers, articles and books. I have developed three models from start to endefforts for HRIS designing namely basic HRIS design model, HRIS hexagonal and HRIS phases’ model in thisresearch paper.Keywords: BIS, HRIS, HRIS-Hexagonal, HRIS Engineering Phase model, HRA, HR-DBMS, KBES, MIS.

HISTORY AND REVIEW OF HRIS

Thus, the first personnel systems were made to storea tremendous amount of data for record keeping andreporting associated with personnel administration.In the course of time, the development of HRactivities generated the design, development and thesuccessful implementation of various computer-based HRIS (Martinsons 1997). Kavanagh et al. (1990)present their conception of the development of HRISintroducing the historical eras in HR from the pre-World War II era to the 1980s and how the eras haveaffected the development of HRIS. In the 1990s thereexisted various expectations of how HRIS shouldhave affected an organization’s HR activities andbusiness planning. Studies about advantages ofusing HRIS and about users of HRIS wereperformed. An organization was considered efficientif it had technology and IS to support HR activities.

Also, effectiveness of HRIS on work anddevelopment of HR departments and HRprofessionals were under discussion. (Tannenbaum1990, Broderick and Boudreau 1991, 1992, Kossek etal. 1994, Atwater 1995, Groe, Pyle and Jamrog 1996,Townsend and Hendrickson 1996, Haines and Petit1997, Axel 1998, Hubbard et al. 1998, Rodger,Pendharkar, Paper and Molnar 1998, Stroh,Grasshoff, Rudé and Carter 1998, Van der Lindenand Parker 1998, Elliot and Tevavichulada 1999,Niederman 1999). In the new millennium electronicservices such as e-learning, e-commerce ande-business became possible and common because ofthe invention of World-Wide-Web (WWW). Alongwith the development of HRIS the concept ofelectronic HRM (e-HRM) has also been launched asan internet invention and implementation of HRIS.Because of the different technical devices and

20 Md. Sadique Shaikh

realizations, there are terms which may have similarmeanings to e-HRM, such as electronic HR (e-HR),virtual HR(M), HR internet, web-based HR,computer based human resource informationsystems (CHRIS) and HR portals. Still, according tothe literature, various articles and web sites, e-HRMis the most commonly-used term. Ruël et al. (2004:366) present that “the word ‘implementing’ in thatcontext has a meaning, such as making somethingwork, putting something into practice, or havingsomething realized”. Strohmeier (2005: 2), for hispart, explains that ‘spatial segregation’ means thesituation where the actors and the HR applicationare in different places. ‘Technical network’ meansthat actors may work in the same room or ondifferent continents and use the same application.‘Technical support’ usually consists of the use ofe-mail. ‘Shared organization’ and ‘at least two actors’mean that the work is shared between several actors.‘Performing of HRM tasks’ includes the basic workprocesses, such as recruiting, development andcompensation. Based on the above it is possible toconclude that today the development of HRIS is stillan on-going process both in practice and in science.

INTRODUCTION

Kavanagh et al. (1990) defined HRIS as “a systemused to acquire, store, manipulate, analyze, retrieve,and distribute information regarding anorganization’s human resources. An HRIS is notsimply computer hardware and associated HR-related software. Although an HRIS includeshardware and software, it also includes people,forms, policies and procedures, and data”. It isimportant to note that a company that does not havea computerized system still has an HRM system; thatis, the paper systems that most companies usedbefore\ the development of computer technologywere still comparable with an HRIS, but themanagement of employee information was not doneas quickly as in a computerized system. If a companydid not have a paper system, the development andimplementation of a computerized system would beextremely difficult. For the purpose of this book,however, we will use the term HRIS to refer to acomputerized system designed to manage thecompany’s HR. The purpose of the HRIS is toprovide service, in the form of accurate and timelyinformation, to the “clients” of the system. As thereare a variety of potential users of HR information, itmay be used for strategic, tactical, and operationaldecision making (e.g., to plan for needed employees

in a merger); to avoid litigation (e.g., to identifydiscrimination problems in hiring); to evaluateprograms, policies, or practices (e.g., to evaluate theeffectiveness of a training program); and/or tosupport daily operations (e.g., to help managersmonitor time and attendance of their employees).All these uses mean that there is a mandatoryrequirement that data and reports be accurate andtimely and that the “client” can understand how touse the information. Because of the complexity anddata intensiveness of the HRM function, it is one ofthe last management functions to be targeted forautomation (Bussler and Davis, 2001/2002). This factdoes not mean that an HRIS is not important; it justindicates the difficulty of developing andimplementing it compared with other businessfunctions- for example, billing and accountingsystems. Powered by information systems and theInternet, today almost every process in everyfunction of HRM is being computerized. The systemsand process focus helps organizations keep thecustomer perspective in mind, since quality isprimarily defined and operationalized in terms oftotal customer satisfaction (Evans, 2005). Today’scompetitive environment requires organizations tointegrate the activities of each functional departmentwhile keeping the customer in mind. An effectiveHRIS helps by providing the technology to generateaccurate and timely employee information to fulfillthis objective.

CONCEPT OF HRIS

HRIS is a key management tool which collects,maintains, analyses and reports information onpeople and jobs. It is a system because it integratesall the relevant data, which otherwise might havebeen lying in a fragmented and scattered way atvarious points in the larger system; converts this datainto meaningful conclusions or information andmakes it accessible to the persons, who need it fortheir decisions. This integration of data can be at themacro level at the level of a nation or geographicalregional groupings- or at the micro level, that is, atthe level of an organisation. Macro level HRIS isgenerally focused towards manpower planning andincludes statistical information on population,technology and economy. Such information can beobtained from several sources like publications ofthe Planning Commission, Ministry of Labor, TheNational Sample Survey Organisation, The NationalLabor Institute, The World Economic Forum,International Labor Organisation etc. to name a few.

Human Resource Information System (HRIS) Designing Needs for Business Application 21

At the micro level, the information requirementsinclude modules on recruitment, personal data, skillsassessment, training and development, performanceappraisal, rewards and punishment, grievancehandling and so on. This information is used forunderstanding the patterns of HR policies, actions,and employee behaviors as well as for identifyinggaps in the HR system and the effectiveness of theHR system. As we shall see in the next Unit, HRAudit is an activity that cannot be undertaken unlessa proper HRIS is in place.

IT PARADIGM SHIFT AND HRIS

Technological advancements have resulted in adramatic change in consumer interaction and themethods of service delivery. Consumers are nowexperimenting with new ways of conductingbusiness. Take, for example, developmentsregarding automated teller machines (ATMs). Overthe course of their more than 15-year history, ATMshave evolved to provide basic banking services 24hours a day 7 days a week. Finally, new technologyis bringing banking services directly into thecustomer’s home. In the medical industry, risingcosts have increased the availability of at-homediagnostic equipment and tests. Software packageslet people construct their own wills, and even designthe house of their dreams. Changes, such as thosedescribed above, in the external environment haveserious implications for strategic planning within theorganisation, especially with regard to the humanresource planning and service delivery functions. Asin other cases, mentioned above, in the work-relatedmatters too the employees are expecting greaterspeed, transparency and empowerment. These inturn, need increased availability and access to theinformation about their organisation, their work,themselves and their colleagues. Some changes thathave taken place within organisations to fulfill therequirement of speed and quick response have beenwell chronicled. Organisations have been restruc-tured through downsizing, rightsizings, andre-engineering that trim the work force, eliminatemiddle management, flatten the organization, andimprove communication and decision makingfunctions. However, proper information manage-ment and communication planning is seen to be themost critical and sustainable move to satisfyemployee expectations of self-regulation, greatercontrol over their work-life, and greater opportunityto contribute to the organizational goals. HRIS is,therefore, often seen to be an imperative in a fastchanging technological environment.

BASIC HRIS DEVELOPMENT MODEL

Figure 1: Basic HRIS Development Model (Source: Prof. Md.Sadique Shaikh)

The above exhibit display basic HRIS developmentproposed model. In this model it is shown whenorganization start to think to design and develop HIRSfor their business must have to consider three basicbuilding blocks for HRIS engineering andimplementation. When business software or GUIdesigner think about HRIS component in MIS/BIS/DSS/KBS, they must have gather fact of what expertsays and what is the current situation needs of HR-developments of business organization. Similarly nextessential element is, how to change/convert physicalHRM/HRD information into electronic e-HRM/e-HRD information, how to mange, process data anddisplay in the form of human resource informationat GUI or interface for decision making, controlling,planning HR related process of business. Hence needfor design HR-DBMS server, need to maintain withdata security and integrity, as well as Electronic DataInterchange/System (EDI/S) required to process HR-related data and generate human resourceinformation with DSS component in businesssoftware’s for decision-making process. The thirdmost basic consideration for HRIS-implementationadvanced concepts adaption of High PerformanceComputing (HPC), efficient computer networks,advanced function of www(internet) for data/information communi-cation/exchange from servers-to-servers or servers-to-clients. Thus without seriousreview and feasibility study of all these three basicbuilding blocks, we unable to move for further stepsin HRIS development.

22 Md. Sadique Shaikh

HRIS HEXAGONAL MODEL FORENGINEERING

process. Thus it really must important issueto design effective and efficient computernetwork for data communication as sell asenhance performance of internet by usingexcellent quality network hardware, drivers,interfaces and software with synchronizingwith designed HRIS.

• GUI/HCI (C4): One of the important taskhow to utilize (display) processed HR relateddata (information) on VDU in well managed,understandable and acquirable form forobservation and decision making process forhuman resource planning and development,which could be achieved by engineeringinteractive computer graphics interface forrelated HRIS, using dialog box, options,buttons, cursors, progress bar, menu, tools,status bar, plug ins, uploader, down loader,DSS component, data repository support,mining support, query processingcapabilities, record keeping, updating,submission, reset, wizards and indicators,some time also speech recognition mergingis best provision. Such integrated form calledGUI (Graphic User Interface) or HCI(Human Computer Interface) whichengineered for HRIS.

• HRIS-DBMS and Storage (C5): This is theheart of HRIS, because HRIS is the e-HRMsystem, which need HR related data inelectronic format to process it and change itinto meaningful human resourceinformation. To develop HR-DBMS HRA(Human Resource Accounting/Audit) isvery important task which deals with

• Record of presentism/absenteeism• Record of levels both paid/unpaid• Record of salaries/bonus/fringe

benefits/wages and other facilities• Record of retired/pensioner employees• Record of experienced employees• Record of new hired interviews• Record of accidental cases and

insurances• Record of OT/TA/DA• Records of pregnancy• Record of medical and health care• Record of training and development

Figure 2: HRIS Hexagonal Model for Engineering (Source: Prof.Md. Sadique Shaikh)

After the basic HRIS development model, thissecond most important model as shown in aboveexhibit i.e. HRIS hexagonal model for engineering.The model is based on six corners which centralizedto HRIS i.e. C1, C2, C3, C4, C5, and C6 as explainedin below with clock wise direction.

• Organizational Behavior (C1): Thefirstcorner C1 concern only with concepts andnecessary theories from OB which areapplicable and helpful in HRIS developmentlike HRD, HRM, Team-work coordination,effective communication, organizationculture, psychology, stress, conflicts,negotiation skill, MDP, motivation and soon.

• Human Relations/Emotional Intelligence(EI) (C2): The another most important aspectin HRIS development, proper study oftheories and essential of human relation andemotional intelligence (EI). Maximum HRISdesigner think there is no any need toconsider HR and EI issues in HRIS.Environmental development, but don'tforget it HR information system executed byHR, hence equally need arise to modelingof human relations and emotionalintelligence factors in HRIS engineering.

• Internet (WWW) (C3): Internet/World WideWeb (WWW) play very important role inHRIS implementation for HR related DBMS,record keeping, maintaining, updating,processing, transmission, reception andhuman resource information generation andavailable to HR managers, business leaders,top management for decision making

Human Resource Information System (HRIS) Designing Needs for Business Application 23

• Record of qualification and age and soon to maintain and update such hugerecords mass volume of electronic datarepository/dictionary required, hencemust have to engineer super-servers,data marts or data warehouses forgeneral records keeping and to maintainpresent, past, and historical databases,backup of HR department for futureHR-process and planning demands.

• Query Processing Concepts (C6): Severalkinds of query processing systems mustneed to develop to explore desired HR-DBMS from super servers, data marts orwarehouses. This concept is called queryprocessing at average data pools and datamining at data marts or data warehouse likebiggest data pools. Some advanced systemsfor this aids are online processing, OnlineTransaction Processing (OLTP), OnlineAnalytical Processing (OLAP), SQL-queriesprocessing and oracle-DBMS, ROLAP,MOLAP and HOLAP are advancedengineering of OLAP to make it more usefuland most sophisticated.

HRIS ENGINEERING PHASE MODEL

suitable research tools, requirement gathering ordata collection related to HRIS designing obtain. Insecond Phase-2 collected data relive (i.e. filtering ofuseful data with rejecting not useful or relevant) aswell as relive data further absorbed (summarized)into suitable model like flow charts, box charts (N-Sdiagram) process modeling using DFD (Data FlowDiagrams), structured-chart, modular chart, decisiontables, decision-tree, vein diagrams, mathematicalmodels, logical model, block diagrams, pseudo code(structured English/Program DevelopmentLanguage (PDL)), algorithms, or any otherconvenient modeling with keeping in mind whatsuitable for each collected refined portion of data torepresent. These models of Phase-2, is handover toPhase-3 to change HRIS-models into actual HRIS-GUI for HR process & planning using suitable codinglanguage which best match to models. These codingor HRIS development tools may be any 3GLs orUGLs computer languages which concern withbusiness modeling and simulations. The last Phase-4 verifies behaviors and function of developed HRIScalled HRIS-testing. We can simply define HRIS-testing as “it is the process of to check whether anHRIS user’s requirement engineered in HRIS in theform of process and function”. If testing OKimplements it, otherwise through HRIS feedbackcontrol gather facts (data) about shortcomings,languages and errors in developed HRIS for itupdating, modification or reengineering to itaccording to HRIS users need.

References

Books

[1] Hilkka Poutanen, “Developing the Role of HumanResource Information Systems for the Activities ofGood Leadership”, Acta Univ. Oul. A 553, 2010, ISBN978-951-42-6171-8 (Paperback).

[2] Mohan Thite and Michael J. Kavanagh, “Evolution ofHuman Resource Management and Human ResourceInformation Systems, The Role of InformationTechnology”, TMH.

[3] Michael D. Bedell, Michael Canniff and CherylWyrick, Systems Considerations in the Design of anHRIS, Planning for Implementation”, TMH.

Papers

[1] Gilbert Renel, “A Modular Human ResourceInformation System that Fits Your Size”, EducosVISION.

[2] Gasson, S., “Human-Centered Vs. User-CenteredApproaches to Information System Design”, The

Figure 3: HRIS Engineering Phase Model (Source: Prof. Md.Sadique Shaikh)

This showcased exhibit is the last stage ofengineering of HRIS after successful passing frommodel 1 and 2. This model passes from four majorHRIS-engineering phases therefore labeled as “HRISEngineering Phase Model”. Off course this model isinspired by the classical software development lifecycle (SDLC) model, but this step again similar needto take in HRIS development, because its itselfengineering of business HRIS GUI. After feasibilitystudy set of input (considered) activities for HRIS,to phase-1 analysis. In this phase using fact findingmethods from research methodology with getting

24 Md. Sadique Shaikh

Journal of Information Technology Theory and Application(JITTA), 5(2), 2003, 29-46.

[3] Hanadi Al-Zegaier, “Investigating the Link BetweenHuman Resource Information Systems and StrategicHuman Resources Planning”, Applied ScienceUniversity, Amman, Jordan, Zegaier_asu.edu.jo

[4] MUTIARA, Mira Rokhimi, Busono Soerowirdjo, “TheDesign System Application WEB-based Human

Resources Information Source at PT”, GunadarmaUniversity.

[5] SAP-HRIS 4.6B STUDY, Copyright 2000 SAP AG. AllRights Reserved.

[6] Sherif A. Mazen and Dina I. El-Kayaly, “ConceptualDesign for a Strategic Human Resources QualityManagement System”, Cairo University.