HRIS Chapter 3: Systems Design and Implementation

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Questions and Answers

What is one potential risk associated with poor implementation of a project?

Reduction in training costs

Enhanced stakeholder commitment

Increased scope creep (correct)

Improved team collaboration

Which project management option involves hiring a person temporarily from within the organization?

Full-time project manager

Outsourcing project management

Hiring someone involved in the project (correct)

Hiring a consultant

What is critical to ensure the successful implementation of either immediate or parallel conversion options?

Ensuring technology outdates exist

Focusing solely on cost reduction

Minimizing stakeholder involvement

Having support for training and software (correct)

What can insufficient process mapping lead to during project implementation?

Increased risk of implementation errors Signup and view all the answers

Which of the following is a common issue identified in project management?

Lack of a steering committee Signup and view all the answers

What is the primary need of managers when using an HRIS?

Real-time access to accurate data for decision making Signup and view all the answers

Which of the following is NOT listed as a type of user or customer of HRIS?

External Auditors Signup and view all the answers

What characterizes the best of breed approach to HRIS acquisition?

Integrating various specialized systems to meet different needs Signup and view all the answers

Which of these architectures is considered the most modern in HRIS development?

Cloud computing Signup and view all the answers

Which user group relies heavily on reporting and query tools provided by HRIS?

Managers Signup and view all the answers

What type of data is crucial for managers to make decisions about training program enrollment?

Accurate performance data Signup and view all the answers

Which of the following roles typically represents non-employees in the context of HRIS?

Job Seekers Signup and view all the answers

Which concept is critical for ensuring the safety of data within an HRIS?

Database security measures Signup and view all the answers

What is the main functionality of the Presentation Layer in a software architecture?

To enable user interaction with the system Signup and view all the answers

Which layer functions as a mediator between the Presentation and Data layers?

Application Layer Signup and view all the answers

What type of logic is implemented within the Application Layer?

Business processing logic Signup and view all the answers

In which layer is user input data processed before being sent to the Application Layer?

Presentation Layer Signup and view all the answers

Where is data stored in a software architecture consisting of three layers?

Data Layer Signup and view all the answers

When a user clicks the login button on a webpage, which layer interacts first to process this action?

Presentation Layer Signup and view all the answers

What is the role of the Data Layer in the context of user input from the Presentation Layer?

To store and retrieve actual data Signup and view all the answers

What type of interactions does the Application Layer manage?

Interacting with backend databases Signup and view all the answers

What is the primary responsibility of clerical employees in relation to the HRIS?

Entering new employee information Signup and view all the answers

Which group is primarily responsible for interacting with the HRIS to manage personal information?

Organizational employees Signup and view all the answers

Which of the following is typically not a function of non-employee users of the HRIS?

Accessing employee performance records Signup and view all the answers

Which of the following types of data is included in the 'Information About People' category?

Employee skills Signup and view all the answers

What do partner organizations typically require from the HRIS?

Position descriptions and job specifications Signup and view all the answers

Which category of data is created as a result of the interaction between 'Information About People' and 'Information About the Organization'?

Performance appraisals Signup and view all the answers

What is a primary benefit of organizational employees utilizing the HRIS?

To make updates without HR assistance Signup and view all the answers

Which of the following best describes clerical employees' role in employee compensation?

They ensure new employees are compensated correctly. Signup and view all the answers

What is a defining characteristic of single-tier architecture?

All components reside on the mainframe. Signup and view all the answers

What is one advantage of two-tier architecture in HR systems?

It performs typical HR functions using PC processing power. Signup and view all the answers

Which of the following is NOT a drawback of two-tier and three-tier architectures?

High processing load on individual PCs. Signup and view all the answers

What function does middleware serve in three-tier architecture?

It manages data and transactions before saving to the database. Signup and view all the answers

How does two-tier architecture handle HR functions?

By leveraging the processing power of PCs for typical functions. Signup and view all the answers

One primary limitation of two-tier and three-tier architectures is related to:

The requirement for database drivers on each client. Signup and view all the answers

What aspect of data management is improved with three-tier architecture?

Transactions are managed more efficiently by middleware. Signup and view all the answers

In a two-tier architecture, what is required for the system to function effectively?

Software installation on each local machine. Signup and view all the answers

What is a primary security challenge in cloud computing related to employees?

Exposure of sensitive payroll and benefits data between employees Signup and view all the answers

Which condition is NOT necessary for the best of breed architecture to work effectively?

Mandatory cloud compatibility Signup and view all the answers

What might be a consequence of unauthorized updates in a cloud computing environment?

Loss of sensitive personnel data Signup and view all the answers

Which of the following describes a requirement for software solutions in a best of breed architecture?

Should have interoperability with other systems Signup and view all the answers

What type of data is notably at risk of loss outside the enterprise in cloud computing?

Social Security numbers Signup and view all the answers

In a cloud computing architecture, what is necessary for applications to communicate effectively?

A universally agreed-upon data description method Signup and view all the answers

Which scenario illustrates a condition that negates the need for specialized software in best of breed architecture?

Running hand-written resumes through OCR systems Signup and view all the answers

Which of the following is a common misconception regarding data sharing in cloud environments?

External organizations can access sensitive information without consent Signup and view all the answers

Study Notes

Chapter 3: Systems Considerations in the Design of an HRIS: Planning for Implementation

Chapter Objectives: Understand different HRIS user types and data needs, five general hardware architectures (from "dinosaur" to cloud), hardware and database security concepts, and the "best of breed" approach to HRIS acquisition.

HRIS Customers/Users

Employees: Managers, Analysts (Power Users), Technicians (HRIS Experts), Clerical Employees, Organizational Employees
Non-employees: Job Seekers, Sourcing Partner Organizations

Managers

Primary Need: Real-time access to accurate data for decision-making regarding employees.
Examples: Performance data for training program decisions, recruiting channel evaluation, and employee retention/promotion strategies.
HRIS Tools: Reporting and query tools (dashboards) for easy-to-read and real-time data analysis.

Analysts - Power Users

Role: Acquire, examine, and provide relevant data, and reasonable alternatives to support manager decisions.
Access Levels: Access more areas of the HRIS than other users.
Tools: Model scenarios and perform "what-if" analyses using HRIS tools.
Example: Recruiting analyst providing a list of potential internal candidates for a marketing position.

Technicians (HRIS Experts)

Dual Function: Bridge HR needs and technical implementation.
Role: Ensure HR staff have access, information, and tools necessary for their jobs, translating HR needs into technical specifications for programmers, database administrators, and application administrators.
Update Role: Translate technical functionality changes into HR-understandable language.

Clerical Employees

Information Role: Input of information about new employees (e.g. details, position, benefits, salary).
Limited Decision Making: Not generally involved in hiring decisions, but responsible for ensuring employee compensation is processed correctly.

Organizational Employees

Information Use: Use HRIS to manage their personal information, reducing the need for HR clerks.
Limited Decision-Making: Typically not involved in significant HR decisions.

Non-employees Users

Job Seekers: Interact with recruiting portals (usability, navigation, and up-to-date information are key).
Partner Organizations: Need information about open positions including job descriptions, job specifications, and potential salary ranges.

Categories of Data

Information About People: Name, address, date of birth, skills, and training.
Information About The Organization: Positions, job specifications, organizational structure, compensation, and employee/labor relations.
Data from Interaction: Performance appraisals and compensation information.

HRIS Architecture

One-tier (Mainframe): All functionality, processing, and storage on the mainframe; accessed locally by company.
Two-tier (Client-server): Separates application logic processing from database; often using PCs and a central mainframe server.
Three-tier (Middleware): Introduces a middle layer (middleware) for handling data and transactions before entering the database to improve transaction management.
N-tier (Web-based): More scalable and allows distributed processing. Usually, uses a web browser as the client, intermediary web servers, and application servers handling the various functionalities.
Cloud Computing: Uses the internet; data and applications are stored in central remote servers that are maintained and managed by a third-party.

Security Challenges

Sensitive Data Exposure: Sensitive payroll and benefits information might be exposed to unauthorized individuals.
External Data Loss: Sensitive information like Social Security numbers might accidentally be revealed or transmitted outside of the organization.
Unauthorized Data Changes: Key data like salary amounts might be impacted by unauthorized updates.
Internal Data Sharing: Sharing personnel or applicant information must be carefully controlled and monitored to prevent misuse.
External Sharing: Sharing HR data with outside organizations or service providers requires proper security protocols.

Best of Breed

Combining Products From Different Vendors: An architectural approach for combining products from different vendors that allows proper interoperability.
Interoperability: Established guidelines and mechanisms to ensure data exchange and compatibility between different applications
Example Software: Resumix, Oracle PeopleSoft, Chronos, ADP

Revision Questions

Difference Between Architectures: Compare and contrast single-tier, client-server, three-tier, N-tier, and cloud computing architectures.
Best of Breed: Explain the "best of breed" method, and the conditions for its proper function.

Planning System Implementation: Roles & Key Activities

Project Management Roles: Project Manager, Steering Committee/Project Charter, Implementation Team, Project Scope Management, and Sponsorship.
Key Implementation Activities: Management sponsorship, Process Mapping, Software Implementation, Customization, Change Management, Go Live!, Project Evaluation, and Potential Pitfalls.

Project Manager Options

Consultant: Hiring a consultant to manage the project.
Full-Time Project Manager: Selecting a dedicated, certified project manager.
Internal Project Champion: Assigning an internal employee to the role on a temporary basis.

"Go Live!" Conversion Methods

Immediate Conversion: Switching to the new system at once
Parallel Conversion: Running both the old and new systems concurrently.

Potential Pitfalls

Poor Planning, Incomplete Steering Committee/Steering Committee Without Top Management Support, Implementation Team Problems Or Incomplete Implementation Team, Failure To Assess The Politics Of The Organization Adequately, Insufficient Process Mapping, Scope Creep, Poor Implementation Of Or Insufficient Change Management.

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Description

Explore the various considerations in designing a Human Resource Information System (HRIS) in Chapter 3. Learn about different user types, hardware architectures, and essential security concepts for successful implementation. This chapter prepares you for understanding the planning required for effective HRIS deployment.